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HomeMy WebLinkAbout2015-078 CONT Addendum - RH2 Engineering ORIGINAL/ PAGE NO / OF--~ PAGES ADDENDUM TO CITY OF ASHLAND CONTRACT FOR PERSONAL SERVICES Addendum made this &f"k day of 2015, between the City of Ashland ("City") and RH2, Engineering, Inc. ("Consultant"). Recitals: A. On March 13, 2014 City and Consultant entered into a "City of Ashland Contract for Personal Services" (further referred to in this addendum as "the agreement"). B. The parties desire to amend the agreement to extend the completion date, modify the scope and increase compensation to be paid to Consultant for the contract. City and Consultant agree to amend the agreement in the following manner: 1. The date for completion as specified in Paragraph 3 of the agreement is extended to October 1, 2016. 2. Task 19 scope of services and fee estimate are modified as detailed in the attached Amendment No. 1, Exhibit A, Scope of Work and Exhibit 8, Fee Estimate, with an increase in compensation of $15,174. The revised Phase 4 contract compensation is $24Z979. 3. Tasks 20, 21, and 22 scope of services are modified as detailed in the attached Amendment No. 1, Exhibit A, Scope of Work. 4. The project rate schedule is modified as detailed in the attached Amendment No. 1, Exhibit C, 2015 Rate Schedule. 5. Except as modified above, the terms of the agreement shall remain in full force and effect. CONSULTANT: CITY OF ASHLAND: Qepaftment Head Its Date I t s DATE 7 1 l e~L Purchase Order # Acct. No.: (For City purposes only) 1- CITY OF ASHLAND, ADDENDUM TO CONTRACT FOR PERSONAL SERVICES J:\Data\COA11014-033100 Contracts and PMlcontract - City\Amend No. 1 AGMT(Client) TAP Intertie-rev rlb.docx ORIGINALJPAGE N0_2_0FJ PAGES EXHIBIT A Scope of Work - Amendment No. 1 City of Ashland TAP Intertie Project Phase 4 Final Pump Station Design, Services During Bidding & Construction March 2015 Background Since the completion of the Talent Ashland Phoenix (TAP) Emergency Intertie pipeline and temporary pump station improvements construction, RH2 Engineering, Inc., (RH2) has been assisting the City of Ashland (City), at the City's request, to evaluate and recommend options for the completion of the permanent pump station. The emergency project was initiated in March 2014, and required project completion and water delivery for beneficial use by the City no later than August 2014. Throughout the project, the design team and City strived to present options and make decisions to achieve a balance between providing long-term value and meeting short-term expediency necessary to achieve the requirements. However, due to the schedule restrictions associated with the project, at times it was necessary for the City to make swift decisions to keep the project moving forward to meet the short-term goals and timelines. Now that the temporary system is constructed, functional, and meeting the short- term emergency needs of the City, RH2 continues working with the City to institute plans and direction for the future of the TAP Intertie system, which can provide the infrastructure needed to establish a permanent emergency water supply for the residents of the City. During preparation of the original Scope of Work and Fee Estimate, the City asked RH2 to include information pertaining to the design and construction of a permanent pump station facility in Ashland and in Talent. In December 2014, the City made the decision to move ahead with the construction of the permanent pump station located near the existing temporary pump station that was constructed in August 2014. Since the decision date, the City acquired the site for construction, applied for funding, and requested that RH2 begin the process of designing the permanent facility. Due to funding requirements and the uncertainty of the actual location, the original Scope of Work and Fee Estimate will need to be slightly modified to include work that was not anticipated. The amendment increases costs by $15,174 to accommodate the additional Subconsultant fees along with the additional project management time required for those tasks reflected in the attached Fee Estimate reflected in Task 19. Tasks 20 through 22 have been modified to redact information regarding the Talent Booster Pump Station design. PHASE 4 - FINAL PUMP STATION DESIGN, SERVICES DURING BIDDING AND CONSTRUCTION Task 19 - Talent and Ashland Booster Pump Stations Final Design Amended: Task 19 has been modified to include a site survey and environmental permitting to be performed by Subconsultants, and the deletion of references to the Talent Booster Pump Station design, which were included in the original Fee Estimate. 