HomeMy WebLinkAbout2022-149 PO 20220064 Amnd #1 GEI Consultants Inc CITY RECORDER Purchase Order
,� r- Fiscal Year 2022 Page: 1 of: 1 ,
B City of Ashland -� - __
IATTN: Accounts Payable
E 20 E. Main Purchase 20220064
Ashland, OR 97520 Order#
T Phone: 541/552-2010 )
IO Email: payable@ashland.or.us D
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V H C/O Public Works Department
E GE! CONSULTANTS INC 1 51 Winburn Way
p 400 UNICORN PARK DRIVE p Ashland, OR 97520
O WOBURN, MA 01801 Phone: 541/488-5347
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R T Fax: 541/488-6006 .
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Dam Safety Improvements 4
1 Dam safety improvement project for final engineering 1.0 $698,718.00 $698,718.00
Personal Services Agreement
Completion date: June 30, 2022
Project Account: E-201907-999 •
2 ADDED: Processed a change order 07/21/2022 1.0 $40,433.00 $40,433.00
Amendment No. 1
Additional scope of work
Completion date extended to June 30, 2023
Project Account: E-201907-999
*************** GL SUMMARY*************** -
081500-704200 $739,151.00 I I I
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By: 1 1 1/1 Date: 7/
Autho 1'ed '. 1:ture _. - .739 151.00
FORM#10 CITY OF
CONTRACT AMENDMENT APPROVAL REQUEST FORM
ASHLAND
Request for a Change Order
Name of Supplier!Contractor!Consultant: GEt CONSULTANTS,INC., Total':ainount ofttii _•; '
contract;amendment i
Purchase Order Number:20220064 • =
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Title!Description: Hosler Dam Safety Improvement Project PFMA construction workshop •
I] Per attached contract amendment
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Contract Amendment
Original contract amount • $698,718.00 100 %of original contract
Total amount of previous contract amendments 0 %of original contract
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Amount of this contract amendment 40,433.00 6.7 %of original contract
TOTAL AMOUNT OF CONTRACT $739,151.00 105.7 %of original contract
Jn 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 contracture 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 pot 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 Iswithin the scope of procurement: YES IN NO (If"NO",requires Council approval l Attach copy of CC.)
Sourcing Method:
SMALL PROCUREMENT—Not exceeding$5,000 JNVITATION 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 5$6,000. ❑O 'YES°,the total amount of cumulative amendments ❑'YES',the total amount of original contract and
❑If'NO',amount exceeding authority requires 525%of original contract amount or$250,000 cumulative amendments 5$100Kfor-Goods&Senrices,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. ❑ Exempt-Reason:
❑ 'YES',cumulative amendments 5$35,000 ❑ Exempt—Reason:
❑ If'NO°,requires council approval.(Attach CC) - . •
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 5 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 ❑If'NO",amount exceeding authority requires ❑ 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. - ❑ If applicable,attach copy of Council Communication
CommunIcation. ❑ Exempt-Reason: . 0 Exempt—Reason:
❑ Exempt—Reason: - --
SPECIALPROCUREMENT INTERGOVERNMENTAL AGREEMENT
❑'YES',the total amount of origInal contract and cumulative amendments are ❑ Renewal of Intergovernmental Agreement:Terms modifed 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 140°,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 cony of Council Communication
'ProjectNumber,2 .o 1 's o-i AccountNumb'er - Account Number o.a .1 5 0.0..7 0 4 2 0 0
'Expenditure must lie charged lobe appropriate account numbers for the financials td idled the.aclual expenditures Bair-6101yAttachextra pages if needed.
