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Home My WebLink About2010-018 CONT Addendum - CVO Electrical Systems ADDENDUM TO CITY OF ASHLAND CONTRACT FOR PERSONAL SERVICES Addendum made this 6 day of January, 2010, between the City of Ashland "City and CVO Electrical Systems, LLC "Consultant Recitals: A. On 09/30/2008 City and Consultant entered into a "City of Ashland Contract for Personal Services" (further referred to in this addendum as "the agreement B. The parties desire to amend the agreement to include additional engineering services up to $25,000 as approved by the City Council on January 5, 2010. City and Consultant agree to amend the agreement in the following manner: 1. The scope of services is modified to add additional engineering services up to $25,000 as approved by the City Council on January 5, 2010. 2. Except as modified above the terms of the agreement shall remain in full force and effect. CONSULTANT: CITY OF ASHLAND: BY BY Fin nce Dir for Its tc.. Date Z /to/d DATE V24, .4 CONTENT REVI ---Irt a'vu. (City Dept. Head) Date: 1 —t./ 9- aOra Purchase Order 09018 Acct. No.: 690 11 18 00 604 100 (For City purposes only) 1 CITY OF ASHLAND, CONTRACT FOR PERSONAL SERVICES 425,000 F CITY OF FORM PERSONAL SERVICES ASHLAND CHANGE ORDER/CONTRACT AMENDMENT APPROVAL REQUEST FORM Description of Change Order Contract Amendment to original contract Consultant: a Total amount;of than a ortler Purchase Order Number: X 90 g a a t s (9,;," Per attachedsontract- amendment e be. Yar_.�vtc. v Contract Amendment for PERSONAL SERVICES ai Original contract amount J 4 t' re-o9 Total amount of previous contract amendments of original contract Amount of this contract amendment ert9 m 0 e--ei 95 of original contract TOTAL AMOUNT OF CONTRACT 0 r) 7gt"- �P of original contract Is the total aggregate cost change for the Personal Services contract less than or equal to 25% of the original contract amount? YES NO Not Applicable If No City Council approval is required. City Council approval was received on °24/. (Date) Are there any applicable performance or payment bonds and insurance coverages that need to be adjusted to account for the change in the contract amount? YES NO Not Applicable Contract amendments for personal services are subject to the following conditions: The original contract imposes binding obligation on the parties covering the terms and conditions regarding changes in the work; or the amended contract does not substantially alter the scope or nature of the project. Has either of these conditions been met? YES NO NIA If "NO Council approval is required. Council approval received on (Date) Was the original contract approved by the City Council, or is it exempt? YES (Approved by Council) 76 e NO (Exempt/Not Required) (Date) (Reason for exemption) Comments 1 Additional Information: '2 dic c —na cG e c e r B e�z s-c �eq-r722- a -��1 Q e_ .a_.€ YB��c. ray #xG.t `rte io Prepared by: Ple se circle: A 1 Not Approved Department: gam` !Iy� Lee Tuneberg Date: Date: 1 22 4)/ o Form #11 Contract Amendment Approval Request Form PERSONAL SERVICES, Page 1 of 1, 1/21/2010 C I T Y O F �S H LAN D Council Communication Approval of a Special Procurement ELECTRICAL ENGINEERING SERVICES Additional amount required to remedy conflicts between power facilities and I5 /Exit bridge expansion project Meeting Date: January 5, 2010 Primary Staff Contact: Scott Johnson Department: Electric E -Mail: jolmsons @ashland.or.us Secondary Dept.: Purchasing Secondary Contact: Approval: Martha Bennett Estimated Time: Consent Statement: Will the Council, acting as the Local Contract Review Board, approve the additional amount estimated to be $15,000 to $25,000 for engineering services required to remedy the conflicts between the power facilities and I5/Exit 14 bridge expansion project? Staff Recommendation: Staff recommends that the additional amount for engineering services be approved. Background: A Special Procurement was approved by the City Council, acting as the Local Contract Review Board, on September 16, 2008 to directly award a contract to CVO Electrical Systems for a period of three (3) fiscal- years beginning July-42008 and-expiring on June 30,-201L At the estimated cost for the services was estimated to be $35,000 to $55,000 per fiscal year for a total of $165,000.00. The additional engineering services that are now required to remedy the conflicts between the power facilities and the I5/Exit 14 bridge expansion are anticipated to be $15,000 to $25,000, which will be in addition to the previous amount approved by the City Council and directly awarded to CVO Electrical Systems. Related City Policies: AMC 2.50.070 Procedures for Competitive Bids All Public Contracts shall be based upon Competitive Bidding pursuant to ORS 279A 279C and the Attorney General Model Rules, OAR Chapter 137 Divisions 46 49, except for the following: Special procurements as set forth ORS 279B.085 and herein. ORS 279B.085 Special procurements. (1) As used in this section and ORS 279B.400: (a) "Class special procurement" means a contracting procedure that differs from the procedures described in ORS 279B.055, 279B.060, 279B.065 and 279B.070 and is for the purpose of entering into a series of contracts over time for the acquisition of a specified class of goods or services. (b) "Contract- specific special procurement" means a contracting procedure that differs from the procedures described in