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HomeMy WebLinkAbout2023-144 PO 20240138 Amnd #4- HDR Engineering Inc Purchase Order C RECOR ER Fiscal Year .2024 Page: 1 of: 1 B Cityof Ashlands 'a �L- I ATTN: Accounts PayableL Purchase 20 E. Main L Ashland, OR 97520 Order# 20240138 T Phone: 541/552-2010 O Email: payable@ashland.or.us V • HDR ENGINEERING INC H C/O Public Works Department EPO BOX 74008202 I 51 Winburn Way D CHICAGO, IL 60674-8202 P Ashland, OR 97520 OR Email: ACCOUNTSRECEIVABLE@HDRINC.COM Phone: 541/488-5347 O Fax: 541/488-6006 =� �� (iOII� � =- /$ IFf�� 13��8f� 8r�17fis1 i 118 t!S_1� :� 3® it jF gF�^n -- Scott Fleury z af�7�s —�—eTirlerba=-M: E� =s N7e1M 09/25/2023 2369 _ FOB ASHLAND OR/NET-3-0 City_Accounts Payable 7.5mgd WTP Ph-2 PO 20200233 • 1 7.5 m gd Water Treatment Plant Phase 2 1.0 $178,155.69 $178,155.69 CARRIED FORWARD FROM PO 20200233 - Open balance on PO 20200233 $3,306.87 Invoice not applied to PO ($24,839.18) Amendment No.4 $199,688.00 Amount carried forward $178,155.69 • Project Account: E-201820-999 Project Account: E-201820-999 • ***************GL SUMMARY*************** 081900-704200 $160,340.12. 083800-704200 $17,815.57 • • • • B : Date: Au hor¢ed Signat e 1= # 178 155.69 22011233 DESigti15M6 1 (anyNwatd 10/23419 2020 44,8642 4,334,864.00 3,30E81 0 Invoice Date Status Amount Check Check Date Voucher PO F PMT 331NV1200521191 07/24/2023 PAID 24,839.18 53854 08/21/2023 111177 d Open balance on PO#20200233 as of 09/25/2023: $3,306.87 Invoice not applied to PO#20200233: ($24,839.18) 081900 704200 90% $22,355.26 083800 704200 10% $2,483.92 Amendment No.4: $199,688.00 083800 704200 $19,968.80 081900 704200 $179,719.20 . ik ou`�t to be carried foriw.air�d to NIRWWP®#2 2_4.013{8 $i1 18,15.5.69 6838©0 7®42®® g7,815.5 081190® 7®42B® $160,30.14 . . 1� RP c /�/IBJ/ yT¢ FORM #10 CITY OF CONTRACT AMENDMENT APPROVAL REQUEST FORM Request for a Change Order ASHLAND Name of Supplier!Contractor!Consultant: HDR Engineering Inc. Total:aflountrof this' contract amendment: Purchase Order Number: 20200233 Title!Description: 7.5 mgd Water Treatment Plant-phase 2 $ 199 6.88.Q0 III Per attached contract amendment .- Contract Amendment Original contract amount $3,662,659.00 100 %of original contract l Total amount of previous contract amendments 732,175.00 19 %of original contract Amount of this contract amendment 199,688 5 %of original contract TOTAL AMOUNT OF CONTRACT $4,594,522.00 124 %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 1 Attach copy of CC.) Sourcing Method: SMALL PROCUREMENT—Not exceeding$5,000 INVITATION TO BID or COOPERATIVE PROCUREMENT,QRF or 0"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 0 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. l 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: O "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 0 "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 0 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: ❑ Exempt—Reason: 0 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 201820 .— _— Account Number 083800 .704200 Account Number 081900 . 704200 $19,968.80 $179,719.20 *Expenditure must be charged�_ to"theheappropriate account numbers for the financials to reflect the actual expenditures accurately. Attach extra pages if needed. Employee Signature:\J(AJ{V D t VI y Wok- etVNTIZ Department Head Signature: / "•' = ;-an 55,100) Jr - CityAdministrator: 4 ,'- "c' Equal to orgreat> than$2 000 or 10%) Funds appropriated for current fiscal year: YE / NO '.ILA J Depu y Finance*Or(Equal to or greater than 55,000 I 1 7 Date Comments: Form#10—Contract Amendment Approval Request Form,Request for a Change Order,Page 1 of 1, 10/21/2019 Memo TO: Joseph L. Lessard, City