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Home My WebLink About2010-041 Advance Pymt - ODOT - Greensprings Bundle 316 Dregon Theodore R. Kulongoski, Governor Department of Transportation Transportation Building 355 Capitol Street NE Salem, Oregon 97301 March 17, 2010 Revised File Code: City of Ashland Attn: Terry Ellis 20 East Main Street Ashland, OR 97520 Subject: 1-5: GREEN SPRINGS HWY (EXIT 14) - BUNDLE 316 Project Number: X-STP-SO-SOOI(036) EA Number: 31621163 Key Number 16956 Per the Add Work Letter Agreement dated January 29, 2010 The City of Ashland is to deposit $3,750.00 for the project. Amount Due $3,750.00 Please submit your advance deposit upon receipt of this notice. Please return the remittance copy of this letter to ensure the proper project is credited. When making your advance deposit please make it based on the key number and not on the project number. This will allow us to transfer funds from one project phase to another. If you have any questions concerning this request or plan to use fund exchange, please contact me at 503-986-3224. Thank you for your prompt attention to this matter. S incerel y, ~14d-LA- Colleen Hunter Program and Funding Services Colleen.P,Hunter@odot.state.or.us Attachments cc: D Larson, Financial Services Heather I-j:owe Project File 734.3122/01-03 (Y ~ dvance Deposit Payment Options a Agency will make their check in the prescribed amount payable to the Oregon DepartmentofTransportation (ODOT) and send it to: Oregon Department of Transportation Financial Services Attention: Cash Receipts Technician 355 Capitol Street NE, Room 434 Salem, Oregon, 97301-3872 Option 2 - Letter of Credit The Local Agency will obtain an irrevocable letter of credit from a bank, savings bank, trust cDmpany or savings association, and send it to: Oregon Department of Transportation Program & Funding Services Attention: Colleen Hunter 355 Capitol Street NE, Room 212 Salem, Oregon, 97301-3872 Note: The Local Government share of the estimated cost must at all times be covered by some form of advanced deposit. We may ask the Local Government to extend a letter of credit upon its expiration, or they may choose to replace the balance of an expired letter of credit with either cash or a deposit in the Local Government Investment Pool. Option 3 - Local Government Investment Pool (LGIPl The Local Agency will wire the prescribed amount from their bank to the State Treasurer's Office for deposit in the Local Government Investment Pool. The Local Agency will furnish ODOT Highway Program Office with an irrevocable limited power of attorney, and a letter of confirmation of deposit of funds (sample attached). The letter of confirmation must include: 1. LGIP account # 2. Agreement # 3. Project # 4. Dollar amount of the funds deposited 5.' Specifically state the funds have been deposited for ODOT withdrawal 6. Name of the project the funds are being deposited for 7. Authorized signature of Local Agency Send to: Oregon Department of Transportation Program & Funding Services Attention: Colleen Hunter 355 Capitol Street NE, Room 212 Salem Oregon, 97310-3872 The Local Agency will receive the interest, which is credited daily and posted inonth1y.A monthly statement will be furnished by the State Treasurer, showing transactions and accrued interest. Sample Confirmation Letter of LGIP Deposit Attention: Accountant Technician ODOT Program and Funding Services 355 Capitol Street NE, Room 212 Salem, OR, 97301-3872 RE: Deposit to LGIP account #= (Name oflocal agencv) (LGIP) account #XXXX made a deposit into the Local Government Investment Pool , for ODOT to withdraw against for: Project Name: Project #: Agreement #: Amount transferred: xvz proiect =(xxx) xxxxx $xx.xxx S~e- Name of signer authorized by Local Agency to release funds to ODOT Title of signer Address Phone Fax Email IRREVOCABLE LIMITED POWER OF ATTORNEY LOCAL GOVERNMENT INVESTMENT