ORS 279B.055, 279B.060, 279B.065 and 279B.070 and is for the purpose of entering into a single contract or a number of related contracts for the acquisition of specified goods or services on a one -time basis or for a single project. Page 1 of 3 Ins C I T Y O F S H LAN D (c) "Special procurement" means, unless the context requires otherwise, a class special procurement, a contract specific special procurement or both. (2) Except as provided in subsection (3) of this section, to seek approval of a special procurement, a contracting agency shall submit a written request to the Director of the Oregon Department of Administrative Services or the local contract review board, as applicable, that describes the proposed contracting procedure, the goods or services or the class of goods or services to be acquired through the special procurement and the circumstances that justify the use of a special procurement under the standards set forth in subsection (4) of this section. (3) When the contracting agency is the office of the Secretary of State or the office of the State Treasurer, to seek approval of a special procurement, the contracting agency shall submit a written request to the Secretary of State or the State Treasurer, as applicable, that describes the proposed contracting procedure, the goods or services or the class of goods or services to be acquired through the special procurement and the circumstances that justify the use of a special procurement under the standards set forth in subsection (4) of this section. (4) The director, a local contract review board, the Secretary of State or the State Treasurer may approve a special procurement if the director, board, Secretary of State or State Treasurer finds that a written request submitted under subsection (2) or (3) of this section demonstrates that the use of a special procurement as described in the request, or an alternative procedure prescribed by the director, board, Secretary of State or State Treasurer, will: (a) Be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts; and (b)(A) Result in substantial cost savings to the contracting agency or to the public; or (B) Otherwise substantially promote the public interest in a manner that could not practicably be realized by complying with requirements that are applicable under ORS 279B.055, 279B.060, 279B.065 or 279B.070 or under any rules adopted thereunder. (5) Public notice of the approval of a proposed special procurement must be given in the same manner as provided in ORS 279B.055 (4). (6) If a contract is awarded through a special procurement, the contracting agency shall award the contract to the offeror whose offer the contracting agency determines in writing to be the most advantageous to the contracting agency. (7) When the director, a local contract review board, the Secretary of State or the State Treasurer approves a class special procurement under this section, the contracting agency may award contracts to acquire goods or services within the class of goods or services in accordance with the terms of the approval without making a subsequent request for a special procurement. [2003 c.794 §57; 2005 c.103 OAR 137 047 -0285 Special Procurements (1) Generally. A Contracting Agency may Award a Contract as a Special Procurement pursuant to the requirements of ORS 279B.085. (2) Public Notice. A Contracting Agency shall give public notice of the Contract Review Authority's approval of a Special Procurement in the same manner as public notice of competitive sealed Bids under ORS 279B.055(4) and OAR 137 047 -0300. The public notice shall describe the Goods or Services or class of Goods or Services to be acquired through the Special Procurement. The Contracting Agency shall give such public notice of the approval of a Special Procurement at least seven (7) Days before Award of the Contract. Page 2 of 3 InS C I T Y O F ASHLAND (3) Protest. An Affected Person may protest the request for approval of a Special Procurement in accordance with ORS 279B.400 and OAR 137 047 -0700. Council Options: The Council, acting as the Local Contract Review Board, can approve the Special Procurement or decline to approve the Special Procurement. Potential Motions: The Council, acting as the Local Contract Review Board, moves to approve the request for a Special Procurement. Attachments: None Page 3 of 3 MI Page 1 1 CITY OF Y RECORDER SASH LAN D DATE 1 11 PO NUMBER, 20 E MAIN ST. 7/2/2009 09018 ASHLAND, OR 97520 (541) 488-5300 VENDOR: 010860 SHIP TO: Ashland Electric Department CVO ELECTRICAL SYSTEMS, LLC (541) 488 -5354 1600 SW WESTERN BLVD, STE 160 90 N MOUNTAIN CORVALLIS, OR 97333 ASHLAND, OR 97520 FOB Point: Req. No.: Terms: Net 30 days Dept.: ELECTRIC Req. Del. Date: Contact: Scott Johnson Special Inst: Confirming? No .Quantity,: ".Unit Description J_.- ,'Unit Price Ezt. Price., THIS IS A REVISED PURCHASE ORDER Engineering Services, Year 2 of 3 -year 55,000.00 contract for engineering services. FY 2010 Processed change order 01/21/2010 to 25,000.00 add additional amount of $25,000 approved as a Special Procurement by Council on January 5, 2010. Engineering Services SUBTOTAL 80,000.00 BILL TO: Account Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 541 552 -2028 TOTAL 80,000.00 ASHLAND, OR 97520 r ou ,..;Account,Numbe[ Protect Number_ Amount �:1,Account'Niimtier. `ProjecE,Number .dm`ourit &ut E 690.11.18.00.60410( 80,000.00 Z Au zed Signature VENDOR COPY