1 3/31/2015 2:20:18 PM "/_:\Bothe11\Data\COA\1014-033\00 Contracts and PM\Contract - City\Amend No. 1 SOW TAP Inter ic.docx ORIGINAL_~_PAGE NQ _0F__q_PAGES City of Ashland Amendment No.1- Exhibit A TAP Intertie Project Phase 4, Final Pump Station Design, SDB, & SDC Scope of Work Objective: Prepare design plans and specifications for construction of final configurations for the Ashland Booster Pump Station (ABPS), based on delivering a firm capacity of 2.13 million gallons per day (MGD) to serve the Granite Service Area utilizing permanent electric motor-driven pumps. The final ABPS will be designed to match other existing Ashland booster pump stations consisting of a slab-on- grade, concrete masonry unit (CMU) building with wood-framed roof, and metal decking. The final ABPS may include up to three (3) separate rooms for the mechanical (pumps), chlorination, and electrical equipment. The design will consider future expansion to 3.0 MGD. Approach: 19.1 Preliminary Site Survey: Addition to original Fee Estimate. A preliminary site topographic survey will be completed on the easement acquired by the City. (Performed by Terrasurvey, Inc.) 19.2 Environmental Permitting: Addition to original Fee Estimate. This project requires environmental permitting from the Oregon Health Authority (OHA) prior to construction. (Performed by Alpine Environmental, LLC) 19.3 Preliminary Design: Develop design criteria for the final ABPS improvements and incorporate design criteria developed for temporary pump stations and future expansion. Develop preliminary designs for final ABPS improvements. Coordinate preliminary design of final improvements from the design of the temporary improvements. 19.4 General Plans: Prepare the cover sheet, general notes sheets, schedules, key plans, and other general plans for use in the design documents. 19.5 ABPS Site and Utility Design: Prepare site plans and details for the existing site, utilities, stormwater, landscaping, access, and other site features. 19.6 ABPS Architectural and Structural Design: Prepare structural plans and design details for the floor, foundation, elevations, walls, roof, and details. 19.7 ABPS Mechanical Design: Prepare mechanical, plumbing, and heating, ventilation, and air conditioning (HVAC) plans and details, including the relocation of the temporary chlorine booster station equipment into the final ABPS. 19.8 ABPS Electrical and Control Design: Prepare electrical and control plans including one-line diagram, signal, power, lighting, and (HVAC). Coordinate control design with the City's integrator, Industrial Solutions, LLC. 19.9 Bid Documents and Technical Specifications: Prepare bid documents and technical specifications that detail the construction of the ABPS in RH2 standard format. 19.10 City of Ashland Review: Prepare and present 60-percent and 90-percent review submittals for the City to review. Meet with the City to review comments. Prepare preliminary engineer's estimate of probable construction costs based on 60-percent design. 19.11 Quality Assurance /Quality Control Review (QA/QC: Perform an in-house QA/QC engineering review of the design plans, specifications, and other bid documents. 19.12 Finalize Design: Incorporate review comments from City staff, internal QA/QC, building permit reviews, and finalize documents for bidding as Bid Package #5. Prepare final engineer's estimate of probable construction costs. 2 3/31/15 2:20 PM Z:\BothcU\Data\COA\1014-033\00 Contracts and PM\Contract - City\Amend No. 1 SOW TAP Intertie.docx ORIGINAL, -PAGE NO--~-OF `-PAGES City of Ashland Amendment No. 1- Exhibit A TAP Intertie Project Phase 4, Final Pump Station Design, SDB, & SDC Scope of Work Assumptions: • RH2 will subcontract with Terrasurvey, Inc., to perform topographic survey work on the easement for the permanentpumping facility. • RH2 will subcontract path Alpine Environmental, LLC, for environmental permitting for the construction of the ASPS. It is currently understood that this will only require a categorical exclusion. If more detailed work is required, the Scope of Work will be modified accordingly. • The final ABPS modifications will be bid as a single contract. • The existing hydraulic analysis for the temporary pump station, including the 3.0 MGD analysis, is adequate for final design. • Geotechnical work performed for the temporary ABPS will be adequate for the design of the final facilities, and no additional geotechnical work will be required. • Should decisions be made to evaluate other options or change assumptions, modifications to this Scope of Work will be mutually negotiated by the City and RH2. • It is assumed the project applications will be submitted forpermits based on the 90 percent design documents. RH2 Deliverables: • Preliminary design concept, layout, and requirements for review. Provided in PDF format. • 60-percent