POOL , hereby appoints the Investment Manager of Oregon State Excess Fund, as attorney-in-fact for it, and said officer shall have the Power of Attorney to negotiate transfers to the Oregon Department of Transportation and delivered to said officer by either the Chief Financial Officer or Staff delegated the authority for the .SJate of Oregon, for the purpose of depositing the proceeds of such fund transfers to the account of the Oregon Department of Transportation, with the Oregon State Treasurer, ,has deposited with the State of Oregon Investment Pool the sum of $ in Account No. . The purpose of this deposit is to create a fund from which to pay its share of the cost of certain improvements to be made in connection with This document authorizes the Chief Financial Officer ofthe Oregon Department of Transportation to draw, or delegate the authority to draw, on the account to pay project costs. The signature of the State upon a voucher in a form acceptable to the custodians of the State Investment Pool shall constitute proper authority for the withdrawal of money up to the amount of the deposit identified above. The authorized signatures shall be furnished by the Chief Financial Officer of the Oregon Department of Transportation to the State Treasury Department. The local agency can withdraw interest earned by this account, as it deems appropriate. The local agency, by approval of individual County/State or City/State project finance agreements, delegates authority to the Administration Manager, or duly appointed representative, to execute appropriate fund transactions. By the power vested in the Administrative Manager, this Power of Attorney is authorized by ,this day of .20_ Approved by: Title: Date: Department of Transportation Hight of Way Section 355 Capitol Street NE, Room 420 Salem, OR 97301-3871 503.986.3600 Fax 503.986.3625 'n)('C(lom R Kulongr.l.4.i., G(1\1~mor January 29, 2010 City of Ashland AlIn: Terry Ellis, Public Works Superintendent 20 East Main Street Ashland, OR 97520 SUBJECT: PROJECT: KEY#: Add WDrl< Letter Agreement 1-5: .GREEN SPRINGS HWY (EXIT 14) - BUNDLE 316 16956 This letter serves as an agreement between the City of Ashland and the OregDn Depatiment of Transpmiation (000'1') for utility relocation work that is to be added to the above tilled Oregon TranspDrtation Commission project. This agreement sets fmih the provisions for including utility work into an ODOT contract. For lhe ulility work included in the above mentioned project, the City of Ashland will be respDnsible for paying 100% of the relocatiDn/installation costs as requested in a letter from the City of Ashland on January 14, 2010. The estimated cost to aecDmmDdate tbe City Df Ashland reloeationwDrl< is shDwn below: Item DeseriptiDn Item Code Unit Quantity Esth1l3 ted Cost Split CDst Unit Price % REMOVAL OF 0310- STRUCTURES AND 0106000A LS I $750.00 100 $750.00 OBSTRUCTIONS ADJUSTING BOXES 0490- EA 5 $200.00 100 $1,000.00 0100000E MINOR ADJUSTMENT OF 0490- EA I $500.00 100 $500.00 MANHOLES 0120000E WATERLINE CAP 0490. FT 30 $50.00 100 $1,500.00 9Z90000F TDtal $3,750.00 With regard tD the payment of funds, the Oregon Constitution states that the' revenue collected from taxes on mDtor vehicle use and fuel are used exclusively for highway purposes. Highway trust funds cannDt be utilized for non- highway purpDses, i.e., non.reimbursable utility work. Therefore, funds covering the cost Df non-highway construction must be deposited with the agency administering the Ilighway constmctiDn contract in advance of the actual construction. Since ODOT will administer the contract for this project, the City of Ashland will be required to make a depDsit ofmDnies to ODOT for the non.reimbursable work included in the cDntract. At this time, no payment of fnnds is due. A letter will be sent by our Highway Program Office, prior to the bid opening, requesting the abDve stated payment. Please note that the bid CDsls could vary substantially from the estimated costs. YDU shDnld be advised tbat tbe exeeutiDn of this agreement means that the nDn-reimbnrsable utility wDd, eanuDt be removed frDIll ODOT's cDnstructiDn contract, even if the cost of the bid items exceeds '1 i I I i , . Key # 16956 Letler of Agreement January 29. 