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Home My WebLink About2011-090 CONT AMND #2 - KAS & Associates ENGINEERING SERVICES CONTRACT ~ AMENDMENT NO.2. ) Engineering services contract made on the date specified ~elow in Recital A between the City and Engineer as follows: Recitals: A. The following information applies to this contract: CITY: CITY OF ASHLAND ENGINEER: KAS & Associates, Inc. City Hall 327 SE 'J' Street, Suite B 20 E. Main St. Address; Grants Pass, OR 97526 Ashland, Oregon 97520 (541) 488-5347 FAX: (541) 488-6006 Tele: 541/479-5801 Fax: 541/479-5987 Date of this agreement: June 7, 2011 B: RFP Date: NIA Proposal Date: November 17, 2009 1(2.3 City Contracting Officer: Michael R. Faught, Director of Public Works 'IJ2.4. Project: Jefferson Avenue '116.1. Engineer's Representative: Gary Van Dyke, PE 1(8.3. Maximum Contract Amount $28,425.00 (original) B. AMENDMENT NO.2 1. Modification to .Services to be provided>> Add services per attached proposal and cost estimate dated May 19, 2011 and made a part of this amendment. 2. Modification to "Compensation>> A. Add cost of extra work = $10,050.00 B. Adjusted total contract amount = $50,495.00 ~a:T &ei" Fed. ID # 33-[ \ (plP \ 1 '0 CITY BY - - Finance Director REVEIWED AS TO CONTENT . BY ~M9-f9--~\-::::> City Departmen . ead Date: 10. fer f 80 l( Coding: (for City use only) G:\pub-wrltslllng\05.10 Jefferson 51 ExtensionlA_AdmilllEng Vendor1\Contracl DO<:llmenl&\05-10 CO_Amend Eng 5 2S 11.doe 1 . ~@ Medford, OR 97501 304 S. Holly Street Tel: (541) 772-5807 Fax: (541) 618-7389 kas@kasinc.com Grants Pass, OR 97526 237 S.E. 'J' Streel, Suite B Tel: (541) 479-5801 Fax: (541) 479-5987 kas@kasinc.com ENGINEERING SERVICES CI"11 SlRUCW;;AI PlN...JlG DESIGN CHANGE NOTICE ATTN: James H. Olson Engineering Services Manager City of Ashland Ashland P.O. 09330, 11118/09 Issued by: Gary Van Dyke, P.E. Project No.: Design Change No.: Date: A09-01 One May 12,2011 Revised May, 19,2011 Description of Change Additional work required to respond to subgrade problems experiences with bridge construction and miscellaneous construction services. Reason for Change Resolution of unanticipated questions from contractor during construction, Excessive moisture encountered during bridge excavation. Utility conduit stake-out calculations and staking preformed at contractor request. Staking of road taper (extra work approved in field by city representative). Fee Adjustment Add the following fees: Polaris Surveying - $2,500 Laurie Sager & Associates - $350, KAS & Associates - $7,200 Total $10,050 By signing and dating below, you are confirming that you have read and agree with KAS & Associates, Inc. Standard Terms and Conditions and Standard Billing Policy, attached. Please acknowledge your approval of services and additional fees associated with this Design Change Notice by having an authorized representative sign and date in the space provided' below and return one copy to our office. Signature: Date: www.kasinc.com CITY OF ASHLAND Council Communication Meeting Date: Department: Secondary Dept.: Approval: Approval of Amendment No.2 to the Engineering Services Contract for the Jefferson Avenue Improvement Project June 7, 20 II Primary Staff Contact: Public Works E-Mail: Finance Secondary Contact: Martha Bennett Estimated Time: James Olson olsoni@ashland.or.us Karl Johnson Consent Question: Will the Council approve a $10,050 amendment to the existing contract with KAS & Associates, Inc. for design and construction engineering services for the Jefferson Avenue project? Staff Recommendation: Staff recommends approval ofa $10,050 amendment to the existing contract with KAS & Associates, Inc. for design and construction engineering services for the Jefferson A venue Improvement project. Background: Summary The Jefferson Avenue Improvement Project is now approximately 75% complete. The