HomeMy WebLinkAbout2011-0201 Documents Submitted at Mtg
CITY OF
ASHLAND
Council Communication
Meeting Date:
Department:
Secondary Dept.:
Approval: '
Resolution Authorizing Signatures, Including Facsimile Signatures, for Banking
Services on Behalf of the City of Ashland
February ],20]] Primary Staff Contact: Barbara Christensen
City Recorder E-Mail: christeb@ashland.or.us
None Secondary Contact: None
Martha Bennett Estimated Time: Consent
Question:
Shall the council approve a Resolution that authorizes approved signatures on the City of Ashland'
Parks bank accounts with Bank of America?
Staff Recommendation:
Approve Resolution
Background:
Each year the Parks Commission elects a new chair. The chair of the Parks Commission is the
authorized check signer on their accounts payable and payroll bank accounts. All banking institutions
require that new authorization forms be filed with the bank along with authorization to use facsimile
signatures.
This resolution authorizes the following individuals as approved signers on the City of Ashland Parks
bank account with Bank of America: Barbara Christensen, City Recorder/Treasurer, JoAnne Eggers
Chair of Parks Commission, and in their absence Lee Tuneberg, Finance Director.
Related City Policies:
None
Council Options: .
Approve/disapprove Resolution
Potential Motions:
Motion to approve Resolution designating authorizing signatures for banking services.
Attachments:
Resolution
Page I of1
CC BankinR Services - Parks EMers.doc
~.l'
RESOLUTION NO. 2011-
A RESOLUTION AUTHORIZING SIGNATURES, INCLUDING FACSIMILE
SIGNATURES, FOR BANKING SERVICES ON BEHALF OF THE CITY OF ASHLAND
THE CITY OF ASHLAND RESOLVES AS FOLLOWS:
SECTION 1. The following persons are authorized to sign on behalf of the city, orders for payment
or withdrawal of money: John Stromberg, Mayor, and Barbara Christensen, Recorderffreasurer; or
in their absence, D. L. Tune berg, Director of Finance and Administrative Services Director. Park
Commissioner JoAnne Eggers is an authorized signature to the Parks Commission bank accounts.
Such authority shall remain in force until revoked by written notice to the affected bank of the
action taken by the council of the City of Ashland.
All prior authorizations are superseded.
r
SECTION 2. Any designated depository ("Bank") of the City of Ashland is authorized and directed
to honor and pay any checks, drafts, or other orders for the payment of money withdrawing funds
from any account of the city when bearing or purporting to bear the facsimile signatures of the
persons listed in Section One of this resolution whether such facsimile signatures be made by
stamp, machine, or other mechanical device. The Bank is authorized and directed to honor and to
charge the city for such checks, drafts, or other orders for the payment of money, regardless of how
or by whom such actual or purported facsimile signatures were made, provided they resemble the
facsimile signatures duly certified to and filed with the Bank by the city recorder or other officer of
the city.
SECTION 3. This resolution was duly PASSED and ADOPTED this
,20] 1, and takes effect upon signing by the Mayor.
day of
Barbara Christensen, City Recorder
SIGNED and APPROVED this _ day of February 20]].
John Stromberg, Mayor
Reviewed as to form:
Megan Thornton, Interim City Attorney
r)
~
CITY OF
ASHLAND
Council Communication
Approval of an Amendment to the Contract with Visar Construction Co. Inc. for
, the Liberty Street Improvement Project ~ised~
Meeting Date: February 1, 2011 Primary Staff Contact: James H. Olson
Department: Public WorkslEngineer.E-Mail: olsonj@ashland.or.us
Secondary Dept.: Finance Secondary Contact: Morgan Wayman
'Approval: Martha Bennett Estimated Time: Consent Agenda
Question:
Will the Council approve a ~O:ll2~0~6~;etcentfincre:aseJ) amendment to the existing contract with
Visar Construction Co: Inc. for construction of the Liberty Street improvement project?
. Staff Recommendation:
Staff recommends that the council approve a ~O]l2~:tt~ amendment to the existing contract with Visar
Construction Co. Inc. for construction of the Liberty Street improvement project.
Background:
Summary
The Liberty Street Improvement project no. 2004-2] is now complete and all fmal costs have been
computed and tabulated. The final cost includes a number of extra work items that have been
authorized and approved by engineering staff. Many of these extra work items were approved on a
"time and materials" basis so that the actual cost of the work is not exactly known until the work is
completed. Under ordinance no, 3013 the Public Works Director is authorized to approve contract
change orders up to 25 percent of the original bid. Since the final cost is 2;SJ~ percent higher than the
original bid, council approval is required to authorize the final payment to the contractor.
