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Home My WebLink About2012-091 CONT Chg Order #3 - Straus & Seibert Architects STRAUS & SEIBERT ARCHITECTS, LLP April 4, 2012 Scott Fleury City of Ashland 20 East Main Street Ashland, OR 97520 Regarding: Change in Services Scott, We have completed an audit of the Professional Fees for the Ashland Police Facility Remodel and Addition with the following comments: 1. Straus & Seibert Architects, LLP standard for fee submittals Is to list Basic Services (Architectural, Structural, Mechanical and Electrical) separate from Other Consultant Fees (such as, Civil engineering, communications, cost estimating, Interiors, landscaping, lighting design, security design, value engineering, LEED design, etc., because each project will require a different set of consultant services. Our Proposal for service was submitted using the above standard, please see our Cost Budget Summary dated April 21, 2011 in our original proposal. Up to our current completion including Change in Service#1 "Other Consultant Fees" were not included in the Development Budget. "Other Consultants" retained to-date and included in Change in Service #2 are: Cost Estimating and Landscape Design. It has been determined working with the Police department that all other consultants besides Cost Estimating and Landscape Design will not be required or their services have been absorbed by the existing contract. The Landscape fee has been carried through as originally stated at $3,893. Scope Changes to review two buildings, HVAC changes and floor changes have Increased the Cost Estimating fee by approximately$3,000 to a total of $8,271. 2. As a result of the findings in the Geotechnical Report a change in the foundation and floor system has been made to reduce the construction cost. The original assumption for the foundation and floor were to continue with a concrete arm r� 1175 E.Main St.,S"ita 7F MEDFORD,OREGON 975" E:MI-7794747 F.SW79,= rrereouaarch ilec U.cnm slab on grade and has been changed to a wood floor system allowing for less excavation and structural fill for project construction cost saving. The fee for the Structural Scope Change is $2,500, also included in Change in Service#2. Attached Please find the Change In Service Agreement#2 in the amount of$14,664,for your review and approval. Please contact our office if you have additional questions. F gard s,S AIA, NCARB Partner Page 1 / 1 �. CITY OF lTY RECORDER 1 V D DATE' PO NUMBER AS H LA 20 E MAIN ST. 7/1/2011 10196 ASHLAND, OR 97520 (541)488-5300 VENDOR: 016096 SHIP TO: Ashland Public Works STRAUS & SEIBERT ARCHITECTS (541)488-5587 1175 E. MAIN STREET SUITE 2E 51 WINBURN WAY MEDFORD, OR 97504 ASHLAND, OR 97520 FOB Point: Req.No.: Terms: Net Dept.: Req.Del.Date: Contact: Terry Holderness Special Inst: Confirming? No .z_„Quanta ,'Unit 'it - � .Description - '` z :'Unit Price __ .'Ezt:Pnce ; THIS IS A REVISED PURCHASE ORDER PHASE 1 -Architectural Design Services 26,210.00 Police Department Grove Remodel Contract for Personal Services Beginning date: 05/25/2011 Completion date: 11/2512011 Insurance required/On file PHASE 2-Architectural Design Services 20,959.00 Police Department Grove Remodel PHASE 3 -Architectural Design Services 46,851.00 Police Department Grove Remodel Processed change order 08/16/2011 10,200.00 Change Order#1 -Additional study effort within project scope for Phase 1 Processed change order 02/08/2012 6,551.00 Change Order#1 -Additional Study Effort-Architectural for Phase 3 Processed change order 05/07/2012 14,664.00 Change Order#3-Additional Study Effort-Architectural. Approved by Council 05/01/2012. SUBTOTAL 125 435.00 BILL TO:Account Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 541-552-2028 TOTAL 125,435.00 ASHLAND, OR 97520 ;,Account Numbeq ,1;,_ _':.Project Numtier ,Amount, Account Number '. ;,;,:Project Number ,:. Amount E 110.06.09.00.704200 E 201020.100 125 435.00 Authorize,ig'S nature VENDORCOPY FORM #10 CITY OF CONTRACT AMENDMENT APPROVAL REQUEST FORM ASHLAND Request for a Change Order Name of Supplier 1 Contractor I Consultant:Straus$Seibert Total amount of this contract amendment: Purchase Order Number:10196 Title I Description:Architectural Services Police Department $14;664.00 M Per attached contract amendment Contract Amendment Original contract amount $94,020.00 100 %of original contract Total amount of previous contract amendments $16.751.00 17.8 %of original contract Amount of this contract