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Home My WebLink About2022-121 PO 20220355 Amnd #2- Pilot Rock Excavation Pk CITY RECON , Purchase' Order '� � Fiscal Year 2022 Page: 1 of: 1 ro11 1118 3iditrAmfttliAlim B City of Ashland • ! e `` _IL -J , _1l9e [ NT = L IATT.: Accounts Payable '20 E. Main Purchase L 20220355 Ashland, OR 97520 Order# T Phone: 541/552-2010 O Email: payable@ashland.or.us D — V H C/O Purchasing Division E PILOT ROCK EXCAVATION I 90 North Mountain Ave N 356 BATEMAN DR p Ashland, OR 97520 O CENTRAL POINT, OR 97502 Phone: 541/488-5354 R T Fax: 541/488-5320 I Wiirid ?hnti a( r bEit __"-__01(mEF iNCw1 ?e� -- .,,12e iv - (541) 664-9288 _ Scott Fleury DD e= rderedE t,avi i b �er E Requir = _ go, -, ---i5. =g=, n7- _6.� a{ior 06/14/2022 678 FOB ASHLAND OR -I City Accounts Payable liteofiti �-,_— -- -I i _ 0. _11-: - -,at7i a _ ME E g[w- d dric e WWTP Outfall Relocation 1 Wastewater Treatment Plant Outfall Relocation 1.0 $2,555,186.00 $2,555,186.00 Jacobs Engineering Agreement Approved by City Council May 23, 2022 Project Account: E-201321-999 2 MODIFIED: Processed change order 08/12/2022 1.0 $44,190.84 $44,190.84 Contract Change Order No. 1 $52,344.00 !Processed change order 09/23/2022 Contract Change Order No. 2 -$8,153_161 ProjecfAccount: E-201321-999 *************** GL SUMMARY*************** 086100-704200 $2,599,376.84 1 i 1 t, A Kr4.-T. ,-M--...,_=.,.-,.._.--7.... 61i By: I AVDate: Z ?jam 1 . IP: -z— �-- Aut orized Sig ature t �__ = '.2 599 376.84 , FORM #10 \ �- CITY OF q CONTRACT AME MENT APPROVAL REQUEST FORM Request for a Change Order ASHLAND Name of Supplier 1 Contractor 1 Consultant Pilot Rock Excavation :.Total amount.of,this .'contract.amendment: Purchase Order Number: 20220355 Title/Description: Wastewater Treatment Plant Outfall Relocation $ $;153 0 Per attached contract amendment Contract Amendment Original contract amount $2,555,186.00 100 %of original contract Total amount of previous contract amendments 52,344.00 2 %of original contract Amount of this contract amendment -8,153.16 -0.3 %of original contract TOTAL AMOUNT OF CONTRACT $2,599,376.84 1.7 %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 totail 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!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 ❑'AYES",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 forAttomey 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 <—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"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(B) Attach copy of Council Communication. 0 If"NO",Council approval is required.Attach copy of Council Communication Project Number 2 o 1 3 _-2 1_ Account Number o 8 6 1 o 0- 7 0 4 2 0 0 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 Si nature: eialtC.- +� Department Head Si mz C11 C.20.ze2Z 9 � p 9 •:. �` •' F or.••ar•rthan$5,000) City Manager: / I�r!% .., Funds appropriated for current fiscal year: NO (Contract and a � aZthan$35,000) 72-6 Finance Director(Equal to orgreaterthan$5,000) ate Comments: Form#10—Contract Amendment Approval Request Form, Request for a Change Order,Page 1 of 1,4/23/2020 CITY OF ASHLAND DEPARTMENT OF PUBLIC WORKS CONTRACT CHANGE ORDER NO.1 , : 2-` - PROJECT: WWTP O Ytfall:Relocatrot%:=Construction:., DATE ,09/15/22 LOCATIONWastewater Treatment Plant .. PROJECT NO.:6 2013-21 CONTRACTOR: €Pilot'Roek'Excavation PO NO:; 20220355 ' . .. You are requested to perform the following described work upon receipt of an approved copy of this document or as described by the Engineer: =Item No Descrtptton ;_ , ',iUii<t Quantity Uiiit'Pt ce Amount . l 1 Mobilization