HomeMy WebLinkAbout2022-112 PO 20200415- Carollo Engineers, Inc prAl Purchase Order
• RECORDERCITY Fiscal Year 2020 Page: 1 of: 1
B City of Ashland _ ,_!1=
ATTN: Accounts PayableL 20 E. Main Purchase
L
Ashland, OR 97520 Order# 20200415
T Phone: 541/552-2010
0 Email: payable@ashland.or.us
2.e9 JG�
V H C/O Public Works Department
E CAROLLO ENGINEERS, INC I 51 Winburn Way
N PO BOX 30835 P Ashland, OR 97520
O SALT LAKE CITY, UT 84130-0835 Phone: 541/488-5347
R TFax : 541/488-6006
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_ Paula Brown
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- �- Tr ��€Is a dd et�1='�o �=3a��1=�'"_ =��rI6�.L@1=;04/30/2020 69 69 FOB ASHLAND OR/NET30 City Accounts Pa able
WWTP Disinfection System
1 WWTP Disinfection System Upgrade Project 1.0 $145,662.00 $145,662.00
Personal Services Agreement (Greater than $25,000)
Completion date: 05/31/2021
Processed change order 04/15/2021
Completion date has been extended to December 31, 2021
Project Account: E-201925-999
Project Account: E-201925-999
2 ADDED: Processed change,order/18/2022 1.0 $21,469.00 $21,469.00
Change Order No. 1
Project Account: E-201925-999
ProjectlAccount: E-201925-999
*************** GL SUMMARY***************
086100-.,704200
086300-704200 $33,4$133,704.80
26.20
By: 91/)1(..,,,,- Date:
Authorized Signature -_ $167,131.00
i
.. •
2(P ,
FORM#10 CITY Of
•
CONTRACT AMENDMENT APPROVAL REQUEST"FORM } •
J'I L •
Request ger. a Change Order. . i
Namoof Supplier II Contractor/Consultant; ceroiroEnatnooro Totalamountof this
. contract ameitdmenti
Purchase Order Number:.20200416
.$ 21;469A)
Titles Description:WWTPUVDisinfectionsystemupgrado
;OP Per attached contract•amendment . ,
Contract Amendment r
Original contract amount $145,662,00 100 %of original contract
Totai amount of previous contract amendments 0 o %of original contract
Amount of This contract:amendment •2i,409.00 14.0 s%of original contract`
i .
TOTAL AMOUNT OF CONTRACT $167,131.00 14:e %Of original contract
Inaces/dance with OAR 13T047.0800:1)The amendment is within the scope of procurement as described inthe soiidlationdocuments,Sole Source noto or appcoval:uI 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 ronegotIalhm of the termsand
conditions;tnchrdin the contractprico,of a contract and the amendment is advantageously)the City o f Ashland,subject to all of the foilovdng conditions;a)goods and services to be
provided under the amended contract are the same as the goods and services to bo provided under the unamended'contract b)The City determines that„with ail thiigsConsidered,the
amended contract[sal feaetas favorable to(tleeiry asthe unamended contract c)The amended coniractdoes notbavo a total term greater than allowed In the coronation document }
contract or approval of a Special Procurement.An amendment!spot wain scope of the procurement if the City determines that[f Ithad.describedthe changes lobe made by die
amendment In tie procurementdocumsnts Itaroiddlikely'haveIncreasedcompetitionoraffectedaward.ofcontract
Contract amendment Is;within the scopeof procurement: YES m . NO (If"NO",requires.Council-approval!Attach cow ofca.)
Sourcing Method:
SMALL PROCUREMENT-Not exceeding$5.000 JNVITATION TO 1310 or COOPERATIVE PROCUREMENT,QRF or,
El'YES;the total amountof contract and cumulative REQUEST FOR PROPOSAL IXEMPTION PURSUANT TO AMC 2,50
amendments.6$0,000: (1 YES',the total amount of cumulative amendments t]`YES;the total amount of original contract and i 4
❑II'NO;amountexceedingauthority.requires ;s25%oforiginal contract amountor$250,000 Cumulative amendmentsA$100Kfor Gogh&Smokes.s
Council approval.Attach cony of Council whichever is less. 875K for Personal Services, $50KforAttomeyrees.