amendment $14.664.00 15.6 %of original contract TOTAL AMOUNT OF CONTRACT $125,435.00 33.4 %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 total 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 ff 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 X NO' (If"NO",requires Council approval I Attach copy of CC.) Sourcing Method: SMALL PROCUREMENT-Less than$5.000 INVITATION TO BID or COOPERATIVE PROCUREMENT,ORF or El'YES',the total amount of contract and REQUEST FOR PROPOSAL EXEMPTION PURSUANT TO AMC 2.50 cumulative amendments<$6,000. ❑ 'YES',the total amount of cumulative El'YES',the total amount of original contract and ❑If'NO',amount exceeding authority requires amendments<-25%of original contract amount or cumulative amendments:5$100K for Goods& Council approval.Attach copy of Council $250,000 whichever is less. Services,s$75K for Personal Services,<$50K for Communication. ®If'NO',amount exceeding authority requires Attorney Fees. ❑ Exempt-Reason: - Council approval.Attach copy of Council - ❑ If'NO',amount exceeding authority requires Communication. sIr(Z ;1L Council approval.Attach copy of Council ❑ Exempt-Reason: Communication. ❑ Exempt-Reason: INTERMEDIATE PROCUREMENT SOLE SOURCE EMERGENCY PROCUREMENT Goods&Services-$5,000 to$100,000 ❑ 'YES',the total amount of cumulative ❑ Written Findings:Document the nature of the Personal Services -$5.000 to$75.000 amendments<-25%of original contract amount or emergency,including necessity and circumstances ❑ 'YES',the total amount of cumulative $250,000 whichever is less. requiring the contract amendment amendments:c 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. ❑ Exempt-Reason: Communication ❑ Exempt-Reason: ❑ Exempt-Reason: SPECIAL PROCUREMENT INTERGOVERNMENTAL AGREEMENT E3'YES',the total amount of original contract and cumulative E-1'YES',the orioinal contract was approved by City Council. amendments are within the amount and terms initially approved by Provide date approved by City Council: (Date) Council as a Special Procurement. If'NO',Council approval is required.Attach copy of Council Communication. ❑ If'NO",amount exceeding authority requires Council approval. ❑ Contract amendment approved and signed by City Administrator. Attach cogy of Council Communication. Project Number 7-0-k 0- - t0 AccountNumber lIO-06-MR-00-- aC4ZOO Account Number---------- 'Expenditure must he charged to the appropriate account numbers for the financials to reflect the actual expenditures accurately. Attach extra pages if needed. Employee Signat 4 ure• l Department Head Signature: ti ual to or greater thaq$5, 0) Funds appropriate forcui fiscaly r. Ell NO Cho �L/�-- Finance Director(Equal to org rthan$5,000) Date Comments: Form#10-Contract Amendment Approval Request Form, Request for a Change Order,Page 1 of 1,4/17/2012 CITY OF ASHLAND DEPARTMENT OF PUBLIC WORKS CONTRACT CHANGE ORDER NO. 3 PROJECT: 'Architectural Services-Police Station DATE: 04/09/12 LOCATION: Ashland OR. PROJECT NO.: 2010-20 CONTRACTOR: Straus&Seibert 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. Descri tion Quantity Unit Price Amount Item#I Additional Study Effort-Architectural 1 $14,664 `+$Ttk�� Y`9F664 b Item#2 $ � ' Item#3 ;'$ Item#4 Item#5 $ Total this Change Order $ 14,66'-4:00 Previous Change Order $ 16;75x1.00 - Original Contract Total $ 9402000r Revised Contract Total $ 125,435.00 PERCENT CHANGE OF ORIGINAL CONTRACT 33% 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: �` �` «,�zeO& QPro Date Approved By: T 3• Z P 7r711c_etf' D ate Accepted By: Z s&§ei*' Da e 1 75 E. Main St. Medford OR. 97501 ENGINEERING Tel:541488-5347 20 E.Mi.Street Fax:541488-6006 Ashland Oregon 97520 TTY: 800.735-2900 ,= w .ashl d.or.us CAE)m mints end Settings\dianne.SSSARCmTECTSUu 1 Settings\Temporary Intemet Files\Cmtent.Outlwk\T6SAG49N\Change Orda 10.20#3.xlsx ,I OWNER ❑ CHANGE IN SERVICE MANAGER ❑ Between Owner and Architect ARCHITECT ❑ PROJECT: Ashland Police Relocation CHANGE IN SERVICE NO: 02 20 E.Main Street DATE: 4/4/2012 I Ashland, OR 97520 TO PROJECT MANAGER: Scott Fleury/Terry Holderness ARCHITECTS PROJECT NO: 354 20 E.Main Street AGREEMENT DATE: 6/08/11 Ashland,OR 97520 AGREEMENT FOR: The Grove Police Relocation The Agreement Is amended as follows: Code DD-13 1. Cost Estimating Services provided by Architectural Cost Consultants ......$8,271.00 2. Landscape Architectural Design provided by Kerry Kencaim $3,893.00 3. Structural additional to detail wood floor(per Geotech information) $2,500.00 TOTAL INCREASE.............