LS 1 $200,000.00 $ (12,20616) 54 Ashland Pond Intake-Outfall LS 1 $61,500.00 $ 4,053:00' Total this Change Order $ (8,153 16)' Previous Change Order $ 52;344:00 Original Contract Total $ 2,555,186:00 Revised Contract Total $ 2,599,376.84 PERCENT CHANGE OF ORIGINAL CONTRACT 1.7% 'Account No 086100 704200 -$0 • The time provided for completion of this contract is increased by no calendar days. This document shall become an amendment to the contract and all provisions of the contract will apply. Recommended By: el-ego-ca. -711,2&a.9 September 15, 2022 Project Manager Date Approved By: n � �� 4,LO. 2»2Z_ a� -ctor Date Approved By: �- ana/frill Dat Accepted By: d G L C' tato Da G:1pub-wrks1eng12013 Project Year113-21 Outfall Relocation\l_Consttuction101.Admint201321_Outfall Relocation CONSTRUCTION Accounting Workbook Jacobs Contract Modification :PROJECT DATA 1 . Project Name: WWTP Outfall Relocation Client: City of Ashland,Oregon Project No.: 2013-21/D3644400 Project Location: Ashland,Oregon Contractor Pilot Rock Excavation Date: 9/8/2022 CONTRACT MODIFICATION DATA ®Change Order ❑Written Amendment Modification No.: 004 The following modification(s)to'the Contractor are hereby ordered(use additional pages if required): 0150 00 Temporary Facilities and Controls,Part 2 Products,Article 2.01 Engineer's Field Office,ADD: "J.In lieu of an Engineer's Field Office,Contractor shall accept a reduction to the Mobilization price through a Change Order." 0129 00 Payment Procedures,Article 1.06 Payment Modify Pay Item 1. Item No. Description Payment 1 Unit Qty Unit Price 1 Mobilization Payment for mobilization will be made LS 1 ($2007000) at the Contract lump sum amount for the item"Mobilization". $187,793.84 No separate or additional payment will be made for insurance,bonds,staging area preparation,moving personnel, equipment,supplies and incidentals to the Project site,establishing offices, buildings,and other facilities necessary for work on the Project,or for performing other work and operations or incurring costs as necessary before beginning work on the Project. Reason for Modification(s): • f Contractor unable to provide Engineer's Field Office. Attachments(List Supporting Documents):. Contractor email with budget and receipts for hotel already paid Contract Amount or Price Contract Times(Calculate Days) Original $2,555,186 Original Duration , 490.Days Previous Contract Modification(s) $56,397 Previous Contract Modification(s) 0 Days (Add/Deduct) (Add/Deduct) This Contract Modification ($12,206.16) This Contract Modification 0 Days (Add/Deduct) (Add/Deduct) Page 1 of 2 I WB-P06-006363-F1 Form Rev. 1:April-2011 Jacobs Cont act Modification Revised Contract $2,599,376.84 Revised Contract Time 490 Days Revised Contract;Completion Date:10/9/2023 SIGNATURE RECORD Owner: Date: Contractor: atw..1-4‘. Date: 5 19 /z2 Engineer Recommendation: Date: 9/8/2022 Page 2 of 2 WB-P06-006363-F1 Form Rev. 1:April-2011 Baldwin, Matthew From: Mike Ussary<mike@pilotrockx.com> Sent: Friday,August 26,2022 9:21 AM To: Baldwin,Matthew Cc: Chance Metcalf;Karl Johnson;Dye,Todd;Bowcock,'Art Jeff Fowler Subject: [EXTERNAL] RE:Ashland WWTP Outfall Relocation 4 Information needed from PRX Follow Up Flag: Follow up Flag Status: Flagged Matt, Work associated with CO-03 Excavate Ashland Pond at headwall of Ashland Pond Outfall Furnish and place RipRap at Ashland Pond Outfall Labor and Equipment: $2,875.00 RipRap and Geotextile:$1,178.00 Total CO Request: $4,053.00 Regarding the temporary field office for the Engineer,Pilot Rock Excavation has the cost allowance in the project budget: Furnish 8 x 20 Office