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Home My WebLink About2012-172 CONT Addendum - Covey Pardee - Plaza Design ADDENDUM TO CITY OF ASHLAND CONTRACT FOR�PERSONAL SERVICES LESS THAN $35,000 - i Addendum made this it day of August, 2012, between the City of Ashland ("City") and Covey Pardee Landscape Architects ("Consultant"). Recitals: A. On June 12, 2012 City and Consultant entered into a "City of Ashland Contract for Personal Services Less than $35,000" (further referred to in this addendum as "the agreement'). B. The parties desire to amend the agreement to extend the scope of work and increase compensation to the Consultant for this work by $3,000. City and Consultant agree to amend the agreement in the following manner: 1. The date for completion is August 15, 2012. 2. The scope of services, detailed in Exhibit F, is modified to include the following: revise the concept plan and prepare one final design plan incorporating revisions suggested by the City Council, revise the probable construction costs, revise the 3D computer model to reflect revisions and attend three meetings. 3. Except as modified above the terms of the agreement shall remain in full force and effect. CONSULTANT: Covey Pardee Landscape Architects Vu Its: owNepL Date: 92 3/17 CITY OF ASHLA i1D: By: o e z� ri l (Department Head) Date: /V Purchase Order#—/V � Acct. No. 110. 99. 190. D0. b D y/D 0 (City purposes only) 1-CITY OF ASHLAND,ADDENDUM TO CONTRACT FOR PERSONAL SERVICES CoveyPardee 295 East Main,No.8,Ashland.OR 97520 /541 552 1015/greg covey Ile/coveypa lm.com LANDSCAPE ARCairECrs Exhibit F Additional Services Addendum Date: August 1, 2012 Project: Landscape Design Services for the Plaza in Downtown Ashland To: Ann Seltzer Subject: Additional Services for Final Design The scope of Additional Services herein amends the original Exhibit C—Scope of Work dated June 7, 2012 and attached to the original Contract for Personal Services less than$35,000 prepared on May 30, 2012. The scope is based on the July 19,2012 meeting with City staff. (See CPLA Meeting Report#01.) Scone of Work—Additional Services Covey Pardee's Additional Services include the following: 4. Final Design Plan and Cost Estimate a. City Staff Meeting #5: Meet with City staff to review the City Council's direction at the July 16`" Study Session, scope of work for additional services, and construction document and bidding schedule. Completed:July 19, 2012 b. Revise the current concept plan and prepare one Final Design Plan incorporating revisions suggested by the City Council.The final design will include conceptual drawings of the proposed changes and photographs of built projects.The design changes will include "softening"the concrete seat walls, reducing the mass of the large seat wall,and adding two or three benches with backs incorporated into the seat wall tops. c. Revise the Preliminary Opinion of Probable Construction Cost to reflect design changes and materials and installation to be provided by the City. d. Revise the 3D computer model and prepare updated perspective images for presentation to the City Council. e. City Staff Meeting#6:Meet with City staff to review and refine design and cost revisions. Scheduled:August 13,2012 f. Provide revised Final Design Plan, supporting exhibits, and cost information to City staff for distribution to City Council. Scheduled:August 15, 2012 g. City Council Meeting #2: Present the revised plan, exhibits, and cost information to the City Council at their regular meeting. Scheduled:August 21,2012 City of Ashland—Downtown Plaza Redesign Project Fees and Payment Total Fee for Additional Services $3,000 Additional Services fees will be billed on a percentage of completion basis not to exceed the total indicated. Hourly rates and payment terms will remain as indicated in the original Contract and Exhibit C. Our understanding is that the City will prepare a contract addendum to authorize the additional services described herein to proceed. Sincerely, Greg Covey Covey Pardee Landscape Architects Page 2 of 2 Page 1 / 1 IL11t1 `1 S,liY4t�1 �. CITY O F . ASHLAND DATE PO NUMBER 20 E MAIN ST. 6/29/2012 10935 ASHLAND, OR 97520 (541)488-5300 VENDOR: 016982 SHIP TO: City of Ashland COVEY PARDEE (541)488-6002 295 EAST MAIN STREET STE 8 20 E MAIN STREET ASHLAND, OR 97520 ASHLAND, OR 97520 FOB Point: Req.No.: _ Terms: Net Dept.: Req.Del. Date: Contact: Ann Seltzer Special Inst: Confirming? NO .. Quantity unit Description Unit Price Ext.Price THIS IS A REVISED PURCHASE ORDER Plaza Design 13,910.00 Not to exceed $12,000 Topographic survey work $1,910 Contract for Personal Services Beginning date: June 1, 2012 i Completion date: July 29, 2012 Processed change order 08/07/2012 3,000.00 Per attached Contract Addendum Completion date is being extended to August 15, 2012 and scope of services is modified to include the following: revise the concept plan and prepare one final design plan incorporating revisions suggested by the City Council, revise the probable construction costs, revise the 3D computer model to reflect revisions and attend three meetings. SUBTOTAL 16 910.00. BILL TO:Account Payable TAX 0.00. 