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Employee Signature: V•1VIJI�[,(,l cLr Department Head Signature• —_ pt '7, I3:2
• City Manager: (E �trifir7ri,oo-
• ,t • (C. tract and addend.grealerlhan$35,,000)
Funds appropriated for current fiscal year: b /NO u/ -1/ 1j1 Zu-ZZ
Fiance Director(Equal lo,orgreaterrhan$5,000) Date
Comments: '
Form#10—Contract Amendment Approval Request Form,Request for a Change Order,Page 1 of 1,412312020
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AMENDMENT NO. 1
to
PERSONAL SERVICES AGREEMENT •
between
THE CITY OF ASHLAND,
an Oregon municipal corporation,
("City") •
and
• GEI CONSULTANTS,INC.,
("Contractor")
for •
Hosler Dam Safety Improvement Project PFMA construction workshop
RECITALS
A. The City and Contractor previously entered into a Personal Services Agreement
effective February 10,2020 (the"Agreement")to Contractor provide Hosler Dam Safety
Improvement Project PFMA construction workshop;and
B. The City and Contractor wish to amend the Agreement to extend the term of the
Agreement.
C. •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 6 of the Agreement as follows,with strikeout wording deleted and
underscored wording added:
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2.1 Cit shall2ay Provider the sum of$739,151.00 semen bund,ed rinur +:amine&ousan•;
pla, huraiM3ffiilthv.�on dolllaa)$6900 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 com ensation and reimbursement under this
A_reement exceed the sum of$739,151.00 (seine hur fined i --aline thousand en_
au a ucd i ii l .:one doJlla s_ $698414 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.
Page 1 of 2: Amendment No.l to Personal Services Agreement
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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.
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3. Amend the Completion Date as follows,with strikeout wording deleted and underscored
wording added:
COMPLETION DATE: June 30,2022 June 30,2023
4. This Amendment No. 1 is effective upon being signed by both parties.
5. 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 GUI CONSULTANTS INC.
(CONTRACTOR) "
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,� BOJ
By: s ,. #40/-417 BY'
ase Christopher Slack
Printed Name:
{'�L .L�S:S Printed Name: �
Senior Engineering
Title: City ALE/tale, Title Geologist/Deputy PM
Date: /Q/A9...._ Date: 7/13/2022
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Page 2 of 2: Amendment No.]to Personal Services Agreement
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GEIConsultants
HOSLER DAM SAFETY IMPROVEMENT PROJECT
PROPOSED ADDITIONAL SCOPE OF SERVICES
PFMA CONSTRUCTION WORKSHOP
July 8,2022
SCOPE OF SERVICES •
cons—tilting
Iinginecrs and The following task descriptions summarize our proposed additional scope of services to support a
Scientists construction Potential Failure Mode Analysis workshop related to the current 60%design plans.GEI
anticipates the workshop will focus on Potential Failure Modes(PFMs)applicable during pre-construction
activities,construction,and after construction(new normal condition).The requested duration of 4'/2 hours
by the FERC will require efficiency to maximize time.We propose to include several Subject Matter Experts
(SMEs) to best ensure questions that are raised during the workshop can be addressed expeditiously.The list
of workshop participants is presented in Task 15b below.
Following the workshop,GEI will draft a Construction PFMA Report that includes risk reduction measures,
and will work with die City to develop a plan and schedule for implementing them.The effort for the tasks
descriptions and assumptions presented below is provided in the attached cost estimate spreadsheet.Our
previous and existing task orders are presented under Tasks 1 through 14 in our existing agreement with die
City. Our proposed services described below are presented under a single new task 15,which is subdivided as
Tasks 15a through 15d for clarity.
Task 15a—Workshop Preparation
In advance of the workshop GEI will perform the following activities to'allow the workshop to proceed with
the greatest efficiency:
• Perform pre-PFM brainstorming session
• Prepare draft PFM tables to fill out during the workshop
• Prepare summary sheets of the Project facilities
• Prepare PowerPoint presentation of the key project features and proposed improvements.
Deliverables:Summary sheets of the project facilities for distribution to the workshop participants,Draft PFM
tables,and PowerPoint presentation of the Project.
Asmmptions::None.