Manager FROM: Scott Fleury—Public Works Director DATE: 8/16/2023 RE: City Manager signature needed for HDR contract amendment Background: In October of 2019 the City of Ashland entered into a purchase order agreement with HDR for the design of a new 7.5 MGD water plant. That design work has continued to this day and is nearing completion. Over the duration of this work new scope has been added (initiated by Council/Staff) and originally identified work scopes have required additional reviews or taken more hours to complete than expected. HDR has also provide additional assistance at the request of staff to support development of funding background information required of the financial plan and the EPAs WIFIA program that is set to fund the project at 100%. As a result, the cost of the work has grown. This memo is coming to you in support of an additional change order to the original PO,raising the total authorized amount to $4,594,552 from the previously approved$4,394,864 and the original PO value of $3,662,659 (a total increase of 25%). Council Action: PO awarded in the amount of$3,662,659 in October of 2019 to HDR Engineering. Council approval October 01, 2019. Signatures Required: 1. Finance Director on Form 3 2. City Manager on Form 3 3. City Manager on page 5 of agreement 4. City Manager on page 3 of City addendum Other Relevant Information: None Insurance waived or reduced? No Who to return to if different from sender? Are all other signatures required collected? Yes 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 If no,please collect before sending them to the City Manager. Are all attachments listed included? Yes CITY ASHLAND 20 East Main Street Tel:541-488-6002 Ashland,Oregon 97520 Fax:541-488-5311 www.ashland.or.us TTY: 800-735-2900 ,� AMENDMENT NO. 4 to PERSONAL SERVICES AGREEMENT between THE CITY OF ASHLAND, an Oregon municipal corporation, ("City") and HDR Engineering Inc., ("Contractor") for 7.5 MGD Water Treatment Plant Design—Phase 2: Final Engineering SERVICES RECITALS A. The City and Contractor previously entered into a Personal Services Agreement effective October 10, 2019 (the "Agreement") to Contractor provide 7.5 MGD Water Treatment Plant Design—Phase 2: Final Engineering services; and B. The City and Contractor 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 6 of the Agreement as follows, with strikeout wording deleted and underscored wording added: 6. City shall pay Provider the sum of$4,594,522.00 (three million nine hundred eighteen thousand two hundred seventy dollars) $4,394,861.00 as provided herein as full compensation for the Work as specified in the SUPPORTING DOCUMENTS. 2. Amend the Completion Date as follows,with strikeout wording deleted and underscored wording added: COMPLETION DATE: June 30,2023 March 30, 2024 2. This Amendment No. 4 is effective upon being signed by both parties. 3. Except as specifically modified by this Amendment No.4,the terms and conditions of the Agreement remain in full force and effect. Page 1 of 2: Amendment No.4 to Personal Services Agreement IN WITNESS WHEREOF the parties have caused this Amendment No. 4 to be signed in their respective names by their duly authorized representatives as of the dates set forth below: CITY OF ASHLAND, OREGON HDR ENGINEERING,INC. (CONTRACTOR) �/G/ ', ❑BCDiglfally signed by By: //!