excavation for the road sub grade and the creek arch structure uncovered large pockets of very weak soil. ;rhe engineer was required to redesign the support structure for the creek arch and sections of the street requiring extra and "out -of-scope," work. The engineering team is requesting compensation for this extra work in the amount of $10,050. Additional Work Construction of the Jefferson Avenue project was commenced last September. The multi-plate arch culvert was the fust item of construction since all work within the creek area was allowed through a permit issued by the Department of State Lands (DSL) which expired on October 15th. The soil under the arch supports proved to contain large amounts of wet clay material. It was necessary to remove the clay material and redesign a support base for the arch. Other areas of moisture arid weak soils within the roadbed also required that the design team crate additional drainage features and road base designs to accommodate the unexpected conditions. The additional work under this proposed change order is allocated to the following subconsultants: . Polaris Land Surveying $ 2,500:00 . Laurie Sager and Associates $ 350.00 . KAS & Associates, Inc. (prime) $ 7200.00 TOTAL $10,050.00 Proiect Description Currently Jefferson Avenue exists as two "dead end" sections of street connecting to Washington Street. Connecting the two existing sections requires a 606 foot long extension which would necessitate crossing Knoll Creek. The proposed crossing will be accomplished by constructing a large Page 1 of3 G:lpub-wrkslengI05-10 Jefferson St ExtensionlA Admin105-10 CC !(AS Amendment 2.doc ~.. IJ_~ CITY OF ASHLAND multi-plate arch structure with an improved native bottom. The proposed improvements will also include concrete curbs and gutters, sidewalks, an asphalt street surface, water and sewer mains, a storm drain system with filtration treatment and electrical and related dry utilities including street lights. An extensive landscaping element is also included as mitigation for wetlands removal (described below). Proiect Schedule A small intermittent creek, locally known as Knoll Creek bisects the Brammo property in a north/south direction. The creek only flows during times of heavy rain or with irrigation overflows. The intermittent flow has created a wetland area which will be impacted by the construction and must be mitigated. The removal of wetland growth and any other work within the stream corridor must be completed in accordance with DSL Permit No. 43449cRF. The permit requires that this work be completed within the "in water" work period (June 15 to Sept 15). Due to ongoing changes in the City public contracting laws, Staff was unable to bid this project until mid August, nearly halfway through our specified work period. Staff requested an extension to the "in water" work period which was approved by DSL on September 7, 2010. On September 7th, the Council also awarded a contract to Taylor Site Development Inc. to construct the Jefferson Avenue Improvement project. Taylor, with a bid of$514,789.00, was the low of five bids received. A pre-bid conference, which is required prior to construction start-up, was held on September 15th and the actual construction commenced on Thursday September 16th. The project is scheduled for completion on June 30, 2011. Proiect Funding On December 7, 2010 a special public works funding in the amount of $700,000 was authorized through the Oregon Economic and Community Development Department (OECDD) to construct the extension of Jefferson Avenue thereby providing services and access to the proposed Brammo Motorsport facility. The fund is a $300,000 loan and a $400,000 grant and is detailed under Contract No. B06003. Under this agreement the City is listed as the borrower, but economic development is dependent upon the construction