20 EAST MAIN ST FREIGHT 0.00. 541-552-2010 TOTAL 16,910.00, ASHLAND, OR 97520 Account Number Project Number Amount Account Number Project Number Amount E 110.99.00.00.604100 E 000294.999 15 000.00 E 260.08.12.00.704200 E 000294.999 1,910.00 Author' d Signature •VENDOR COPY - M #lo CITY OF �T AMENDMENT APPROVAL REQUEST FORM for a'Change Order ASHLAND of Supplier I Contractor/Consultant: / Total amount of this 3se Order Number: / U// .contract amendment: q I Description: .r attached contract amendment tract Amendmenti Original contract amount $ O • u 100 %of original contract Total amount of previous contract amendments - %of original contract o Amount of this contract amendment /�� 2%of original contract TOTAL AMOUNT OF CONTRACT $ "�� 70 /o of original contract 3nce 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 - ant 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 ;,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 ender 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 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, r approval of a Special Procurement An amendment is not within the scope of the procurement if the City determines that if it had described the changes to be made by the I nt in the procurement documents,it would likely have increased oompe56on or affected award of contract Arad amendment is within the scope of procurement: YES r� NO' (If"NO",requires Council approval t Attach copy of CC.) i cling Method: .L PROCUREMENT-Less than$5 000 INVITATION TO BID or COOPERATIVE PROCUREMENT QRF or 'ES",the total amount of contract and REQUEST FOR PROPOSAL EXEMPTION PURSUANT TO AMC 2.50 alive amendments 5$6,000. ❑ 'YES',the total amount of cumulative ❑'YES',the total amount of original contract and NO',amount exceeding authority requires amendments<—25%of original contract amount or cumulative amendments s$100K for Goods& it approval.Attach copy of Council - $250,000 whichever is less. Services,s$75K for Personal Services,<$50K for unication. ❑If"NO",amount exceeding authority requires Attorney Fees. i <empt—Reason: Council approval.Attach copy of Council ❑If"NO',amount exceeding authority requires Communication. Council approval.Attach copy of Council ❑ Exempt—Reason: Communication. ❑ Exem f—Reason: MEDIATE PROCUREMENT SOLE SOURCE EMERGENCY PROCUREMENT r&Services•$5.000 to$100,000 ❑ 'YES',the total amount of cumulative ❑ Written Findings:Document the nature of the nal Services •$5,000 to$N 000 amendments s 25%of original contract amount or emergency,including necessity and circumstances. ES',the total amount of cumulative $250,000 whichever is less. requiring the contract amendment ments s 25%of original contract amount. ❑If"NO",amount exceeding authority requires ❑ Obtain direction and written approval from City VO',amount exceeding authority requires Council approval.Attach copy of Council Administrator I approval.Attach copy of Council Communication. ❑ If applicable,attach copy of Council unication. ❑ Exempt—Reason: Communication em t—Reason: I ALPROCUREMENT ❑ Exempt—Reason: INTERGOVERNMENTALAGREEMENT the total amount of original contract and cumulative ❑"YES",the original contract was approved by City Council. menls are within the amount and terms initially approved by Provide date approved by City Council: (Date) as a Special Procurement. If"NO",Council approval is required.Attach copy of Council Communication. 'NO",amount exceeding authority requires Council approval. ❑ Contract amendment approved and signed by City Administrator. xpy of Council Communication. 047e "lumber—_-----___ Account Number_——• __ __ __ ______ Account Number - - ire must be charged to the appropriate account numbers for the financials to reflect the actual expenditures so-curately. Alt ch extra pages if needed. e Signature: Department Head Signature: f _ rpropriated for current fiscal year: / NO (Equal to or re erth,7n$�0) Finance Director(Equal to or terthan$5,000) ate S., i —Contract Amendment Approval Request Form, Request for a Change Order,Page 1 of 1, 8/8/2012