` "�Da1�:20123.09.08 =12.i5:59_07.00. Printed Name: Seem etc- y Printed Name: Tracy Ellwein Title: C,Ct� Title: Vice President Date: • 12.. Date: 9/8/2023 giag ( -3 Page 2 of 2: Amendment No.4 to Personal Services Agreement August 8,2023 Scott Fleury, P.E. Public Works Director City of Ashland Public Works 51 Winbum Way Ashland,Oregon 97520 Subject: Design of a 7.5 MGD Water Treatment Plant Amendment No.4—Request for Additional Services Dear Mr. Fleury: The City of Ashland, Oregon (City) owns and operates an existing water treatment plant (WTP). The plant is aging and several issues have made continuing operation and renovation an expensive effort. The City has requested HDR to assist them in completing the design of a new WTP at the Granite site. The City is executing the project in three phases: ■ Phase 1 —Treatment Alternatives and Preliminary Design • Phase 2—Final Engineering, Permitting, and Bidding Support. • Phase 3—Construction Services HDR has completed Phase 1 services. This scope authorizes HDR to use the Phase 1 final documents to conduct the Phase 2 tasks. Phase 2 is divided into three sub-phases: 2A (Final Engineering), 2B (Permitting), and 2C (Bidding Support). The subsequent phase (Construction Services)will be authorized by the City in subsequent contracts. Phase 2 tasks include completion of the following: Phase 2A(Final Engineering) • Prepare the 60-percent, 90-percent, and 100-percent drawings, specifications, construction schedules, and cost estimates. • Conduct value engineering/constructability reviews of the 60-percent and 90-percent drawings and specifications. • Coordinate with the permitting effort and update documents as needed. • Conduct a distribution system water quality study. • Present project information at City Council and committee meetings. • Provide public relations support as requested by the City. ■ Engage in contractor outreach to increase contracting interest in the project prior to bidding. Phase 2B(Permitting) ■ Prepare information for use in permit applications. • Assist the City in consultations regarding permit applications. • Submit project permit applications on behalf of the City. Phase 2C(Bidding Support) • Assist the City in advertising the project. • Participate in pre-bid conference. hdrinc.com 1050 SW 6`h Avenue,Suite 1800,Portland,OR 97204 City of Ashland, OR Design of a 7.5 MGD Water Treatment Plant Request for Additional Services Page 2 of 3 ■ Prepare and issue addenda as directed by the City. ■ Prepare bid tabulation sheets and assist the City in evaluating bids. • Provide Engineer's Recommendation for project award. The Prime Agreement has been amended three times since it was executed on October 21, 2019: 1. Amendment 1 (Envision assessment) executed December 13, 2019, and 2. Amendment 2 (No-cost schedule extension)executed July 28, 2021. 3. Amendment 3 (Additional design services) executed September 12, 2022. As of March 2023, HDR has completed the 90% Design submittal and has provided it to the City for review and comment. As we have previously discussed, HDR performed additional design activities related to items not anticipated or identified in our original scope of work. Our goal was to complete the additional work within our original design fee; however, we were unable to do so. As a follow up to our recent discussion, we are writing this letter to request compensation for completing the additional effort. This Amendment(Amendment 4) is requested to cover the following changes in the project: 1. Additional design effort for modifying the configuration of the WTP Operations Building to be based on three distinct and separate structures as necessary to maintain the desired functionality of the facility following the incorporation of the value engineering changes requested by the City. 2. Additional effort for preparing an additional construction cost estimate and funding drawdown schedule needed for the City's WIFIA loan application. 3. Additional effort for preparation of supporting documentation for the City's Water Infrastructure Finance and Innovation Act(WIFIA) loan application. 