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Home My WebLink About2023-133 PO 20220260 Amnd #1- HP Civil Inc pirAi Purchase Order is CITY RECORDER Fiscal Year 2022 Page: 1 of: 1 • B City of Ashland ATTN: Accounts PayableL Purchase 20 E. Main L Ashland, OR 97520 Order# 20220260 T Phone: 541/552-2010 O Email: payable@ashland.or.us V H , C/O Public Works Department E HP CIVIL INC. I 51 Winburn Way N 8795 AUMSVILLE HWY SE p Ashland, OR 97520 O SALEM, OR 97317 Phone: 541/488-5347 R T Fax: 541/488-6006 s _ Scott Fleury t1i!! 6 $ la E_..;.rf. -= _� !4 7151 i8 7 1_ ' "'�� 5_� e' EIsI- 1 .•— __— 02/14/2022 6714 _ FOB ASHLAND OR/NET30 City Accounts Payable NIB Ph 2 VW TP UV System Upgrade 1 MODIFIED: Phase 2 construction of the WWTP UV system 1.0 $1,622,969.00 • $1,622,969.00 upgrade EJCDC-Contract Documents (Professional Engineers) Processed change order 09/15/2023 Date of change order:August 10, 2023 Substantial completion: January 31, 2024 Ready for final payment: March 1, 2024 • Project Account' E-201925-999 Project Account: E-201925-999 2 Processed change order 12/15/2022 1.0 $1,059.32 $1,059.32 Contract Change Order No. 1 Project Account: E-201925-999 Project Account: E-201925-999 0 J ***************GL SUMMARY*************** 086100-704200 086300-704200 $1,299,222.66$324,805.66 11 • C Uz By: Vh�/� 0 Date: 175 g ti Authorized Signa re gk 1 624 028.32 FORM #10 CITY OF CONTRACT AMENDMENT APPROVAL REQUEST FORM ASHLAND Request for a Change Order Name of Supplier/Contractor!Consultant: . 4 ' C iv t% Total;amount:of.this :contract amendment:`' Purchase Order Number:20220260 Title/Description: Ph 2 WWTP UV System Upgrade Sdate ehange'only El Per attached contract amendment Contract Amendment Original contract amount $ 100 %of original contract Total amount of previous contract amendments %of original contract Amount of this contract amendment %of original contract TOTAL AMOUNT OF CONTRACT $1,164,262.15 %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 t 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. E1 "YES",the total amount of cumulative amendments 0"YES",the total amount of original contract and ❑If°NO",amount exceeding authority requires <—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 CC) INTERMEDIATE PROCUREMENT SOLE SOURCE EMERGENCY PROCUREMENT Goods&Services->$5,000 and<$100,000 0 "YES",the total amount of cumulative amendments 0 Written Findings:Document the nature of the Personal Services->$5,000 and<$75,000 s 25%of original contract amount or$250,000 emergency,including necessity and circumstances ❑ "YES",the total amount of cumulative whichever is less. requiring the contract amendment amendments 5 25%of original contract amount 0 If"NO",amount exceeding authority requires 0 Obtain direction and written approval from City ❑If"NO",amount exceeding authority requires Council approval.Attach copy of Council Administrator Council approval.Attach copy of Council Communication. 0 If applicable,attach copy of Council Communication Communication. 0 Exempt—Reason: 0 Exempt—Reason: ❑ Exempt—Reason: SPECIAL PROCUREMENT INTERGOVERNMENTAL AGREEMENT ❑"YES",the total amount of original contract and cumulative amendments are 0 Renewal of Intergovernmental Agreement:Terms modified in accordance with initial within the amount and terms initially approved by Council as a Special agreement OR cost will not be more than 25%greater than initial agreement.Renewal Procurement. approved by City Attorney and department head affected by renewal and approved/signed ❑ If"NO",amount exceeding authority requires Council approval. by City Administrator.AMC 2.28.045(6) Attach copy of Council Communication. 0 If"NO",Council approval is required.Attach copy of Coupcil Communication Project Number __ Account Number - Account Number • "Expenditure must be charged to the appropriate account numbers for the financials to reflect the actual expenditures accurately. Attach extra pages if needed. Employee Signature: Department Head Signatur `11.__ IZ 0 orgy ter than$ ,000) City Manager: Funds appropriated for current fiscal year: NO ,F (Contract and ad endo g eater than$35,000) Finance Director(Equal or reater than$5,000) r Comments: Form#10—Contract Amendment Approval Request Form, Request for a Change Order,Page 1 of 1,4/23/2020 Owner: City of Ashland Owner's Project No.: 2019-25 Engineer's Project Engineer: Carollo Engineers, Inc. No.: 11940A10 Contractor's Project Contractor: HP Civil No.: Ash UV Rep Project: Ashland WWTP UV Disinfection System Upgrade ESDC Contract Name: Agreement between Owner and Contractor Effective Date of Change Date Issued: August 10, 2023 Order: August 10, 2023 The Contract is modified as follows upon execution of this Change Order: Description: This request to change the completion date is due to an extended delay period from the vendor to manufacture,test and ship the UV reactors. Attachments: 1. Original Baseline Schedule 2. Updated Schedule including delivery of UV Reactors 3. DC001 In signing a Change Order, the Owner and Contractor acknowledge and agree that: 1. The Change Order constitutes full mutual accord and satisfaction for the change to the Work. The stipulated compensation (Contract Price or Contract Times, or both) set forth in the Change Order includes not only all direct costs of Contractor such as labor, material,job overhead, and profit markup, but also includes any costs for modifications or changes in sequence of work to be performed, delays rescheduling, disruptions, extended direct overhead or general overhead, acceleration, material, or other escalation which includes wages and other impact costs. 