plans, 90-percent plans, and technical specifications for the City's review and comment. Three (3) sets of half-sized (11 X 17) plans and three (3) sets of specifications will be provided to the City for review including one (1) electronic PDF submittal for 60-percent plans and 90-percent plans. • Final plans and specifications for Bid Package #5. Three (3) sets of half-sized (11 X 17) plans and three (3) sets of specifications will be provided to the City for review including one (1) electronic PDF submittal. • Engineers' estimate of probable construction costs at 60-percent and final will be provided electronically submitted in one (1) electronic PDF submittal. Task 20 - Permitting Amended: Task 20 has been modified, in scope only, to remove reference to the Talent Booster Pump design. Objective: Assist the City with the building permit and approval processes for the modifications and construction of the final ABPS configurations. Prepare submittal packages and other required submittal forms. Approach: 20.1 Prepare submittal packages for OHA construction plan review. 20.2 Prepare building permit submittal packages for construction. Assist with responses to questions and requests for information (RFIs) from permitting agencies. 3 3/31/15 2:20 PM Z:\BothcH\Data\C0A\1014-033\00 Contracts and PM\Convact - City\Am-d No. 1 SOW TAP Intcrtw.do- ORIGINAL--~-PAGE NO OF-PAGES City of Ashland Amendment No. 1- Exhibit A TAP Intertie Project Phase 4, Final Pump Station Design, SDB, & SDC Scope of Work Assumptions: • Support for plan review and building permits only are pro vided in the Scope of Work and Fee Estimate. Building permit requirements may need to be amended after further investigation has been completed. • It is assumed that support for site development review, conditional use, and :Zoning is not required and is not included in scope or fee estimate for this portion of the project. The scope may need to be amended to provide for permitting support for otherpermits and approvals, if identified. • Electrical permits and other trade permits will be secured by the selected construction contractor. • The City will apply forpermits, directly pay allpeymit fees, and reproduce all necessary plans and permit applications forms to satisfy submittal requirements. RH2 Deliverables: • Permit application packages to the City. Task 21- Services During Bidding Amended: Task 21 has been modified, in scope only, to remove reference to the Talent Booster Pump design. Objective: Assist the City during the bidding process for the final configuration of the ABPS. Approach: 21.1 Develop bid documents from finalized plans and specifications. Provide a PDF version of plans and specifications to the City. 21.2 Respond to RFIs from vendors and bidders during the bidding process, as requested by the City. 21.3 Issue up to one (1) addendum to clarify, revise, or change construction plans, technical specifications, or project conditions during the bidding process. 21.4 Assist the City in negotiating additional work and/or cost changes for additional services within the initial contract with the contractor, if needed. 21.5 Attend the bid opening, assist City in tabulating the bid results, and reviewing bids. 21.6 Review bidder qualifications and prepare a recommendation to the City for project award. Assumptions: • Six (6) sets of half-sized (11 X 17) plans and specification documents will be produced, with four (4) sets for City staff and two (2) sets for RH2. • The ABPS modifications will bid as a single construction contract through the City's standard bidding and construction procurementprocesses. • The City will pay for bid document reproduction and bid advertisement fees directly. • There will be no pre-bid conference. 4 3/31/15 2:20 PM %:\Bothcll\Data\COA\1014-033\00 Contracts and PM\Contract- City\Amcnd No. 1 SOW TAP Intcrtic.docx ORIGINAL--LPAGE NO Ci of Ashland OF PAGES tY Amendment No. 1 - Exhi ><t TAP Intertie Project Phase 4, Final Pump Station Design, SDB, & SDC Scope of Work City of Ashland Deliverables: • Bid tabulation. • Review of contractor qualifications. • Issuance of letter of recommendation. RH2 Deliverables: • Bid documents and addendum, if required, in PDF electronic format. • Technical responses to vendors and bidders during the advertisement phase, in electronic PDF format as required. • Up to one (1) addendum. Tasks 22- Services During Construction Amended: Task 22 has been modified in scope only to remove reference to the Talent Booster Pump design. Objective: Assist the City with construction observation and record keeping. RH2 will take the lead role in construction contract administration for the ABPS construction. The City will assist with construction observation for pump station construction; RH2 will provide technical support. Approach: 22.1 Prepare documentation for and conduct the pre-construction meeting. Prepare the meeting minutes. 