4. Additional detailed review of geotechnical reports and supporting data as necessary to confirm the validity of the reports based on the design changes that have been made to incorporate the value engineering changes requested by the City. 5. Additional coordination with the City and HDR design team for the off-site electrical and Ashland Fiber Network facilities. 6. Acquisition of additional field survey data for the off-site electrical and Ashland Fiber Network facilities. The fee associated with this Amendment is as follows: Description Fee Additional Design Effort for WTP Operations Building Re-Configuration $104,162 Construction Cost Estimate and Funding Drawdown Schedule for WIFIA Loan $34,863 Application Additional Supporting Documentation for WIFIA Loan Application $18,387 Additional Review of Geotechnical Reports and Data $10,678 Additional Coordination for Off-Site Electrical and AFN Connections $28,322 Additional Survey Data for Off-Site Electrical and AFN Connections $3,276 Total Fee $199,688 City of Ashland, OR Design of a 7.5 MGD Water Treatment Plant Request for Additional Services Page 3 of 3 A detailed fee breakdown for this Amendment is attached as Exhibit A. As previously conveyed to the City, HDR recognized the additional effort completed was important to the project so HDR completed these additional efforts in good faith to keep the project moving forward and prevent any significant disruption in the project schedule. Our goal is to provide a project that addresses the City's specific needs and goals. We look forward to receiving a favorable response to our request. If you have any questions or would like additional information, please contact our Project Manager, Pierre Kwan at (206) 826-4735. We appreciate the opportunity to provide assistance with this project and will continue to work diligently in coordination with the City to complete the project successfully. Sincerely, HDR Engineering, Inc. . 11110 Tracy Ellwein, P.E. Pierre Kwan, •'.E. Vice President/Oregon Area Manager Project Mana•-r Attachments Kariann Olson • From:, Tami Campos ' Sent: • Monday,September 25,2023 1:24 PM To: Kariann Olson;Scott Fleury;Mariane Berry;Miranda Iwamoto Subject RE Request for a Change Order Sorry for the 3 emails back to back but at any rate,the recent change order appears to be a 90/10%split and the Word doc you just sent has the account#'s on it. I am not sure why invoice 33 wasn't applied to the PO (as shown on your Word doc), maybe because there wasn't enough funds to cover it? I went ahead and did the math for you: 083$00 704200$1'7&15:5:7. 1 ` 081_9QW20 ZOd 1-0 3`41LV2, ' Tt�tal'= `7 155 Scott/Miranda please feel free to correct me if I am misunderstanding Kari or missing something. @ 083800 704200 10% $2,483.92 Amendment No.4: $199,688.00 083800 704200 $19,968.805 , 081900 704200 $179,719.20 Amount to be carried forward to NEW PO#20240138:.. $178,155.69 Tami DeMille-Campos,Administrative Analyst • &de?,Tagetheiti, . City of Ashland Public Works. 20 East Main Street,Ashland,Oregon 97520 541-552-2420 I TTY 800.735.2900 Tami.campos@ashland.o'r.us • Online ashland.or.us I 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 541-552-2420. . 1 • ' r From:Tami Campos Sent: Monday,September 25, 2023 1:18 PM . To: Kariann Olson<kari.olson@ashland.or.us>;Scott Fleury<scott.fleury@ashland.or.us>;Mariane Berry <mariane.berry@ashland.or.us>; Miranda Iwamoto<miranda.iwamoto@ashland.or.us> Subject: RE: Request for a Change Order And I am only seeing a balance of$3,306.87 under PO 20202033.Super confused... 20200233 desi n .5 MGD TP i ha e 2 r s`A f C n orwar`d 10 Tami DeMille-Campos,Administrative Analyst lir aettek,,twopotiol, City of Ashland Public Works 20 East Main Street,Ashland,Oregon 97520 541-552-2420 I TTY 800.735.290. 