Task 15b—PFMA Workshop
At the beginning of the workshop GEI will lead an introduction and presentation to the purpose of the
workshop,the ground rules,a summary of the recent geologic,engineer,and environmental work that has
been completed for the project,and the current state of proposed design modifications(i.e.,60%design
drawings).As noted in the scope of services description above,the workshop is currently proposed by FERC
to be no more than 4-1/2 hours in length. Therefore,there is limited time to review the existing and new
PFMs that maybe developed during the workshop.Accordingly,having the appropriate SMEs participate in
the workshop will enhance the efficiency and effectiveness of the workshop.We propose the following SMEs
participate in the workshop,and the PFM brainstorming session under Task 15a.
• Craig Hall—Geotechnical Engineer/Project Manager
•
uwsv:ge consultants cam Gill Consultants,Inc.
6915 SW Macadam Avenue,Suite 130,Portland,OR 97219
tel:503.697.1,178
•
Scott A.Fleury,PE •
Deputy Public Works Director
City of Ashland,Public Works
July 8,2022
Page 2
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• Chris Slack—Engineering Geologist
• Mike Walker—Internal Technical Reviewer/Heavy Civil '
• Richard Price—Structural Engineer/Lead Designer
• Phil Martin—Construction Specialist
• Chris Ferrari—H&H Engineer
• Ginger Giffin-Environmental and Cultural Permitting
• Isabelle Rawlings—Facilitator/Civil Engineer/Recorder
Deliverables:Results of the workshop including PFM tables,Risk Reduction Measures(RRMs),major findings
and understandings,will be incorporated into the Construction PFMA Report under Task 15c.
Assumptions:It is assumed the workshop will be 4-'/a hours in duration and that all development of PFMs will
take place during this workshop.It is assumed that the workshop will be held virtually.
Task 15c—Reporting
Following the workshop and receipt of any FERC feedback on the PFMs,GEI will provide a draft and final
Construction PFMA Report.The report will include,among other items,Risk Reduction Measures(RRM),to
mitigate any potential hazards.GEI will work with the City to develop a schedule to implement any RRM for
inclusion.in the report. '
Deliverables:Draft and Final PFMA report
• Assumptions:It is assumed that all comments to the draft report will be compiled by the City into a single •
document for GEI's use(Responding to multiple review documents from FERC/others may require
• additional time by GEI to consolidate responses).It is assumed that FERC will not require PFMs that were
not developed during the workshop.
Task 15d—Meetings and Project Management
It is anticipated that two,one-hour meetings will be required to discuss project updates related to Task 15,as
well as nominal time to coordinate with other team members including subconsultants.
Deliverables:None
Assnmptioru:Meetings and length of meetings as proposed above
Task 15e—Respond to FERC Questions
This task is to address follow-up questions or meetings that FERC may request prior to or after draft
documents are delivered
Deliverables:None
Assumptions:GEI has assumed a minimal level of effort for this task(as presented in Table 1). If FERC
requires more intensive responses to their questions and/or additional analyses,we will inform the City prior
to responding to FERC.
{
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Scott A.Flcuiy,PE
DeputyPublic Works Director
City of Ashland,Public Works
July 8,2022
Page 3
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PROJECT FEE
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We propose to perform the various tasks on a,time-and-materials basis for an estimated not-to-exceed cost in
accordance with the terms and conditions of our existing agreement with the City.If additional services are
required or requested beyond those described above,they will be performed on a time and expense basis in
accordance with the attached Fee Schedule.The City will be notified of any additional services for
concurrence prior to them being performed.Our estimated costs for the above tasks are$40,433 and are •
detailed in the attached table(Table 1). The estimated fees for the services proposed by our subconsultants
are presented under"ODC"(Other Direct Costs)in Table 1. The fees shown include GEI's 10%mark-up.
CLOSING
We appreciate the opportunity to provide you these additional services as we continue to assist the City on
this important project.Please call/email Craig Hall(510.224.6242,chall(agreiconsultants.com)or Chris Slack
(503.342.3782,cslack ,geiconsultants.com)if you have any questions or require additional information.