2010 the estimate. The City Df Ashland will be l'espDnsible fDI' paying its entire share Df the charges fDr the ahDve WOI'I<. When cOl1stmctiDn has been completed, verification' will- be made of the expenditures involved in the ODOT contract. The City of Ash]and will be billed for any costs t1l!it exceed the bid amollut, or a refund will be issued for any excess funds that were collected. The City Df Ashland is required to pay actual costs as per 23 CFR 645.]]7 (Code of Federal RegulatiDns). To view the awarded contract bid prices, precede to http://www.oregon.gov/ODOT/CS/CONSTRUCTION/Bid iI. ward .shtml. Iflhe tenns set forth above are acccplable to the City of Ashland, please sign in the space provided on the fDlIowing page and I'etul'll the original tD this Dffiee by February 5, 2010. Tfyou have any questions, please do I1DI hesitate to contact me at 503-986-3658. Si7Gbh\ ~h'~ Heather Howe State Ulility Liaison 355 Capitol St. NE Salem, OR 9730l-387t Cc: Guy Johnson, OBDP Utility Coordinator Oavid Gies, Wastewater Supervisor Tell")' Oldfield, Water Quality Supervisor I I , Page 2 Df3 , . Key # 16956 Letler of Agreement January 29,2010 By signing this letter agreement, you agree to the conditions of the letter and acknowledge that the City of Ashland is responsible for the cost of the non-reimbursable utility work The City of Ashland will compensate OOOT for that portion of non.reimbursable utility work added to ODOT's contract, including any administrative CDsls OnOT incurs that are associated with the work Print name and title of the authorized the City of Ashland representative then sign and date as provided below. APPROVED: Name !:I ' "_ ,... Y;')7ZWW L/M.. I Lul€t3o:.ec, Signature ~~~ Title hJf}FtNC<€.. .D//2..f:. "-/'Z'I(.. 2-1 r/z.-<> I () Date \ Page 3 00 CITy RECORDER Page 1/1 ~~,! CITY OF ASHLAND 20 E MAIN ST. ASHLAND, OR 97520 (541) 488-5300 llli~j;0ATE~lt):1tJ1i 4/16/2010 iiill.'iiI:!OoNUMBER.\lIIU, 09509 VENDOR: 001104 OREGON DEPT OF TRANSPORTATION 355 CAPITOL STREET NE RM#434 SALEM, OR 97301 SHIP TO: Ashland Water Department (541) 488-5354 90 N MOUNTAIN ASHLAND, OR 97520 FOB Point: Tenn.: Net Req. Del. Date: Special Inst: Req. No.: Dep!.: Contact: Terry Ellis Confinning? No ~~1IIli'iiTi1ilI ~~<f!~~jtJ,t'!!F~~'i't1ll:Uiiit'P.rii:.;~~P.'f~1t ADVANCE PAYMENT (Deposit) 3,750.00 1-5 - Green Springs Hwy (Exit 14) Bundle 316 Project Number: X-STP-SO-S001(036) EA Number: 31621163 Key Number 16956 Per Add Work Agreement dated January 29,2010 SUBTOTAL TAX FREIGHT TOTAL 3750.00 0.00 0.00 3,750.00 31LL TO: Account Payable 20 EAST MAIN ST 541-552-2028 ASHLAND, OR 97520 _...ccount!NUriiIiii, - BP.i'"oTeCtTNU~ IIillIB'Amounl_ lIf"'ccouiit1Numtier_ "'P.rojec!lNiffiilier,! E 670.08.18.00.70410 3250.00 E 675.08.17.00.70410 500.00 Amount!iR .di;( ...% -~%~o Au Ized Signature VENDOR COPY D Exemot frDm Comoetitive Blddina D Invitation tD Bid (CDpies Dn file) D Emeraencv ReasDn fDr exemptlDn: D Written findings attached D QUDte Dr PrDpDsal attached D Small Procurement & PersDnal Services D Reauest for ProoDsal (CDpies Dn file) CooDerative Procurement Less than $5.000 Please check Dne: D State Df OregDn NDte: TDtal cDntract amDunt, including any D GDDds & Services CDntract # amendments may nDt exceed $6,000 D PersDnal Services D Slate Df WashingtDn CDntract # Intermediate Procurement D SDle SDurce D Other gDvernment agency contract GOODS & SERVICES D Wrillen findings attached Agency $5.000 tD $75.000 D Quote Dr PrDpDsal allached ~tract# D (3\ Written Quotes Interagency~~. 