Communication, 0 if 1,10;amount exceeding authority requires 0 If'N0',emounlexceeding authority requires Council
El Exempt-Reason; Council approval.Mechem of Council approval.Attach cony of Candi Communication.
PERSONAL SERVICES fDiroctAonolnlrnent) "Communication. El Exempt—Reason;
0'YES•,cumulative amendments s$35,000 0 Exempt-Reason:
0 11110',requires council approval.Medi CC)
INTERMEDIATE'PROCUREMENT SOLE SOURCE- EMERGENCY PROCUREMENT
Goode&Services->$5000 and<S100:000 0 YES',the total amounl"o(cumulative amendments 0 Written Decamentthe nature of lire
personal Services->85.000 and<$16.000 s 25%of original contract amount or$250,000 emergency;induding necessity and circumstances
❑'YES';the total.amount of cumulative: whichever Is less. requiring the contract amendment
amendments d 25%d of original contract amount O il'NO',amounl exceeding authority requires 0 Obtain directionand written approval from City
O If'NO;amount exceeding'authority requires Council approval.Attach coat/of Council Administrator.
Council approval:Attach copy of Council Communication, . .0 If applitableialladr copy of Council Communication
Communication; 0'Exempt-Reason . El Exempt—Reason:
0 Exempt-Reason; - t
SPECIAL PROCUREMENT ' JNTERGOVERNMENTAVAGREEMENT ---
El'YES',iho total amount of original contract and cumulative amendnientsare O Renewal of IntergovernmentalAgreement:Terms modifedInaccordance with Initial ✓���(I !.
'wtudnthe amount endterms Initially approved byCouncil asaSpeclal agreement ORcost Wil wit bemore than 25%greater than Inlllelagreement.Renewal „,01' ! II
Procurement .approved by City Attorney and department head affected by renewal and approvedlstgned
0 If'NO;amount exceeding authority requires Council approval. 'by Ci.Administrator.AMC 2.28.045(8)
FI �,�
rlt.c� o . . CO • ne:t, , - 0;, NO''Council act,.”, 0Coor o .ur,:ror_ r
,�,;�
Project Number_2 o t o z _ Account Numberss.9 j 0^o-3 0—4 g o o Account Number 0 s 0 s 0'0. 0 a 2 o_0 pt./7
(6 tet;
•
'Experrdilure nuts,be:cherged lobo eppr i rate:accmxtfMr it s for ell gicialsto reflect the actual expenditures accuretely. Attach extra pages it needed
p Y tf /lam p .tur '..; "'1'1 41 2
Etn to eeSi nature: �"`� Department + _ars �� l
I 4,1'110!,�1, rgrea _ ran 5
•
City Mane r: t r1\�_"T,tag:
• qualfoorgreater hasn$b000or.ION)
Funds appropriated for current ifscaf year. la—S-').1 NO I i -f ._
i Finance D rec or o orp `-"^f '
(qua rotor Date
Comments:
Form 111(1-Contract Amendment Approval Request Form,Request for a Change Order,Pagel of 1;412312020 1
Kariann Olson
From: ' Chance Metcalf
Sent: Tuesday,January 18,2022 7:15 AM
To: Kariann Olson;Tami Campos
Subject: , RE:Change order for PO 20200415
Good Morning Kari,
No problem. See below split amounts.Thank you so much.
086100-794200 $17,175 20
085300704200 $4,293.40
Chance Metcalf, PMP
Senior Project Manager
City of Ashland, Public Works
20 East Main Street,Ashland OR 97520
Phone:541-552-2448
TTY:800-735-2900
Fax:541-488-6006
Office Hrs: Mon-Thurs,6:OOam-4:30pm PST •
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)552-2448.Thank you.
From: Kariann Olson<kari.olson@ashland.or.us>
Sent: Friday,January 14,2022 4:05 PM
To:Chance Metcalf<chance.metcalf@ashland.or.us>;Tami Campos<tami.campos@ashland.or.us>
Cc: Kariann Olson<kari.olson@ashland.or.us>
Subject:Change order for PO 20200415
Hello,
I am processing change orders now. It took a long time to be able to process change orders because the audit was
delayed.