0 • Tami:campos@ashland.or.us Online ashland.or.us I 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 541-552-2420. From: Kariann Olson <kari.olson@ashland.or.us> Sent: Monday,September 25, 2023 1:08 PM To:Tami Campos<tami.camp.os@ashland.or.us>;Scott Fleury<scott.fleury(a)ashland.or.us>; Mariane Berry <mariane.berry@ashland.or.us>; Miranda Iwamoto<miranda.iwamoto@ashland.or.us> Cc: Kariann Olson<kari.olson@ashland.or.us> " Subject: RE: Request for a Change Order Hello Tami, Can you please let me know the amounts you want encumbered for each account number for the remaining balance of $178,155.69 to be carried forward to new PO. Breakdown is attached. . . Please advise. • Thank you. • Kariann J 2 . r '`.. Kariann(Kari)Olson,Purchasing Specialist. • - \ R i , , i , :i „..),„ teltediz,'" City of Ashland • , Purchasing Office 90 North Mountain Avenue,Ashland,Oregon 97520 541.488.5354 I TTY 800.735.2900 Kari.olson(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.. From:Tami Campos<tami.campos@ashland.or.us> Sent:Monday,September 25,2023 9:30 AM , ,To:Scott Fleury<scott.fleury@ashland.or.us>; Kariann Olson<kari.olson@ashland.or.us>; Mariane Berry <mariane.berry@ashland.or.us>; Miranda Iwamoto<miranda.iwamoto@ashland.or.us> , Subject: RE: Request for a Change Order I would just make sure Miranda is in the know since this is a Capital project.Also,Scott or whomever will need to let HDR know or be sure to change the PO number on the pay request when those invoices come in. ' Tami DeMille-Campos,Administrative Analyst 8 1 , City of Ashland - . . . r ' Public Works 20 East Main Street,Ashland,Oregon 97520 541-552-2420 I TTY 800.735.2900 • Tami.campos@ashland.or.us Online ashland.or.us I Social media Facebook @CityOfAshlandOregon I Twitter @CityofAshland 5 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 541-552-2420. . 3 I .41 From:Scott Fleury<scott.fleury@ashland.or.us> Sent: Monday,September 25, 2023 9:29 AM To: Kariann Olson<kari.olson@ashland.or.us>;Tami Campos<tami.campos@ashland.or.us>; Mariane Berry <mariane.berry@ashland.or.us>; Miranda Iwamoto<miranda.iwamoto@ashland.or.us> Subject: RE: Request for a Change Order , • I am fine with option#2. Thanks, Scott A. Fleury, P.E. Public Works Director City of Ashland, Public Works 20 East Main Street, Ashland OR 97520 (541) 552-2412, TTY 800-735-2900 Fax: (541) 488-6006 This email transmission is official business of the City of Ashland, and it subject to Oregon Public Records Law for disclosure and retention. If you have received this message in error, please contact me at (541). 552-2412. Thank you. From: Kariann Olson<kari.olson@ashland.or.us> Sent: Monday,September 25,2023 9:20 AM To:Scott Fleury<scott.fleury@ashland.or.us>;Tami Campos<tami:campos@ashland;or.us>; Mariane Berry <mariane.berry@ashland.or.us>; Miranda Iwamoto<miranda.iwamoto@ashland.or.us> Cc: Kariann Olson<kari.olson@ashland.or.us> Subject: RE: Request for a Change Order • , • - Scott and Tami,' Is option#2 (email below)acceptable to you? Please advise. Thank you. • Kariann Kariann(Kari)Olson,Purchasing Specialist • iBeWA Jr • City of Ashland • Purchasing Office 90 North.Mountain Avenue,Ashland,Oregon 97520 •• 4 t 541.488.5354 I •TTY 800.735.2900 Kari.olsonca�ashland.or.us 1 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.. . , From: Kariann Olson<kari.olson@ashland.or.us> Sent:Thursday,September 21,2023 1:22 PM ; ' To:Scott Fleury<scott.fleury@ashland.or.us>;Tami Campos<tami.camoos@ashland.or.us>; Mariane Berry <mariane.berry@ashland.or.us>; Miranda Iwamoto.