Fiscal Impact
This project proved to be an extremely difficult one to construct and required a total of 43 minor
contract additions and changes which together totaled ~01I2~0p. However, since we were able to
secure a very low original bid, the adjusted contract with the e;s.(Q percent increase is still very close to
the original construction cost estimate. The engineering for this project also reflected the difficulties
experienced by the contractor in numerous re-designs to address utility conflicts. The engineering
contract also experienced cost over runs in excess of 25 percent, which was previously addressed by
the council on May 4,20]0. Following is a comparison of the estimated and final costs for the project:
Estimated Costs
Construction: $179,920.00
Engineering: $40.080.00
Total $220,000.00
Final Costs
~8~1:018j~
$46.780.00
$2-2li'!@:018'11
The actual final project costs are only lllir62:GI8jl} or ~!Ojj] percent higher than the original estimate used
to determine the LID costs. The approved budget for this project was $275,000.
G:\pub-wrks\eng\04-2! Liberty StreetlA_Admin\02012011 CC Revised Amend Contract with Visar Construction.doc
CITY Of
ASHLAND
Proiect Complexitv
Although this project is relatively small in size it provided more construction difficulties, conflicts and
problems than any of the one hundred street improyement projects that proceeded it. The narrow right
of way, small, narrow construction area, and utility conflicts all combined to make this project a most
difficult one to complete. Following are just a few of the problems addressed and solved on this
project:
I. Right of way too narrow: Staff acquired additional easements from three adjacent owners.
2, Telephone cable conflicts: The locations of underground telephone lines were not as
mapped or as indicated by QWEST. QWEST was required to re-Iay 80% of its entire
system, delaying the project nearly 3 weeks.
3. Gas line conflicts: Existing gas lines installed in the 1960's were buried too shallow (I foot
deep), Three hundred feet of new 2 inch gas line was installed at the proper depth delaying
the project another two weeks.
4. New Facilities conflicts: Few of the non-city owned utilities were as located or as mapped,
causing conflicts in the planned locations of new water, sewer and storm lines, requiring
redesign of the locations and grades of the new lines.
5. Driveway grade issues: Since the street was constructed on a steep side hill, driveways
entered from both above and below the street grade. Widening the street made these
already steep driveways even steeper. A great deal of time was spent i,n working with
property owners to build driveways that were acceptable to the owners. In most cases it
was necessary to replace more of the existing driveways than was originally anticipated.
Proiect Completion
Even with the number of problems encountered during the construction of Liberty Street it was
completed on time and under budget. The contractor and project manager did an exceptional job on
this extremely challenging project., The quality of the workmanship on Liberty Street exceeded our
expectations.
L.l.D. Process
This project is one of the last Local Improvement Projects (LIDs) processed under the procedures
outlined under resolution no. 99-09. Under this process the City will fund approximately 50 percent of
the cost of the improvements, with property owners funding the remaining 50 percent. The slight
increase in the overall cost of the project will not change the amount that the property owners will pay,
as all owners will pay a fixed assessment amount of$5,251.00 per assessable unit. The !lli!@:ol811lcost
increase will be born entirely by the city.
In the next few months this project will come before the council on two separate occasions. The first
meeting will be to again review the project costs and to set a public hearing date. The public hearing
will be scheduled at least 45 days following the first meeting.
Related City Policies:
Ordinance 3013, enacted on May ]9, 20]0, establishes certain rules and guidelines pertaining to public
contracting and personal service contracts. The ordinance also adopted the Oregon Public Contracting
Code and Attorney General's Model Rules for public contracting.
Council Options:
G:lpub-wrkslengI04-21 Liberty StreetlA_Adminl0201201 I CC Revised Amend Contract with Visar Construction.doc
CITY OF
ASHLAND
· The Council may approve an amendment to the Visar Construction Co. Inc. contract to increase
the total contract amount by g01l2~0:q. ,
· The Council may decline to approve an amendment to the Visar Construction Co. Inc. contract.
Consequences
All work necessary to complete the Liberty Street improvement project is now complete. The
contractor has performed all work in good faith and under the direction of City engineering staff. If
the contract amendment is not approved it is likely that the contractor will seek legal means to recover
his costs.