of the Brammo Motorsport facility owned by Craig Bramscher. Related City Policies: The Council acts as the Local Contract Review Board (LCRB) under authority granted by ORS 279A, 279B and 279C as well as under AMC 2.50. The Council approves contract amendments in excess of 25 percent of the original contract. Council Options: . Council may approve a $10,050 amendment to the existing KAS contract for design and construction services for the Jefferson Ave. Improvement project . Council may decline to approve the contract amendment Potential Motions: . Move to approve a $10,050 amendment to the existing KAS contract for design and construction services for the Jefferson Ave. Improvement project Page 2 of3 G:lpub-wrkslengI05-10 Jefferson SI ExtensiooIA Adrnin105-10 CC KAS Amendment 2.doc r.l' . . CITY OF ASHLAND . Move to deny a $10,050 amendment to the existing KAS contract for design and construction services for the Jefferson Ave. Improvement project Attachments: . Contract Amendment No.2 Page 3 of3 G:\pub-wrks\eng\05-10 Jefferson St ExtensinnIA Admin\05-1O CC KAS Amendment 2.doc r.l' CITY RECORDER Page1/1 r~' CITY OF ASHLAND 20 E MAIN ST. ASHLAND, OR 97520 (541) 488-5300 ";,,;LiDATE.::'2. ,',- 8/9/2010 '''~0NUMElER;'''" 09734 VENDOR: 014842 KAS & ASSOCIATES INC 304 SOUTH HOllY STREET MEDFORD, OR 97501 SHIP TO: Ashland Public Works (541)488-5587 51 WINBURN WAY ASHLAND, OR 97520 FOB Polnl: Tenn_: Net Req. Del. Date: Speclalln_l: Req. No~: Dept.: Conlacl: Jim Oison Confinning? No r- ~'Qua:nti'W.~:~.; r~~:iJn'it\H~ ~';f:::":~:',;:.r,-r:\i . -.:,_} I ,':~" :j'~,":'.\-,:~:,.,:J.:~[)fisC'ri~tion"~;-':;;::-_;"-"_~) . .;.; ~,::"~:._:I:':l' ~ :.Ji'.~;~.~.-;: {?':;onifp.rice1;~E E:G~-EExffiP1jc";{:-:~~<f. THIS IS A REVISED PURCHASE ORDER BALANCE OF PO 09339 CARRIED FORWARD TO 7,672.75 FY 2010-2011 Preliminary and construction engineering services for the completion of the Jefferson Avenue extension project. Project 2005-10, Contract for Personal Services, Beginning date: 11/18/2009, Completion date: 11/18/2010, Insurance certificates required/On file, Approved by City . Council on November 17, 2009. Initial amount of PO: $28,425.00 Amount paid in FY 2010: $20,752.25 Processed change order 10/26/2010 12,020.00 Change Order No. 1 Approved by Council 10/05/2010 Processed change order 06/16/2011 10,050.00 Change Order NO.2 Approved by Council 06/07/2011 BILL TO: Account Payable 20 EAST MAIN ST 541-552-2028 ASHLAND OR 97520 SUBTOTAL TAX FREIGHT TOTAL 29742.75 0.00 0.00 29,742.75 , ~;i;}A"ccoWif,Num6er~ ~~!:~~rciject;N-umiiei1:rlr~i: J};~i~W.},~~ ~g~?:CcounfNum~~ \'r\t?1iP'roJeci1Num~ _lUliounl......f E 260.08.12.00.70420 E 200510.100 29 742.75 ~ ~,.-~_____~h Autho ed Signa u er VENOOR COPY CITY OF ASHLAND A request for a Purchase Order REQUISTION FORM Date of Request I~.'-I, I THIS IS A REQUEST FOR A: [X ] Change Order (existin9 POO 9734 ) Required Date of Delivery/Service: IAsi\P~;;"" : I Vendor Name: Address: City, State, Zip Phone: Project Title: Project Number: KAS & Associates Inc. 304 South Holly Street Medford, OR 97501 541-772-5807 (Medford Office), 541479-5801 (Grants Pass Office) Jefferson Avenue Improvement 2005-10 Services Only Solicitation Process: Approved by council 1015110 [] Exempt r J 3 Written Quotes (copies attached) Amendment No 2, Approved by Countl 6/7/11 [ J Sole Source ( J Invitation to Bid (caple.s on rue) { ) Less than $5000 [ J Request for Proposal (copies on f~e) Description Change Order NO.1 Change Order NO.2 Accounl Number 260.08.12.00.704200 .Please attBCh the Original signed contract and Insurance Certificates. ~,.....---:~fi:J!---- ~---_., ~."QlL -L =-- NOTE: By signing . - n fonn, certify tha the above request meets wffh Ctiy of Am/and So/icitiation Process requirements and can be provided when necessaIY. G:Pubwrk.s\Eng\05-10 KAS Chang9 Order 2 Requisition.xls Updated on: 7115102