8 p PERSONAL SERVICES D Soeclal Procurement Agency CDnlract# d t:U...~ a~I""U!d'.....". $5.000 to $75.000 D Written findings attached. D (3) Written PrDpDsals D QUDte Dr PropDsal attached UJ AYU2r S~eL-'" I FORM #10 I .-,r.....'., ..~1'Of'I\".....,;""T"....-:"7~ '.', , __"I'd""_",, ..r'...~;-.,___h':C.~~~,.,~-:::"':''''._~_............,~"c,-r:-;':''~....,...,.~, .,1 G"'0NmUem~~p;eROV/~~:IRE::"IJjEsm,r:FO'RM t:~..j,s:t~'tt.-;~,:... ,.I""'-~"-""'~\_+'_f~,:;;';:;.:XL~.b::..';:';';":'~b~~1 ;,",.., '''.~. I Description of GOODS & SERVICES or PERSONAL SERVICES ContractDr/CDnsultant: tJ ~ . ~ #= t9fr:?"6J.'1 ~er attached cDntract PUBLIC CONTRACTING REQUIREMENTS - Solicitation Process Have all public cDntractlng requirements been satisfied? V' YES If "NO', CDuncil approval is required. CDuncil approval received Dn CITY OF ASHLAND Total Amount .....--11 NOC.r-?" t7r7~d-) (Date) Have funds been budgeted fDr the purpDse Df this cDntract? ..---- NO YES If "NO', CDuncil apprDval is required. CDuncil approval received Dn (Date) Please provide: Account Number - -- -- ------ Is the amDunt Df the cDntract less than $25,OOO? ........-- YES NO ...--- If "NO', Legal review is required. CDntract was "Approved as tD fDrm" by the Legal Department Dn (Date) Is the amDunt Df the cDntract less than $75,000 for GDDds & Services Dr $50,000 fDr PersDnal Services? YES NO (Date) AI;A ~ 04tJr~ (Date)?/! N~ c.u-" ..y !::- If "NO', CDuncil approval is required. CDuncil approval received Dn Is the contract for a periDd Df 24-mDnths Dr less? YES ~ If "NO', CDuncil approval is reqU~DUnCil approval received Dn Prepared by: V.,.... ~. Pleas. Circl.~pprDved NDt ApprDved Department: - ~ ~ h~'(' #'tjl. ~ ~ _ 1" Lee Tuneberg . Date: tJ~ ~I G ~( t/ Date: Wtli) If "NO', CDuncil approval is required. Council apprDval received Dn Please provide terms: Start date: CDmpletiDn date: Can the cDntract be terminated fDr cDnvenience thirty (30) Dr fewer days fDIlDwing delivery Df written nDtice tD the cDntractDr? YES / NO NO (Date) FDrm #10 - CDntractApproval Request FDrm, Page 1 Df 1, 4/16/2010 Arequest for a. Purchase Order REQUISITION FORM CITY OF ASHLAND THIS REQUEST IS A: D Change Order(existing PO # Date ot Request: 1'9Ai-A:~;~ . Required Date ot Deiivery/Service: I~. :...:.' ':.;,1 VendDr Name Address City, State, Zip TelephDne Number Fax Number CDntact Name Oi'-e.a""" ~~ Do\-- T('a.I\~flo/*'--I-t;..... ..." c:;-<, c:.. C\f \ , <;\, pC ko","'11 'i s.....~ 01<.. qy~c \ fr1:f1.J. FII1AnC1Q I S<uul(,l!.j - C.",,~l R..e.c..e..p-h T~t... SOLICITATION PROCESS Small Procurement o Sole Source 0 Invitation tD Bid 3-Less than $5,000 o Written findings attached (Copies Dn file) o QUDtes (Optional) o QUDte Dr PrDDOsal attached Coooerative Procurement 0 Reauest for ProDosaJ o State Df ORIWA cDnfract (CDpies Dn file) Intermediate Procurement o Other gDvernment agency contract 0 Soecial f Exemot o (3) Written QUDtes 0 CDPY Df contract attached 0 Written findings attached (Copies attached) 0 QUDte Dr Prooosal attached 0 Contract # 0 Emeraencv 0 Written findings attached 0 QUDte Dr Prooosai attached Description of SERVICES ~ A-cW. (...lark.. 4~~ (Q..f: 1~5 DucC~,> ~~ Is~ ..........'0 . (/ M o Per altached PROPOSAL A tfl4t.. t!.e ~. ~ ..;.C:tJ- Item # Quantity Unit Description of MATERIALS Unit Price Total Cost o Per altached QUOTE Project Number ______.___ ::! <<'3,..Sb.... &7o.oe. ,119.00. 7041.:l~ AccDunt Number<:>?S::. ~EL .1]_ .~,-::?~j lOC -= I .:,"00..... . Ilems and services must be charged to the appropriate accounl numbers for Ihe financials to reflect Ihe aclua/expenditures accurately. . By signing this requisition form, / certify that the information provided above meets the City of Ashland public contracting requirements, and the documentation can be provided upon request. Employee Signature: SupervisorlDept. Head Signature:. ~ c...., 00& G: Finance\Procedure\A.P\Forms\8_Requisition form revised Updated on: 4/15/2010