with furnishings and power Monthly Rental Office/Trailer $514.00 Furnishings $100.00 Power $ 150.00 Subtotal $764.00 Project Duration 17 Months x 17 Total Field Office Budget $12,988.00 Please advise if you need any additional information. Michael Ussary Pilot Rock Excavation,Inc,CCB#157139"Excavation and Pipeline Specialists' 356 Bateman Dr Central Point,OR 97502 Office:541-779-4916 Fax:541-423-8419 Cell:541-840-7251 From:Baldwin,Matthew<Matthew.Baldwin@jacobs.com> Sent:Wednesday,August 24,2022 10:12 AM To:Jeff Fowler<jeff@pilotrockx.com>;Mike Ussary<mike@pilotrockx.com> Cc:Chance Metcalf<chance.metcalf@ashland.or.us>;Karl Johnson<karl.johnson@ashland.or.us>;Dye,Todd <Todd.Dye@jacobs.com>;Bowcock,Art<Art.Bowcock@jacobs.com> Subject:Ashland WWTP Outfall Relocation-Information needed from PRX Jeff,Mike, We are waiting for the following information from PRX: { Pricing for CO-03 additional work at Ashland Pond Intake Outfall 1 PRX cost for Engineer's Field Office Please provide an ETA for the above information. Thanks, Matt Matthew Baldwin, PE**I Jacobs I Civil Engineer, Buildings and Infrastructure 1541.768.3556 1541.752.0276 fax I Matthew.Baldwint jacobs.com I www.iacobs.com "California,Oregon,Hawaii,Washington NOTICE-This communication may contain confidential and privileged information that is for the sole Use of the intended recipient.Any viewing,copying or distribution of,or reliance on this message by unintended recipients is strictly prohibited.If you have received this message in error,please notify us immediately by replying to the message and deleting it from your computer. 2 Comfort Inn& Account: 822419865Suites(OR258) Date: 9/1/22 434 S.Valley View Road Room: 318 saw Ashland,OR 97520 Arrival Date: 7/10/22 Comfort (541)482-6932 Departure Date: 7/13/22 INN&SUITa4 GM.OR258@choicehotels.com Check in Time: 7/10/225:08 PM BOWCOCK,MATTHEW Check Out Time: 7/13/22 9:44 AM Rewards Program ID: GP-MXB903015 39759 Mcdowell Creek Dr You were checked out by: mstinc LEBANON,OR 97355 You were checked in by: jbnnt Total Balance Due: 0.00 lPost.Date �wDescription _ ^_� ;Comment __ :�� . `_ Amount] 7/11/22 Room Charge #318 BOWCOCK,MATTHEW 96.00 7/11/22 State Tax 1.73 7/12122 Room Charge #318 BOWCOCK,MATTHEW 96.00 7/12/22 State Tax 1.73 _,(195:46); - ,Follo`.Summary7/10122 7113!22 . ^1 Room Charge 192.00 State Tax 3.46 Master Card (195.46) Balance Due: 0:00 This rate is eligible for partner rewards. If this rate is changed,you may no longer be entitled to Choice.Privileges points. _. 4 CHOICE privileges. Congratulations,you are earning Choice Privileges Points for this stayl Log on to www.choicehotels.comlchoice-privileges to redeem for free nights and other great rewards. Comfort Inn&Suites(OR258) Account: 822421268 Date: 9/1/22 434 S.Valley View Road Room: 318 SGM Ashland,OR 97520 Arrival Date: 7/17/22 Comfort" (541)482-6932 Departure Date: 7120/22 INN&SUITES GM.OR258Qchoicehotels.com Check In Time: 7/17/22 5:16 PM BOWCOCK,MATHEW Check Out Time: 7/20/22 8:56 AM Rewards Program ID: GP-MXB903015 39759 MCDOWELL CREEK DR You were checked out by: atara LEBANON,OR 97355 You were checked in by: jbrint •Total Balance Due: 0.00 tPost Date !Description z JComment _ __ �__.._ _ r A.mound 7/18/22 Room Charge #318 BOWCOCK,MATHEW I 96.00 7/18122 State Tax 1.73 7/19/22 Room Charge #318 BOWCOCK,MATHEW 96.00 7/19/22 State Tax 1.73 7/20/22'- MasterCard !