Potential Motions:
· Move to approve a ~o1E,roJi amendment to the Visar Construction Co. Inc. contract for the
construction of the Liberty Street improvements.
· Move to reject a $ili7l0112!0"'6 amendment to the Visar Construction Co. Inc, contract for the
construction of the Liberty Street improvements.
Attachments:
Vicinity map
Photos
Change order document
G:lpub-wrkslengI04-21 Liberty StreetlA_Adminl02012011 CC Revised Amend Contract with Visar Construction. doc
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CITY OF ASHLAND
DEPARTMENT OF PUBLIC WORKS
CONTRACT CHANGE ORDER NO. 4
PROJECT:
LOCATiON:
Liberty Street Improvement
Liberty Street
DATE: 1/05/2011
PROJECT NO.: 2004-2]
CONTRACTOR: Visar Construction Co. Inc.
You are requested to perform the following described work upon receipt of an approved copy of this document or as
described by the Engineer:
Item No. Descriotion Ouantitv Unit Price Amount
CO 4-27 Saw-cut, tear-out extra curb/gutter NE side tie-in L.s. 336.22 336.22
CO 4-28 Dig uo and exoose COrD stoo for Water Deot. reoair L.S. 234.82 234.82
CO 4-29 Retrofit barrel section and adiust sewer manhole L.S. 861.98 861.98
670 Liberty; Poured 4" d-way, Tie in not as per
CO 4-30 plan, longer transition required L.S. ]887.15 1887.15
670 Liberty; Driveway removal because of high-
CO 4-3] soot on aOProach. Re-oour driveway approach L.S. ] 909.66 1909.66
676 Liberty; Poured 4" thick driveway. Tie-in not
CO 4-32 as oer olan, longer transition required L.S. 1511.48 1511.48
CO 4-33 684 Libertv; tear out flagstone rock and "rock" bed L.S. 200.13 200.13
68] Liberty; Poured 4" thick driveway. Tie-in not
as per plan, longer transition required, Set of steps
CO 4-34 with landing, meter box adiustment L.S. 3134.12 3134.]2
696 Liberty; Create keyway and poured 4" thick
driveway, retaining wall, clean-out. NDS drain
work installation costs reduced by Contractor
CO 4-35 (-$] 17.40) L.S. 45] 1.40 45] 1.40
720 & 730 Liberty: Removed driveway approaches
to lessen grade. Re-graded driveways and landing
CO 4-36 areas with Advanced Aggregate Rock. L.S. 3633.08 3633.08
720 Liberty;. Extend segmented block wall to
match new grade on driveway, Built water-meter
CO 4-37 "well" L.S. 2590.93 2590.93
Gravel between segmented wall and edge of ,
asphalt between Sta. 10+20 and 10+70, raise meter
CO 4-38 boxes L.S. 796.43 796.43
ADJUSTMENT # I; Type D Inlet Box @ Sta.
CO 4-39 ]0+78: Formed UP sidewall and poured bottom L.S. 274.69 274.69
ADJUSTMENT #2; Type D Inlet Box @ Sta.
CO 4-40 ]0+78 L.S. 825.00 825.00
790 Liberty; Bore under wall and place 3" conduit
into pedestal, backfill with sand - as requested by
CO 4-41 COA Electric Department L.S. 497.70 497.70
ENGINEERING
20 E, Main Street
Ashland, Oregon 97520
www.ashland.or.us
G:lpub-wrkslengI04-21 Liberty StreetlA_AdminlCons Vendor1IContract Documents\Change Orders\02012011 CC Revised Visar Ch,
Tel: 541-488-5347
Fax: 541-488-6006
ffi: 800-735-2900
t'~,
.
Disposal of stumps and wood debris from common
CO 4-42 area. Contactor ad'usted this rice -$204.80
Qwest Phone Repair - Invoiced 9/23120 I 0
dama ed durin main waterline connection
'A"d;usmieIitS'rrorfiiiiil "iiiiantities'l(oi'Jh!l;following"
~J. 'l:; $' :-'$:"~~~~",,,,,-;t~',,,,,~.....~,,,~~e'~:'t:.~ ~~""
~~t'CTrl ~,..16;:d8~,QQ~23:2~j-'26~2iJ~t8;--'f9>30;. .'.."
_ . !l-.. .31,.32 &: 36, , .
L.S.