$14,664.00 Not valid until signed by the Owner and Architect. The original Agreement Amount was...................................................................................................$26.210.00 Net change by previously authorized Change In Service....................................................................$10,200.00 The Agreement Amount prior to this Change In Service was..............................................................$36,410.00 The Agreement Amount Wlil be Increased by this Change in Service in the amount of.......................$14,664.00 The new Agreement Amount including this Change in Service Will be................................................$51,074.00 The Agreement Time Will be(iBereaseA)(unchanged)by.........................................................(0)days. The date of Project Completion as of the date of this Change in Service therefore is unchanged. ARCHITECT: PROJECT MANAGER OWNER: Straus&Seibert Architects,LLP Scott Fleury City of Ashland Address: Address: Address: 1175 E.M uite 2E 20 E.Main Street 20 E.Main Street Medford, 97504 Ashland,OR 97520 Ashland,OR 97520 By By. By. Dale: Date: Date: CHANGE IN SERVICE CODE(Phase of Work-Change In Service)(XX-X) Phases of Work PO-Pre Design 7. Changes In the Initial 1.ft..SUM SD-Schematic Design e. Services provided beyond the limits of. DD—Design Development a Up to one(1)review of each Shop Drawing,Product Data CD—Construction Documents Item,sample and similar submittal of the Contractor. B -Bidding b.Up to one(1)visit per week to the site by the Architect over CA—Construction Admtrtlstration the duration of the Project during ccrrswction. CO—Closeout Phase/Commissioning c.Up to one(1)Inspection for any portion of the Work to Chance In Service determine whether such potion of the Work Is substantiagy 1. Changes In Instructions or approvals given by the Owner that necessitate complete In accordance with the requirements of the revisions of Service. Contract Documents. 2. Enactment or revisions of codes,laws or regulations or official d.Up to one(1)Inspection for any portion of the Wok InWpetatlons which necessitate changes to previously prepared to determine ftrW completion. Instruments of Service. g.Change Orders and Construction Change Directives requiring evaluation 3. Decisions of the Owner not rendered In a timely manner. of proposals,Including tie preparation a revision of Instruments of Service. 4. Significant change In the Project Including,but not gorged to,size.quality. 10.Evaluation of substitutions proposed by the comets consultants a compleAty,Owner's schedule or budget or procurement meUW. contractors and maldng subsequent revisions to Instruments of Service 5. Fatiure of performance on Uhe part of ft Owner a the Owner's resulting there from. consultants or contractors. 11.Preparation of design and documentation for altemats bid a proposal a Preparation for and attendance at a public hearing,a dispute resolution requests proposed by the Owner. proceeding a a legal proceeding except where tie Architect is party&&raw. 12 Contract Administration Services provided 60 days after the date of Substantial Completion of the Work. 13.other Change In Service Items. JA0354 Ashland Police Dept.The GrovelAdmin\CHANGE IN SERVICE.02.docx ASHLAND POLICE FEE BUDGET 4/4/2012 BASIC SERVICES Phase Pre-Design DD CD B Sub/Total CA TOTAL Original CO#1 Sub/Total CO#2 No Contract Budget 26,210 10,200 L - 0 20,959 46,851 6,551 , . -_74;361 0'3074_09, 141,220 S&S 10,000 1,000 11,000 16,767 30,457 _ 3,656 50,880 Estimate Estimate S&S Ret 484 484 DLR 15,000 4,200 19,200 DLR Remb 726 726 MAI 5,000 5,000 4,192 16,396 2,893 23,4811 1 MAI Remb 600 600 S 1,383 5,410 759 7,552 M 1,719 6,723 940 9,382 E 1,090 4,263 596 5,949 OTHER CONSULTANTS(Fromoridnal Proposal,notincurrantcomnct) Civil 2 596 Comm 6.499 Cost Est 5,191 4663 2608 1000 8,271 Interiors 6-084 Landscape 3,893 1,098 2,453 342 3,893 Security 31543 (Strikethroughs not required) :12;169 - SCOPE CHANGE Structural additional to detail wood floor(per6eotec Information) 2;500 PROJECT FEE TOTAL TO DATE '%36410 ,:,89?025 30,449 i55T884 Estimate Estimate SEISMIC DESIGN(Fee's'part of slAB,605eisrnic Alloaiarioe;"rim of 4zoldo for mnstniiYlon) ..:: MAFFe�"e 117 10;000' ' 10,000 Items In red submitted for addition to existing contract II The total fee Ls 12.6%of TOTAL PROBABLE CONSTRUCTION Budget(not Including se-14 0