„ (195 46)':_1 . y 1��XXkkXXXXXXX)C6583'�M� Folio Summary 7117122 7120/22 A Rodin Charge 192.00 State Tax 3A6 Master Card (195.46) Balance Due: 0:00 This rate is eligible for partner rewards. If this rate is changed,you may no longer be entitled to Choice Privileges points. x . IS CHOICE privileges. Congratulations,you are earning Choice Privileges Points for this stay! Log on to www.choicehotels.comlchoice-privileges to redeem for free nights and other great rewards. Account: 822422279 Comfort Inn &Suites(OR258) Date: 9/6/22 434 S.Valley View Road Room: 318 SW Ashland,OR 97520 Arrival Date: 7/24/22 Comfort" (541)482-6932 Departure Date: 7/27/22 INN&SUITES GM.OR258@choicehotels.com Check In Time: 7124/22 5:29 PM Check Out Time: 7/27/22 10:04 AM BOWCOCK,MATTHEW Rewards Program ID: GP-MXB903015 UNKNOWN You were checked out by: atara LEBANON,OR 97355 You were checked in by: jbrint Total Balance Due: 0.00 `Post Date Deac�lptlon; _ Gommerit _ _w �__ Amourit 7/24/22 Room Charge #318 BOWCOCK,MATTHEW ____ 96.00 7/24/22 State Tax 1.73 7/25/22 Room Charge #318 BOWCOCK,MATTHEW 96:00 7/25/22 State Tax 1.73 7/26122 Room Charge #318 BOWCOCK,MATTHEW 96.00 7/26/22 State Tax 1.73 7/27/22 Visa Payment (97.73) 9621 L 7/27/22 _ Master Card (195746);I -'XXXXXXXXXXXX6583 Folio Summary 7/24122 ?127122 ' Room Charge 288.00 State Tax 5.19 Master Card (195.46) Visa Payment (97.73) Balance Due: 0.00 This rate is eligible for partner rewards. If this rate is changed,you may no longer be entitled to Choice Privileges points. x ai CHOICE privileges. Congratulations,you are earning Choice Privileges Points for this stay! Log on to www.choicehotels.com/choice-privileges to redeem for free nights and other great rewards. (ibr Account; 822422326 • Comfort Inn&Suites(08258) Date: 9/1/22 434 S.Valley View Road Room: 318 SGM Ashland,OR 97520 Arrival Date: 7/31/22 Comfort (541)482-6932 Departure Date: 8/3/22 INN&SUITES GM.OR258@choicehotels.com Check In Time: 7/31/22 4:43 PM Check Out Time: 8/3/22 11:12 AM BOWCOCK,MATTHEW Rewards Program ID: GP-MXB903015 UNKNOWN You were checked out by: mstinc. LEBANON,OR 97355 You were checked in by: jbrint Total Balance Due: 0.00 Poet DataL Descnpthm, Comment .. _ • - Amount7 8/1/22 Room Charge #318 BOWCOCK,MATTHEW 96.00 8/1/22 State Tax 1.73 8/2/22 Room Charge #318 BOWCOCK,MATTHEW 96.00 8/2/22 State.Tax 1.73 ';741.371/41:277 Master Card; =":-;(16R46) 0-OVT0 X 6:090=§583, Follo summary T131122 :8111122` Room Charge 192.00 State Tax 3.46 Master Card (195.46) Balance Due: 0.00 This rate is eligible for partner rewards. If this rate is changed,you may no longer be entitled to Choice.Privileges points. x -- 4 CHOICE privileges. Congratulations,you are earning Choice Privilege's Points for this stay! Log on to www.choicehotels,comichoice-privileges to redeem for free nights and other great rewards. Jacobs Contract Modification PROJECTDATA. . Project Name: WWTP Outfall Relocation Client: City of Ashland,Oregon Project No.: 2013-21/1)3644400 Project Location: Ashland,Oregon Contractor Pilot Rock Excavation Date: 8/3/2022 CONTRACT.MODIFICATION DATA i ®Change Order ❑Written Amendment Modification No.: 003 The following modification(s)to the Contractor are hereby.ordered.(use additional pages if required): On C-401 for the Ashland Pond Intake Outfall:For Finish Grade elevation,'slope down at 2:1 from existing ground to elevation 1695 for the footprint shown in the plans. Provide non-woven geotextile in conformance with Specification Section 31 32 19.16 Geotextile under Class 1 Riprap according to Detail 3125-155,sim within the graded area. 0129 00 Payment Procedures,Article 1.06 Payment Modify Pay Item 54 for additional work as described. Item No. Description Payment Unit Qty Unit Price 54 Ashland Pond Payment to provide the Ashland Pond LS 1 $6,500 Intake:Outfall i lure Intake:Outfall at the (Bid) Contract unit