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Home My WebLink About2012-176 CONT AMND #1 - Pilot Rock Excavation CITY OF ASHLAND DEPARTMENT OF PUBLIC WORKS CONTRACT CHANGE ORDER NO. 1101 PROJECT: N. Main/Wimer/Hersev Intersection Realignment DATE: 07/30/12 LOCATION: Parking Lot Portion PROJECT NO.: 2002-05 CONTRACTOR: Pilot Rock Excavation, 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. Description Quantit Unit Amount Item #1 lAdditional Stemberg Lights I LS S 8,400.00 Total this Change Order S 8,400.00 Previous Change Order $ - Original Contract Total S 580,545.00 Revised Contract Total S 588,945.00 PERCENT CHANGE OF ORIGINAL CONTRACT 1.4% 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 3 it apply. Recommended By: 7/5//2o)2- Proj er I Davik u�-�•.c, Approved By: 'Q� Q= r U4. 7 Af Z Public Works Director Date Accepted By: Pilot Rock Excavation, Inc. 6.50 E. Pine Street, Suite 101E Central Point, OR 97501 Contractor Representative Date PUBLC WORKSONGINEERING Ted:541488-5347 20 E.nd,0 5oset rex:541488-6006 35.29 Ashlend,Orcgon 97320 TTY- 800.735-?900 wuv.ashWtd,ar.us Wpub-wrkskng=-05 N.Main Hersey Wimer Intemaction Realign\A AdmiM02-05 Proj Acct Workbook.xlsx ROGUE ELECTRIC SERVICE INC. 843 E. Main St. Suite 307 Medford. OR. 97504 Phone: 541-772-6388 Fax: 541-772-6388 July 24,2012 Pilot Rock Excavation. Inc. 650 E Pine St. Suite 1028 Central Point.OR. 97502 Re: N Main/Wimer/Hersey Intersection Realignment Rand; This letter is to clarify the confusion surrounding my proposal and the request from the City of Ashland for a bid adjustment submitted June H,2012. My original bid included the Sternberg light poles and fixtures for the parking lot. The original bid included poles. arms, lumineres, lamps and ballasts as 3 separate bid items. The Stemberg poles do not have any arms which in turn makes one of the bid items not applicable. When the request to adjust the bid item was sent to me and the Antique Street light brand was referenced, I reduced my price for the poles and lumineres because the"Antique"poles are less money than the"Stemberg"poles. What 1 didn't gather through this process was that the"City"wanted the"Sternberg"poles in addition to the "Antique Street Lights". My bid item prices should have therefore increased rather than decreased. I have enclosed a proposal reflecting those increases. 1 apologize for the inconvenience this has caused. Thanks. Dana Peters Rogue Electric Service Inc. P.1 PROPOSAL SAL 494 ROGUE ELECTRIC SERVICE, INC. PAGE NO. OF PAGES 2421 MOUNTAIN GLEN CT. MEDFORD. OREGON 97504 (541) 772.6388 CCB #60354 PHON' DATE TO: PILOT ROCK EXCAVATICN - 664-92=9 17/24/12 630 E. PINE ST. STE 1023 JOB NAME I LOCH–iON N. M_RIN/WIMER/HERSEY INTERSECTION CENTRAL POINT OR 97502 ASHLAND,OR. I JOB NUMBER ( JOB PHONE I We hereby submit specifications and evinales for: SUPPLY MATERIAL AIdO LABOR TO PERFORM THE FOLLOWING SUPPLY AND INSTALL QTY:2 STEENBERG LIGHT POLES AND LUMINERES SUPPLY AND INSTALL QTY:2 ?RECAST STREET LIGHT BASES SUPPLY NECCESSARY CONDUIT, WIRE, FUSES', JUNCTION BOXES, AND LABOR TO COMPETE THE INSTALLATION OF STREET LIGHTS We Propose hereby to furnish material and labor—complete in accordance with the above specifications,for the sim of: — -- —� =84 EThou ana�Focz _HUnand GO/l00 Jolla idolarg_($' Q•C�). Payment to be made as follows: • MONTHLY DRAW AS JOB PROGRESSES All matenal is guwarleee-.o ce as-peened.Af. WK M be cxnpleted in a p`el7sidnal marner aocondN to statda-d paciizes Any atleraten or deviation:tttn above soecifi_arons authorized fJnn invonring extra costs wit be executed Wy tom moon orders,xna•,rill become an exta Signature �+" cnarge ovar and abp+a rie estinata,All agreements contirgent upon str.kes.accidents or delays beyond our control.Owner to tarty are,tcmado,and o.her necessary insurance.cur Note:This proposal may be workwe are dilly mvarcd Dv Weri,ces Ccnparsaem insurance. withdrawn by us if not accepted within days. Acceptance Of Proposal— Tne aocve otices.specircatlons and zondibons are