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Table 1 2022 Construction Specific PFMA Hosier Dam
ritual$_
• q� �'�'�'`th ''� �fabor;�F-stimate; ___ _
!TaskiNo _ Descriptwm j FIa1Pr (+$ SNatker• �. `.Gutt,04 fGilliii: (Slack• 'jPricelFec�a i;{t • ;Totals; I Subslf?�ri){1L !!i
Totat(
_ I �, ° .-,At-AJ,
GtMartuir(IEC)i
9 •
'_ Ji
His, 275 JHrs I 275' J Hrs' 275, H i 275+ Hr� 245" ,Hrs ;206 !tbs., {Labor ($eeiNote 1),I?mows:**
•
15a Workshop Preparation:
PFM brainstorming session 2 5550 1 5275 1 5275 $0 2 $490 1 5206 2 52,158 S440 52,642
PFM Tables,Summary Sheets;&PPt 3 5825 1 5275 2 5550 1 5275 10 $2,450 3 $618 10 . 56,803 $6,803
15b PFMA Workshop 6 51,650 5 51,375 SO '5 51,375 6 51,470 10 $2,060 6 59,016 $1,100 $10,226
15e Reporting:Draft and Final 8 $2,200 1 .5275 2 S550 1 $275 12 52,940 1 5206 24 $10,790 $440 $11,274
15d Meetings and Project Management 5 51,375 SO 50 50 5 51,225 4 5824 4 $4,148 $440 • $4,632
15e Respond to FERC Questions 6 51,650 2 $550 6 $1,470 4 5824 2 $4,856 S4,856
rifTotars a_._ _ �_ I _
:56,25 6 52200• '7. 51;925 7 S1 925 41-:_'510;045 ;23 ,$4736' 48, 537;771. $2,'662' _540433
Notes&Assumptions - ._..
1 ISC fees shown do not include GEI's 10 percent mark-up.
2 Total(GEI/IEC Labor 4-ODC)include 10 percent mark-up on IEC fees.
3 Task 15d includes two,1-hour meetings(Participants Include Hall,Guttierez,Slack,Price,'Rawlings,and Martin).
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GE!Consultants,Inc.
• 1 7/82022
Memo
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TO: Joseph Lessard
FROM: Tarni De Mille-Campos(Public Works)
DATE: 7/13/2022
RE:City Manager Signature Needed for change order—HOSLER DAM SAFETY IMPROVEMENT PROJECT
PROPOSED ADDITIONAL SCOPE OF SERVICES PFMA CONSTRUCTION WORKSHOP
Background: (copied from attached Proposal)
As required by FERC,GEI will perform additional scope of services to support a construction Potential Failure Mode
Analysis workshop related to the current 60%design plans.GEI anticipates the workshop will focus on Potential
•Failure Modes (PFMs)applicable during pre-construction activities,construction,and after construction(new normal
condition).The requested duration of 4 1/2 hours by the FERC will require efficiency to maximize time.We propose
to include several Subject Matter Experts (SMEs) to best ensure questions that are raised during the workshop can be
addressed expeditiously.The list of workshop participants is presented in Task 15b below.
Following the workshop,GEI will draft a Construction PFMA Report that includes risk reduction measures,
and will work with the City to develop a plan and schedule for implementing them.The effort for the tasks
descriptions and assumptions presented below is provided in the attached cost estimate spreadsheet. Our
previous and existing task orders are presented under Tasks 1 through 14 in our existing agreement with the
City. Our proposed services described below are presented under a single new task 15,which is subdivided as
Tasks 15a through 15d for clarity.
Council Action: N/A
Other Relevant Information:
Insurance waived or reduced?No
Who to return to if different from sender? -
Are all other signatures required collected?Yes •
If no,please collect before sending them to the City Manager.
CITY OF ASHLAND
20 East Main Street Tel:541-488-6002
Ashland,Oregon on 97520 Fax:541-488-5311
www.ashland.or.us TTY: 800-735-2900 111.4111
1 ,•
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Are all attachments listed included? Yes
If no,please include all attachments before sending to the City Manager.
•
CRY 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