price for the item $4053 Ashland Pond:Intake (C0-003) OutfallState#ue". No separate or additional payment will be made for:labor,demolition,disposal, site clearing,excavation,excavation safety systems,subgrade preparation, fill and backfill,concrete,reinforcing, river bank stabilization,pipe connections,grading,compaction, testing,or incidentals. Reason for Modification(s): Existing ground in Ashland Pond higher elevation than expected at Ashland Pond Intake Outfall. Attachments(Last Supporting.Documents): RFI-009 Contract Amount or Price Contract Times(Calculate Days) Original $2,555,186 Original Duration, 490 Days Previous Contract Modification(s) $52,344 Previous Contract Modification(s) 0 Days (Add/Deduct) (Add/Deduct) Page 1 of 2 WB-P06-006363-F1 Form Rev. 1:April-2011 Jacobs Contract Modification This Contract Modification $4,053 This Contract Modification 0 Days (Add/Deduct) (Add/Deduct) Revised Contract $2,611,583 Revised Contract Time 490 Days 1 Revised Contract Completion Date:10/9/2023 SIGNATURE RECORD Owner: Date: Contractor: Date: qd-....er, q/W21-- Engineer Recommendation: Date: 8/31/2022 ( . 36-- f Page 2 of 2 WB-P06-006363-F1 Form Rev. 1:April-2011 Jacobs Contractor Request for Information PROJECT DATA Project Name: WWTP Outfall Relocation Client City of Ashland,Oregon Project No.: 2013-21/D3644400 Contractor: Pilot Rock Excavation Inspection Date: 7/13/2022 Project Location: Ashland,Oregon RFI No: 009 Inspector: Art Bowcock • REQUEST DATA • • Request Initiated By. Jeff Fowler Regarding:Plan Sheet C-401 of Spec.Section: n/a DESCRIPTION OF CONTRACTOR REQUEST FOR INFORMATION:. SHT C-401 Ashland Pond Intake calls for removal of existing soil material to'1695.00(Elev). PRX assumed the Invert Out elevation of 18"Pipe @ Headwall would daylight into pond,yet after checking elevations we would have to excavate 84 LF North for daylighting to be obtained. Please confirm your plan moving forward as it appears the existing pond bottom is 2 feet higher than 18"Invert out;cause for backup of silt in pipe is likely to happen,not allowing pond and intake to function correctly. Prepared by Jeff Fowler 7/27/2022 Date ENGINEER'S RESPONSE: For Finish Grade elevation,slope down at 2:1 from existing ground to elevation 1694.5 for the footprint shown In the-plans. Provide non-woven geotextile in conformance with Specification Section 31 32 19.16 Geotextile under Class 1 Riprap according to Detail 3125-155;sim within the graded area. Nese provide pricing for this work to be incorporated in C0-004. • Ben Kosmatka/Matt Baldwin_ Signed 7/28/2022 Page 1 of 2 WB-P06-006313=F1 Jacobs Contractor Request for Information Date Page 2 of 2 WB-P06-006313-F1 s , Memo TO: Joseph Lessard a.Zo,2O22— FROM: Chance Metcalf DATE: 9/15/22 RE: City Manager Signature Needed for Construction change order for the WWTP Outfall Relocation Project. Background: We had to change the scope of work for unforeseen on-site conditions related to the Ashland Pond Intake outfall. In addition to this, we removed the requirement for the contractor to produce an on-site Engineering trailer which reduced the amount for Mobilization. Council Action: This Construction contract with Pilot Rock Excavation was approved by Council at the May 23, 2022, Special Business Meeting. (Minutes)(Staff Report) Other Relevant Information: N/A Insurance waived or reduced? No Who to return to if different from sender? Tami Campos Are all other signatures required collected? Yes Are all attachments listed included? Yes CITY OF ASHLAND 20 East Main Street Tel:541-488-6002 Ashland,Oregon 97520 Fax:541-488-5311 raft TTY: 800-735-2900