PO 20200415
Carollo Engineers
Change Order No. 1
$21,469.00
086100 704200
086300 704200
What amounts do you want to go to each account?
Please advise.
Thank you.
1
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.
2
I ,
I `1`
II 3
Memo
TO: Gary Milliman
FROM: Tauri De Mille-Campos(Public Works)
DATE: 11/4/21
RE:City Manager Signature Needed for.Carollo Engineers
Background:
This change order is because of additional effort needed in order to complete review of the UV design.
Council Action:
Other.Relevant Information:
Insurance waived or reduced?YestPlo
Who to return to if different from sender?
Are all other signatures required collected?Yes
If no,please collect before sending there to:the City Manager.
Are allattachments listed included?Yes
If no,please include all attachments before sending to the City Manager.
. f
I I
I t
I t
CITY OF ASHLAND
20 East Main Street Tel:541-488=6002 14,
Ashland,Oregon 97520 Fax:541-488-5311
www:ashland.or,os TTY:800-735-2900
I a
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CITY OF
ASHLAND
DEPARTMENT OF PUBLIC WORKS
•
CONTRACT CHANGE'ORDER NO. 1
PROJECT: WWTP UV Disinfactiou System Upgrade DATE: .10/26121.,
LOCATION: Wastewater Treatment Plant PROJECT NO.: 2019-25
CONTRACTOR: Carollo Engineers
You are requested toperform the,follo'i ing described work upon receipt of en approved copy of this document or as described by the
Engineer:
Item No. DescriptionQuantity Un
it Piicc Amount
Task 100 , Basis of Design&UV Tech Eval Over $ 7,153.00
Task200 Final Design Services Over $ 13,181:00
Task 301 Bidding Support Services Meet $.
Task 401 Project Management Services Over $ 1,135.00
Total this Change Order $ 21,469.00
Previous Change Order
Original Contract Total $. 145,662.00
Revised Contract Total $ 167,131.00
PERCENT CHANGE OF ORIGINAL CONTRACT 12.8%
Thetimeprovided for completion of this contract is increased by no calendar days.This documentshall become anramendment to
the contract and all pmvisions of the contract wi apply,
Recommended By: /0 0/
Project Manager Date
Digitally slgnod by Dan E.La10110 1
Conlesllnlo:Carollo Enn��iinney��ey� s.In: 1 W28/21 "t 1
Dao 2021.10.280x4 9]'00' - t
Accepted By 6ff ''
Carollo Engineers Date
Approved By "®'"`-4a� 4 rlitZli 111.421
Departure Nad Date
ENGINEERING 7c1:.5 41-488-5347
20 E.landMainSlrcet Pax:541.488..6006 w
Ashland,,Oregon 91520 TTY 800735.2900
slww esldend.or.us
I ti
O5pob-svrksleng12019 Project Yenr1201945 WWTPUV Disinreclion System Upgrnde\1.Admin11.Aceounlin8U9.25 WIVTP UVDisinrcalionworkbook
•
i f
AMENDMENT NO.2
to
PERSONAL SERVICES AGREEMENT
between
THE CITY OF ASHLAND,
an Oregon municipal corporation,
("City").
and
Carollo Engineers("Contractor")
for
WWTP UV DISINFECTION SYSTEM UPGRADE
trnmoRECITALS
A. The City and Contractor previously entered into a Personal Services Agreement.
effective April 30, 2020 (the "Agreement") to Contractor provide WWTP Disinfection.
System Upgrade Design;and
B. The City and Provider now wish to amend the Agreement to increase the amount of
compensation to be paid to Provider.
AGREEMENT
i §
NOW THEREFORE,in consideration of the mutual benefits and obligations set forth
herein,the parties agree as follows:
L Amend Section 2 of the Agreement as follows,with strikeout wording deleted and
underscored wording added:
1.1 City shall pay Provider the:sum of$167,131.00 (one hundred sixty-seven thousand
onehundred thirty-one dollars') '$145,662.00 as provided herein as full
compensation for the Work as specified in the SUPPORTING DOCUMENTS.