<miranda.iwamoto@ashland.or.us> Cc: Kariann Olson<kari.olson@ashland.or.us> Subject: Request fora Change Order S , Hello, ' Munis glitch—I cannot process change orders in FY24 for POs issued prior to 2023 until the audit is complete and POs are carried forward sometime in October. 1 _ In regards to the attached request for a change order... 1. If you want the same PO#and you want the change order processed now, I could issue this change order and ' back date it to FY 2023, Period 12, Date 06/30/2023,if you want. But, payments will not be able to be applied to the PO until POs have been carried forward in October sometime. So,you will probably have other payments ` that will need to be liquidated until the PO is carried forward to FY 24. • , Or. . . 2. I can transfer open balance to a new FY 2024 PO,which will mean a new PO#. I will also have to liquidate a payment that was made without the PO in FY 2024: Or. . , 3. Is there another option? Please advise. Thank you. Kariann ; Kariann (Kari)Olson,Purchasing Specialist g.- City of Ashland S Purchasing Office , 5 . ) 90 North Mountain Avenue,Ashland,Oregon 97520 541.488.5354 I TTY 800.735.2900 , • Kari.olson(@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.. • • • • • • • • • • • • • • • • 1 • • • • • • . • • 6 • Kariann Olson From: •Scott Fleury Sent: Monday,September 25,2023 9:29 AM ` To: Kariann Olson;Tami Campos;Mariane Berry;Miranda Iwamoto Subject: RE Request for a Change Order, I am fine with option#2. ; Thanks, Scott A. Fleury, P.E. Public Works Director City of Ashland, Public Works 20 East Main Street, Ashland OR 97520 (541) 552-2412, TTY 800-735-2900 Fax: (541) 488-6006 , 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) '552-2412. Thank you. l From: Kariann Olson<kari.olson@ashland.or.us> Sent: Monday,September 25,2023 9:20 AM To:Scott Fleury<scott.fleury@ashland.or.us>;Tami Campos<tami.campos@ashland.or.us>; Mariane Berry., <mariane.berry@ashland.or.us>; Miranda Iwamoto<miranda.iwanioto@ashland.or.us> Cc: Kariann Olson<kari.olson@ashland.or.us> Subject: RE: Request for a Change Order Scott and Tami, Is option#2(email below)acceptable to you? Please advise. Thank you. Kariann , Kariann(Kari)Olson,Purchasing Specialist . City of Ashland Purchasing Office 90 North Mountain Avenue,Ashland,Oregon 97520 . 541.488.5354 I TTY 800.735:2900 Kari.olson@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.. . ' From: Kariann Olson<kari.olson@ashland.or.us> Sent:Thursday,September 21,2023 1:22 PM To:Scott Fleury<scott.fleury@ashland.or.us>;Tami Campos<tami.campos@ashland.or.us>; Mariane Berry <mariane.berry@ashland.or.us>; Miranda Iwamoto<miranda.iwamoto@ashland.or.us> Cc: Kariann Olson<kari.olson@ashland.or.us> Subject: Request fora Change Order Hello, Munis glitch—I cannot process change orders in FY24`for POs issued prior to 2023 until the audit is complete and POs are carried forward sometime in October. In regards to the attached request for a change order.. . " 1. If you want the same PO#and you want the change order processed now, I could issue this change order and back date it to FY 2023, Period 12, Date 06/30/2023, if you want?But, payments will not be able to be applied to the PO until POs have been carried forward in October sometime. So,you will probably have other payments that will need to be liquidated until the PO is carried forward to FY 24. Or. . . 2. I can transfer open balance to a new FY 2024 PO,which will mean a new PO#. I will also have to liquidate a payment that was made without the PO'in FY 2024. Or. . . 3. Is there another option? Please advise. Thank you. Kariann Kariann(Kari)Olson,Purchasing Specialist tai 2 ' .a City of Ashland . Purchasing Office 90 North Mountain Avenue,Ashland,Oregon 97520 . 