2. This Change Order will become a supplement to the Contract and all Contract provisions will apply hereto. 3. It is understood that this Change Order shall be effective on the date the Owner authorizes the Change Order by their signature. 4. No reservation of rights to pursue subsequent claims on the Change Order will be made by either party. 5. No subsequent claim or amendment of the Contract Documents will arise out of or as a result of the Change Order. Change Order 00941-1 Ashland-11940A10 August2023 Change in Contract Times [State Contract Times as either a specific date Change in Contract Price or a number of days] Original Contract Price: Original Contract Times: Substantial Completion: March 20, 2023 $ 1,622,969.00 Ready for final payment: April 19,2023 There are no previously approved Change Orders. There are no previously approved Change Orders. Substantial Completion: March 20,2023 $ N/A Ready for final payment: April 19,2023 Contract Price prior to this Change Order: Contract Times prior to this Change Order: Substantial Completion: March 20,2023 $ 1.622,969.00 Ready for final payment: April 19,2023 Increase this Change Order for DC001. Increase this Change Order: Substantial Completion: January 31, 2024 $ 1,059.32 Ready for final payment: March 1, 2024 Contract Price incorporating this Change Order: Contract Times with all approved Change Orders: Substantial Completion: January 31, 2024 $ 1,624,028.32 Ready for final. payment: March 1, 2024 Recommended by Engineer (if required) Authorized by Owner By: xlill Title: poeuc. I Ct>ZSc.1 • Date: Vit,%2.. 23 dAutho ized by Co ractor Approved by Funding Agency (if applicable) By: ZZ y40m.124v-e— Title: 9:iiE-‘1 Date: 8`24-2023 END OF DOCUMENT Change Order 00941-2 Ashland-11940A10 August 2023 Owner: City of Ashland Owner's Project No.: 2019-25 Engineer's Project Engineer: Carollo Engineers, Inc. No.: 11940A10 Contractor's Project Contractor: HP Civil No.: Ash UV Rep Project: Ashland WWTP UV Disinfection System Upgrade ESDC Contract Name: Agreement between Owner and Contractor Effective Date of Change Date Issued: August 10, 2023 Order: August 10, 2023 The Contract is modified as follows upon execution of this Change Order: Description: This request to change the completion date is due to an extended delay period from the vendor to manufacture,test and ship the UV reactors. Attachments: 1. Original Baseline Schedule 2. Updated Schedule including delivery of UV Reactors 3. DC001 In signing a Change Order, the Owner and Contractor acknowledge and agree that: 1. The Change Order constitutes full mutual accord and satisfaction for the change to the Work. The stipulated compensation (Contract Price or Contract Times, or both) set forth in the Change Order includes not only all direct costs of Contractor such as labor, material,job overhead, and profit markup, but also includes any costs for modifications or changes in sequence of work to be performed, delays rescheduling, disruptions, extended direct overhead or general overhead, acceleration, material, or other escalation which includes wages and other impact costs. 2. This Change Order will become a supplement to the Contract and all Contract provisions will apply hereto. 3. It is understood that this Change Order shall be effective on the date the Owner authorizes the Change Order by their signature. 4. No reservation of rights to pursue subsequent claims on the Change Order will be made by either party. 5. No subsequent claim or amendment of the Contract Documents will arise out of or as a result of the Change Order. Change Order 00941-1 Ashland-11940A10 August 2023 Change in Contract Times [State Contract Times as either a specific date Change in Contract Price or a number of days] Original Contract Price: Original Contract Times: Substantial Completion: March 20, 2023 $ 1,622,969.00 Ready for final payment: April 19,2023 There are no previously approved Change Orders. There are no previously approved Change Orders. Substantial Completion: March 20, 2023 $ N/A Ready for final payment: April 19,2023 Contract Price prior to this Change Order: Contract Times prior to this Change Order: Substantial Completion: March 20,2023 $ 1.622,969.00 Ready for final payment: April 19,2023 Increase this Change Order for DC001. Increase this Change Order: Substantial Completion: January 31, 2024 $ 1,059.32 Ready for final payment: March 1, 2024 Contract Price incorporating this Change Order: Contract Times with all approved Change Orders: Substantial Completion: January 31, 2024 $ 1,624,028.32 Ready for final payment: March 1, 2024 Recommended by Engineer (if required) Authorized by Owner By: Title: Date: Autho ized by C ractor Approved by Funding Agency (if applicable) By: Title: 9126.3./ .-'.f' Date: 8'24=2023 END OF DOCUMENT Change Order 00941-2 Ashland-11940A10 August 2023