1.2 In no event.shall Provider's total of all compensation and reimbursement under.this
Agreement exceed the sum of$167,131.00 (one hundred sixty-seven thousand one
hundred thirty-one dollars)"$115,662.00 without the express,written approval from
the City official whose signature: appears below, or such official's successor in
office. Provider expressly acknowledges that noother person has authority to order
or authorize additional Work which would causethis maximumsum to be,exceeded
and that any authorization from the responsible official must be in writing.
Provider further acknowledges that any Work delivered or expenses incurred.
without authorization as provided herein is done at:Provider's own risk and as a
volunteer without expectation of compensation or reimbursement.
Page 1 of 2: Amendment No.2 to Personal Services Agreement
,
I �
2. This Amendment No. 2 is effective upon being signed by both,parties.
3, Except as specifically modified by this Amendment No.2,the terms andconditions of the
Agreement remain in full force and effect.
IN WITNESS WHEREOF the parties,have caused this Amendment No.2 to be signed in their
respective names by their duly authorized representatives as of the dates set forth below:
k$
CITYOF ASHLAND,OREGON CAROLLO ENGINEERS.
.(CONTRACTOR.)
\ DIgnally sinned 6y Dan E LaKlle.
t
Data: Iola D28 09' are,I�q�p
By: ��� By:
Printed Name: 671,671,4V--k� SVsN Printed Name: Dan Laffitte
Title: c.� Ni t, Q T�,r,� Title: Associate Vice President
. 1
Date: �����`1 10/28/21
Date:
q(�
71
II
Page 2 of 2: Amendment No.2 to Personal Services Agreement
{
( 1 •
ki
707 SW Washington Street Suite 500,Portland,Oregon 97205
Engineers...Working Wonders With Waters P.503.227.1885 F.503.227.1747
October 20,2021
Chance Metcalf,Engineering Project Manager
City of Ashland
51 Windburn Way
Ashland,OR 97250
Subject: Wastewater Disinfection System Upgrade,Additional Scope Request
Dear Chance:
As wediscussed,we have exceeded the original contract budget due to scope additions thathave occurred
throughout the design phase of the proJect::A summary of the changes is provided below along with a table
summarizing the proposed budget amendment.
1.. Scope,Changes:
a. Increased coordination On both collimated beam test and required plantUVT,sampling.
b. Increased effort to consider alternativelayouts for L-shaped reactors that would not fit within
the plant's existing hydraulic profile.The hydraulic profile on which our effort was based didnot
reflect the water surface elevations associatedwith the membrane pump station.
c. Greater than anticipated drawings and associated effort.The budget was based on a total
drawing count of 37 drawings and 40 drawings were required to convey thenecessary design
information.
d. Project management effort associated with longer project schedule due to various schedule
delays including an extended sampling period and necessary coordination with City council to
confirm design approach for more efficient system.
e. Rework for citric acid storage approach from tote storage at 60 percent design to polyethylene
storage tank with heat tracing and insulation at 80 percent design.
f. Rework for UV reactor electrical:conductor routing approach at 80 percent design.
g. Addition of exhaust fan replacement at 80 percent design.This required coordination with the
vendor to ensure installation in the existing opening,review of electrical:conductors and power
supply to ensure code compliance and incorporation of content in the drawing set.
h. Development of codeanalysis memo for the City building department:after City building
department review of the 99 percent design document .
Original Proposed Revised
Contracted Contract Contract %Spent at
Task Task Activity Amount Adjustment_ Amount Completion
100 Basis of Design and UV Technology Eval $14,711 $7,153 $21,864 ,. 149%
200 Final Designs Services $110,645 $13,181._ $123,826 112%
301 Bidding Support Services
$6;144 $0 $6,144 100s
401 Project Management Services $14;162 $1,135 $15,297 108%
Totals $145,662 $21,469 $167,131 115%
Sincerely,
CAROLLO ENGINEERS,INC.
..eg`-<-.740
Dan Laffitte,P.E.
vouiossgosooi
Associate Vice President
11940A10 I Added Scope_Ashland UV:docx ' NAT E R
OUR FOCUS
OUR BUSINESS
OUR PASSION
1 i