2 • Kariann Olson From: • Tami Campos Sent: • Monday,September 25,2023 9:30 AM - To: _ Scott Fleury;Kariann Olson;Mariane Berry;Miranda Iwamoto • Subject: RE:Request for a Change Order I would just make sure Miranda is in the know since this is a Capital project:Also,Scott or whomever will need to let HDR know or be sure to change the PO number on the pay request when those invoices come in. ' Tami DeMille-Campos,Administrative Analyst 4.1._ 4184 deli ' t • City of Ashland • Public Works 20 East Main Street,Ashland,Oregon 97520 541-552-2420 I TTY 800.735.2900 Tami.campos@ashland.or.us Online ashland.or-us I 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 541-552-2420. • • From:Scott Fleury<scott.fleury@ashland.or.us> ; Sent: Monday,September 25,2023 9:29 AM To: Kariann Olson<kari.olson@ashland.or.us>;Tami Campos<tami.campos@ashland.or.us>; Mariane Berry <mariane.berry@ashland.or.us>; Miranda Iwamoto<miranda.iwamoto@ashland:or.us> Subject: RE: Request for a Change Order I am fine with-option#2. Thanks, Scott A. Fleury, P.E., Public Works Director City of Ashland, Public Works 20 East Main Street, Ashland OR 97520 •.(541) 552-2412, TTY 800-735-2900 Fax: (541) 488-6006 1 • 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)552-2412. Thank you. From: Kariann Olson<kari.olson@ashland.or.us> Sent: Monday,September 25,2023 9:20 AM To:Scott Fleury<scott.fleury@ashland.or.us>;Tami Campos<tami.campos@ashland.or.us>; Mariane Berry <mariane.berrv@ashland.or.us>; Miranda Iwamoto<miranda.iwanioto@ashland.or:us> Cc: Kariann,Olson<kari.olson@ashland.or.us> Subject: RE: Request for a Change Order Scott and Tami, Is option#2 (email below)acceptable to you? , Please advise: Thank you. Kariann Kariann (Kari)Olson,Purchasing Specialist • • (? crt 'm City of Ashland Purchasing Office 90 North Mountain Avenue,•Ashland,Oregon 97520 541.488.5354 I TTY 800.735.2900 Kari.olsonl7a 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 541488.5354.. From: Kariann Olson<kari.olson@ashland.or.us> • Sent:Thursday,September 21, 2023 1:22 PM To:Scott Fleury<scott.fleury@ashland.or.us>;Tami Campos<tami.campos@ashland.or.us>; Mariane Berry <mariane.berry@ashland.or.us>; Miranda Iwamoto<miranda.iwamoto@ashland.or.us> . Cc: Kariann Olson<kari:olson@ashland.or.us> . Subject: Request for a Change Order Hello, Munis glitch—I cannot process change orders inFY24 for POs issued prior to 2023 until the audit is complete and POs are carried forward sometime in October. In regards to the attached request for a change order. . . 2 . 1. If you want the same PO#and you want the change orderprocessed now, I could issue this change order and back date it to FY 2023, Period 12, Date 06/30/2023, if you want. But, payments will not be able to be applied to the PO until POs have been carried forward in October sometime. So,you will probably have other payments that will need to be liquidated until the.PO is carried forward to FY 24. > Or. . . 2. I can transfer open balance to a new FY 2024 PO,which will mean a new PO#:. I will also have to liquidate a payment that was made without the PO in FY 2024. Or. . . 1 . , , 3. Is there another option? , Please advise. Thank you. ' Kariann Kariann(Kari)Olson,Purchasing Specialist , , r'' . ei/e4,,ivelitelte City of Ashland Purchasing Office 90 North Mountain Avenue,Ashland,Oregon 97520 , 541.488.5354 I TTY 800.735.2900 Kari.olson@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.. r 3 I . • Kariann Olson • From: Kariann Olson . Sent: - Thursday,September 21,2023 1:22 PM To: Scott Fleury;Tami Campos;,Mariane Berry;Miranda Iwamoto Cc: Kariann Olson • Subject: Request for a Change Order Attachments: • Change Order for PO 20200233.pdf . Hello, .: Munis glitch—I cannot process change orders in FY24 for POs issued prior to 2023 until the audit is complete and POs are carried forward sometime in October. , In regards to the attached request fora change order. . . '. 