sali5tactory and axe hereby accepted.You are aelhonzcd to do Ire worn `iurlalwv as specified,Payment,A do mace es 0011m2d above. Signature Date p1 acceptance: mmun rare ,,ora rtal es rrtumwwamorrvun envmv[. +rwim nosz B �) � CV Pagel / 1 �. ASHLAND CITY O F DATE PO NUMBER ,� 20 E MAIN ST. 7/1812012 10993 ASHLAND, OR 97520 (541)488-5300 VENDOR: 010462 SHIP TO: Ashland Public Works PILOT ROCK EXCAVATION (541) 488-5587 0; 650 E PINE STREET SUITE 1026 51 WINBURN WAY CENTRAL POINT, OR 97502 ASHLAND, OR 97520 FOB Point: Req.No.: Terms: Net Dept.: .. Req. Del.Date: Contact: Mike Fauqht- Karl Johnson Special Inst: Confirming? NO Quantity Unit Description Unit Price Ext.Price THIS IS A REVISED PURCHASE ORDER N. Main/Wimer/Hersey Intersection 580,545.00 Realiqnment Project-Contractor will complete all work associated work involved with the completion of this project includinq but not limited to concrete work, asphalt pavinq, electrical conduit installation, etc. COA Public Improvement Contract Effective date: July 9, 2012 Completion date: September 4, 2012 Insurance/Bonds required/On file Processed chanqe order 08/07/2012 8,400.00 Chanqe Order No. 1 r, SUBTOTAL 588 945.00 BILL TO:Account Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 541-552-2010 TOTAL 588,945.00 ASHLAND, OR 97520 Account Number . Project Number Amount . ,Account Number Project Number Amount E 260.08.12.00.704200 E 200205.120 588 945.00 Autlffrized Signature VENDOR COPY I - FORM #10 CITY OF CONTRACT AMENDMENT APPROVAL REQUEST FORM PAS H LAN D Request for a Change Order Name of Supplier)Contractor 1 Consultant: Pilot Rock Excavation,Inc. Total amount of this contract amendment: Purchase Order Number: #10993 Title 1 Description: N.MainlWimerlHersey Intersection Realignment Project $8,400.00 ® Per attached contract amendment Contract Amendment Original contract amount $580,545.00 100 %of original contract Total amount of rep vlous contract amendments %of original contract Amount of this contract amendment $8,400 1.4 %of original contract TOTAL AMOUNT OF CONTRACT $588,945.00 101.4 %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 orapproval 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 if 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 l Attach copy of CC.) Sourcing Method: SMALL PROCUREMENT-Less than$5,000 INVITATION TO BID or COOPERATIVE PROCUREMENT.QRF or ❑"YES",the total amount of contract and REQUEST FOR PROPOSAL EXEMPTION PURSUANT TO AMC 2.50 cumulative amendments:5$6,000. ® 'YES",the total amount of cumulative ❑"YES",the total amount of original contract and ❑If'NO",amount exceeding authority requires amendments<–25%of original contract amount or cumulative amendments<_$100K for Goods& Council approval.Attach copy of Council $250,000 whichever is less. Services,<_$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. Council approval.Attach copy of Council ❑ Exempt–Reason: Communication. ❑ Exem t–Reason: INTERMEDIATE PROCUREMENT SOLE SOURCE EMERGENCY PROCUREMENT Goods 8 Services-$5.000 to$100,000 ❑ 'YES',the total amount of cumulative ❑ Witten 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<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: ❑ Exam t–Reason: SPECIAL PROCUREMENT INTERGOVERNMENTAL AGREEMENT ❑"YES",the total amount of original contract and cumulative ❑"YES",the original 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 copy of Council Communication. Project Number 200205.120 Account Number 260.08.12.00.704200 Account Number----------------___ 'Expenditure must be charged to th a accoun numbers for the financials to reflect the actual expenditures accurately. Atlach rtra pages if needed. Employee Signature: — Department Head Signature: (Equal to or greater t 5,000) Funds appropriated for current fiscal year: / NO - T Finance Director(Equal too aterthan$5,000) bate Comments: G:1pub-wrksleng102-05 N.Main Hersey W mer Intersection RealignlA_AdminlCons Vendor(Pilot Rock)IContrad DocumentslChange Orders102-05 Form#10-Request for a Change Order-#01.docx