HomeMy WebLinkAbout2019-311 PO 20200232 AMND #1-Superior Fencing LLC Purchase Order
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,at CITY RECORDER i Fiscal Year 2020 Page: 1 of: 1
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B City of Ashland
L ATM: Accounts Payable Purchase
L 20 Ashland, 20200232
OR 97520 Order#
T Phone: 541/552-2010 •
O Email: payable@ashland.or.us
V H •C/O Public Works Department
E SUPERIOR FENCING LLC I 51 Winburn Way
N 2232 RIDGE WAY p Ashland, OR 97520
O MEDFORD, OR 97504 Phone: 541/488-5347
R T Fax: 541/488-6006
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541 890-6266 T--
_ •1 Paula Brown __ ' -$ 1-
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10/23/2019 ' 1228 - FOB ASHLAND OR • _ _ Ci Accounts Pa able • _
- - ---11'f t= '7s i lr1:73 l�_nfor_1:
Wood Fence 130 N Pioneer •
1 Wood fence along N boundary of 130 N Pioneer Street 1 $11,016.0000 $11,016.00
Goods and Services Agreement(Less than $25,000)
Completion date: 12/31/2019
Project Account:
2 ADDED: Processed change order 11/06/2019 1 $304.0000 $304.00
Amendment No. 1
Project Account:
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***************GL SUMMARY***************
081200-602400 $11,320.00
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By: �g�4/4, 1 Date: ` i •
Authorized Signature i LL .11 320.00
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FORM #10 CITY OF
CONTRACT AMENDMENT APPROVAL REQUEST FORM ASHLAND
Request for a Change Order
Name of Supplier!Contractor/Consultant: Superior Fencing LLC ,'Total!amqunt of;tFis+
• 1 cgntract'amendment
Purchase Order Number: 20200232 1
Title/Description:Wood fence replacement at 130 N Pioneer Street ''304
i
❑j Per attached contract amendment L____________• ___L_________
Contract Amendment
Original contract amount $11016 100 %of original contract
. Total amount of previous contract amendments 0 %of original contract
Amount of this contract amendment 304 , , 2.8 %of original contract
TOTAL AMOUNT OF CONTRACT $11320 102.8 %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 total 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:
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 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(Direct Appointment) Communication. 0 Exempt—Reason:
❑ "YES",cumulative amendments s$35,000 0 Exempt—Reason:
❑If"NO",requires council approval.(Attach
INTERMEDIATE PROCUREMENT SOLE SOURCE' EMERGENCY PROCUREMENT
Goods&Services->$5,000 and<$100,000 ❑ "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 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 ❑If 0 If"NO",amount exceeding authority requires 0 Obtain direction and written approval from City
"NO",amount exceeding authority requires Council Council approval.Attach copy of Council Administrator
approval.Attach copy of Council Communication. Communication. 0 If applicable,attach copy of Council Communication
❑ 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 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 081200 . 602400 Account Number -
*Expenditure must be charged to the appropriate accountgnumbers for the financials to reflect the actual expenditures accurately. Attach extra pages if needed.
Employee Signature:�� �`1On U 11.A epartment Head Signature: /Aima/?vi,
(Equal to or greater than$5,000)/1Q4411-"Ctieff?"`"--
• City Administrator:
(Equal to or greater than$25,000 or 10%)
Funds appropriated for current fiscal year: YES / NO
Deputy 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 1,10/21/2019
AMENDMENT NO. 1
to
GOODS & SERVICES AGREEMENT
between
THE CITY OF ASHLAND,
an Oregon municipal corporation,
("City")
and
SUPERIOR FENCING LLC,
a Company,
("Provider")
for
WOOD FENCE REPLACEMENT AT 130 N PIONEER STREET
RECITALS
A. The City and Provider previously entered into a Goods and Services Agreement effective October
21, 2019 (the"Agreement"), for the replacement of a wood fence at the north boundary of 130 N.
Pioneer Street.
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 2 of the Agreement as follows,with strikeout wording deleted and
underscored wording added:
2.1 City shall pay Provider the sum of$11,320 (eleven thousand three hundred twenty dollars)
$11,016 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$11,320 (eleven thousand three hundred twenty dollars)
$11,016 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.
Page 1 of 2: Amendment No. 1 to Goods&Services Agreement between the City of Ashland and Superior Fencing,LLC
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 ASHLAND, OREGON SUPERIOR •ENCING� LC
By: /1By:
Paula C Brown, PW Director r
Prin -me: �ie+st• l��i,Jsa.c�
Date: ! ,!v✓ To/9 Title: ,cee yds
Date: Ge-30 ! f
Page 2 of 2: Amendment No. 1 to Goods&Services Agreement between the City of Ashland and Superior Fencing,LLC
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Kaylea Kathol
From: Kevin Bernhardt <superiorfencingllc@gmail.com>
Sent: Monday, October 28, 2019 11:00 AM
To: Kaylea Kathol
Subject: Re: Confirm Change Order Request
Yes I agree that we talked and that we are charging$2.00 per linear foot for orange temp fencing at 130 pioneer Rd.
Thank you
Kevin
Sent from my iPhone
On Oct 28, 2019,at 9:48 AM, Kaylea Kathol<kaylea.kathol@ashland.or.us>wrote:
Kevin - the City is drafting a contract amendment to cover the cost of installing temporary orange
construction fencing at 130 N. Pioneer Street. I will need to attach a supporting document to the
amendment. Could you please confirm that you agree to the following change order request I made last
week:
In a telephone conversation on 10/25/19, I asked whether you could install temporary orange construction
fencing at 130 N. Pioneer Street to provide an access barrier once the existing wood fence has been
removed. You agreed to install construction fencing prior to the removal of the fence,and to remove it upon
completion of the new fence. You quoted a price of$2.00 per foot. Approximately 152 linear feet of
construction fencing will be required. Therefore,the total price to install construction fence is$306. The City
will develop a contract amendment to cover this additional cost.
Thank you,
Kaylea Kathol, PMP
Project Manager, City of Ashland Public Works
51 Winburn Way, Ashland OR 97520
C: (541) 331-1144 I 0: (541) 552-2419
NOTICE:This email transmission is official business of the City of Ashland, and is subject to the Oregon Public
Records Law for disclosure and retention. If you have received this message in error, please contact me at
541-552-2419. Thank you.
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