1: _If you want the same.PO#and you want the change order processed now, I could issue this change order and back date it to FY 2023, Period.12, Date 06/30/2023,if you want. But, payments will not be able to be applied to the PO until POs have beencarriedforward in October sometime. So,you will probably have other payments that will need to be liquidated until the PO is carried forward to FY 24. Or. . . . 2. I can transfer open balance to a new FY 2024 PO,which will mean a new PO#. I will also have to liquidate a payment that was made without the PO in FY 2024. Or. • 3. Is there another option? Please advise. • Thank you. Kariann Kariann(Kari)Olson,Purchasing Specialist 8ettek Tagelita • City of Ashland Purchasing Office 90 North Mountain Avenue,Ashland,Oregon 97520 541.488.5354 I TTY 800.735.2900 Kari.olson@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.. • • • • • • • 2 ,. . CITY OF . •. ASHLAND ' ' Pay Request .:. 3uiy 24,2023 From: Scott A.Fleury-Public Works Director SAP 7.24.2023 To:Accounts Payable Sub.': Final Engineering-7.5 MGD Water Treatment Plant Pay Request No. 33 • Dated: 7/24/2023 Contractor: HDR Engineering Inc. - c , , • ._ PO Box 74008202 ° • Chicago IL 6067443202 r Original Contract Amount •$3,662,659.00. , Change Orders to Date $732,205.00 - , , Total Contract $4,394,864.00 ° percent complete 100% Completed to date $4,416,396.31 Prior Retainage $0.00. Prior.Payments $4,391,557°13 Current Payment Request: $24,839.18 , Less Retainage(5%) . $0.00 .. 1 Amount to Pay . , $24,839.18 6 .. .t„,,,,,_ Total Retainage Held to Date. $0.00 Remaining Contract Amount: -$21,532.31 f Project Title: 7.5 MGD Water Treatment Plant . • Project Number: 2018-20 . • PO Number: 20200233 Vender No. 2369 ' ' Invoice No. 21191. Please Pay . /" Account No'.i 081900.70420090.00% , $22,355 26 083800,704200 10.00% $2,,48,3.92._ TO ai •, 8r�' 'r,'q„3 r, PUBLIC WORKS DEPARTMENT Tel:541-488-5587 ` 20 E.Main Street Fax 541-488=6006 �.� Ashland,Oregon 97520' . `TTY: 800.735-2900 /M ' www.ashland.or:us • I-)' Progress Report . , To: Scott Fleury,Project Manager,City.of Ashland S From: Pierre Kwan,Project Manager - Project City of Ashland WTP Final Design ' Date: July 20,2023 -\. Job No: . 10193663 " RE: Progress Report and.Action Items invofany Period 05/07/23 through 07/01/23 This progress report is provided to summarize HDR's activities, significant events, and issues during the reporting period. _ Detailed Report , Activities•Charged during the invoicing Period . Task PM:.ProJect Management:; , . , _ , . ; •. -Invoice and budget review- -- - - ._ Task 210: Phase 2A Design Services S -•r• Internal team coordination. - e--• Continued completion-of design,activities .- .'-- -- -• 90% Design Review Meeting"4with City on June 21, 2023. • - , , , Task'220: Phase 2A1Cost Estimating and Pre-Construction,Support , ' ' '• . Completed detailed cost estimate for 90%design submittal. . 90%Cost Estimate provided to City on May 26, 2023. ' , ' • Task 230: Phase 2A Distribution System Water Quality Review ' • • Completed—task closed, ' . Task 240: Phase'2A Public Meetings ' - - • No actyty this period , " . ;; . Task 250: Phase 2A Public Relations Support , . • " No activity this period ). Task 260: Phase 2B Permitting • • Coordination with City staff regarding Land Use Application. . Continued.development of DEQ permit application. 5 5S S , , '•• Continued development of USFS permit. • Task 270: Phase 2C Bidding Support • No activitythis period ' t hdrinc.com 1050 SWBth Avenue,Suite 1800,Portland,OR 97204-1151 ' (503)•423.3700 - • . -,