204.81
204.8]
Original Contract Amount
Total this Change Order
Previous Change Orders
Revised Contract Total
The time provided for completion of this contract is increased by 10 calendar days.
become an amendment to the contract and all provisions of the contract will apply.
$]42,798.75
@,1.5'2M9ij\
13,515.09
1H,7,~!~
(2.s~927c! total increase)
This document shall
Recommended By:
City of Ashland
Date
Approved By:
City of Ashland
Date
Accepted By:
Contractor
Date
ENGINEERING
20 E. Main Street
Ashland, Oregon 97520
www.ashland.or.us
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Tel: 541488-5347
Fax: 541488-6006
m: 800-735-2900
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RECEIVED
FEB 0 1 lOll
2/1/11
Dear Council People,
Please allow me to remark on the issue of business licenses revisions on behalf of the
studio artists at Ashland Art Center, located at 357 East Main Street.
1 understand the need for the City of Ashland to create policy that is fair to all business
owners. I would like to point out the difference between our artist studios at AAC vs. a
locally owned business in Ashland, Oregon.
The Ashland Art Center is a 501(C)(3) non profit organization. We offer low rent
facilities to artists that fulfill our mission of community access to the arts. We require
that our artists spend time in their studios, interacting with our patrons as a way to
proliferate arts in our community. Though our artists do receive low rent studio space,
the majority of our artist are not rnaking a profit margin above their studio rent. ln fact,
more than half of our studio artists take a loss in renting a studio space at AAC.
Why would an artist choose to rent a space and conduct business at AAC despite the fact
that they rnight be taking a loss in profits? Because, our artists understand the greater
goal of our organization. We seek to provide a cornrnunity service for our residents and
all that visit our beautiful town. For rnany of our studio artists, creating is like breathing,
and being able to share that with others is the reason they rnake art.
The hours dedicated to being in the studio are crucial to full-filling the art center's
rnission of community access and arts education proliferation. It is one of the reasons
that we can request grants frorn funding organizations. Increasing our patron exposure to
art techniques and skills elevates our cornrnunities appreciation and understanding for the
arts process.
Please understand, these studio are about much more than rnaking money. Without our
artists working in their studios, we would lack so very rnuch in the Art Center's
environment. We should do all that we can to keep these artists in their spaces making
and sharing the arts process with others.
1 ask you to please distinguish the art center's studio artists from other local profit centers
that are required to purchase an individual business license.
Thank you,
Denise Baxter
Ashland Art Center Founder/Executive Director
(541)301-5975
adbaxter4@msn.com
RECEIVED
FEB 0 1 lOll
2/1/11
Dear Council People,
Please allow me to remark on the issue of business licenses revisions on behalf of the
studio artists at Ashland Art Center, located at 357 East Main Street.
1 understand the need for the City of Ashland to create policy that is fair to all business
owners. I would like to point out the difference between our artist studios at AAC vs. a
locally owned business in Ashland, Oregon.
The Ashland Art Center is a 501(C)(3) non profit organization. We offer low rent
facilities to artists that fulfill our mission of community access to the arts. We require
that our artists spend time in their studios, interacting with our patrons as a way to
proliferate arts in our community. Though our artists do receive low rent studio space,
the majority of our artist are not rnaking a profit margin above their studio rent. ln fact,
more than half of our studio artists take a loss in renting a studio space at AAC.
Why would an artist choose to rent a space and conduct business at AAC despite the fact
that they rnight be taking a loss in profits? Because, our artists understand the greater
goal of our organization. We seek to provide a cornrnunity service for our residents and
all that visit our beautiful town. For rnany of our studio artists, creating is like breathing,
and being able to share that with others is the reason they rnake art.
The hours dedicated to being in the studio are crucial to full-filling the art center's
rnission of community access and arts education proliferation. It is one of the reasons
that we can request grants frorn funding organizations. Increasing our patron exposure to
art techniques and skills elevates our cornrnunities appreciation and understanding for the
arts process.
Please understand, these studio are about much more than rnaking money. Without our
artists working in their studios, we would lack so very rnuch in the Art Center's
environment. We should do all that we can to keep these artists in their spaces making
and sharing the arts process with others.
1 ask you to please distinguish the art center's studio artists from other local profit centers
that are required to purchase an individual business license.
Thank you,
Denise Baxter
Ashland Art Center Founder/Executive Director
(541)301-5975
adbaxter4@msn.com