22.2 Review submittals, shop drawings, and catalog submittals. 22.3 Review written RFIs and change order proposals, and provide written responses, as required. Work with the City to negotiate additional work by the contractor, as needed. 22.4 Review pay requests from the contractor. 22.5 Perform on-site construction observation, as-needed, with City staff 22.6 Attend, in person or by phone, periodic construction progress meetings. 22.7 Participate in station startup and testing. 22.8 Assist with development of the punch list and recommendation of substantial completion. 22.9 Assist with final on-site observation and recommendation for project acceptance. 22.10 Prepare operations manual for emergency use. 22.11 Prepare record drawings. Assumptions: • Contractor will provide construction staking, if required. • The City will contract directly for any required special inspections or services. 5 3/31/15 2:20 PM 'L:\Bothc11\Data\COA\1014033\00 Contracts and PM\Contract- City\Amcnd No. 1 SOW TAP Intertie.docx ORIGINAL DACE NO.~J_OF_~LPAGES City of Ashland Amendment No.1- Exhibit A TAP Intertie Project Phase 4, Final Pump Station Design, SDB, & SDC Scope of Work • The Scope of Work and Fee Estimate are based on the assumption that typical hours and days will be worked by the contractor during the construction schedule. If additional crews or increased hours are worked by the contractor, this Scope of Work and Fee Estimate may need to be adjusted to include additional observation and technical support effort. BH2 has budgeted for 12 week of construction, including 15 hours per week of onsite observation. • Additional services will require modification to KH2's Scope of fork and budget. RH2 Deliverables: • Attendance at the pre-construction conference and preparation of agendas and minutes. • Written responses for shop drawings and submittals, RFIs, and change orders in electronic PDF format. • Review of pay estimates, change order negotiation, and preparation of documents to execute change orders. • Preparation of on-site observation reports. • Preparation of final punch list. • Final on-site observation and recommendation letter for project acceptance. • Preparation of construction record drawings, one (1) set electronically submitted in PDF format. • One (1) hard copy of the Operations manual. 6 3/31/15 2:20 PM Z:\Bothcll\Data\COA\1014-033\00 Contracts and PM\Contract - City\Amcnd No. 1 SOW TAP Intertic.docx EXHIBITB ORIGINAL~PAGE NO J OF PAGES City of Ashland TAP Emergency Intgrtie Project Amendment No. 1 PHASE 4 FINAL PUMP STATION DESIGN AND CONSTRUCTION Estimate of Time and Expense Description Hours Total Labor SubconsulltaM Total Expense Total Cost Tots PHASE 4 - FINAL PUMP STATION DESIGN AND CONSTRUCTION Task 19 Ashland Booster Pump Station • Final Design 19.1 Preliminary Site Survey 10 $ 1,462 $ 1,783 $ 64 $ 3,309 19.2 Environmental Permitting 14 $ 2,170 $ 5,750 $ 54 $ 7,974 19.3 Preliminary Design 22 $ 3,590 $ - $ 174 $ 3,764 19.4 General Plans 44 $ 6,276 $ - $ 816 $ 7,092 19.5 ABPS Site and Utility Design 85 $ 12,506 $ - $ 1,247 $ 13,753 19.6 ABPS Architectural and Structural Design 138 $ 19,322 $ - $ 2,655 $ 21,977 19.7 ABPS Mechanical Design 100 S 14,236 $ - $ 2,033 $ 16,269 19.8 ABPS Electrical and Control Design 97 $ 14,721 $ - $ 1,688 $ 16,409 19.9 Bid Documents and Technical Specifications 98 $ 13,660 $ - $ 11056 $ 14,716 19.10 City of Ashland Review 54 $ 8,676 $ - $ 1,136 $ 9,812 19.11 In-house ONQC 52 $ 8,852 $ - $ 658 $ 9,510 19.12 Finalize Design 26 $ 3,824 $ - $ 969 $ 4,793 Subtotal 740 $ 109,295 $ 7,533 $ 12,550 $ 129,377 Task 20 Permitting 20.1 Prepare Building Permit Submittal Packages for OHA 18 $ 2,528 $ - $ 464 $ 2,992 20.2 Prepare Building Permit Submittal Package 40 $ 5,704 $ - $ 1,236 $ 6,940 Subtotal SS $ 8,232 $ - $ 1,700 $ 9,932 Task 21 Services During Bidding 21.1 Develop Bid Documents 8 $ 1,164 $ - $ 29 $ 1,193 21.2 Response to Bidder Questions 12 $ 1,904 $ - $ 132 $ 2,036 21.3 Issue up to one (1) Addendum 18 $ 2,706 $ - $ 234 $ 2,940 21.4 Assist with Additional Contract Negotiation 14 $ 2,312 $ - $ 58 $ 2,370 21.5 Attend Bid Opening and Assist with Tabulation/Compliance 8 $ 1,216 $ - $ 32 $ 1,248 21.6 Review Bidder Qualifications and Prepare Award Recommendation 3 $ 504 $ - $ 13 $ 517 Subtotal 63 $ 9,806 $ - $ 498 $ 10,304 Task 22 Services During Construction 22.1 Prepare Documentation for/and Conduct Pre-construction Meeting 20 $ 1,836 $ - $ 3,033 $ 5,869 22.2 Submittals Review 80 $ 11,358 $ - $ 320 $ 11,678 22.3 Change Order and RFI Review 40 $ 5,930 $ $ 524 $ 6,454 22.4 Review Pay Requests 31 $ 4,434 $ - $ 415 $ 4,849 22.5 On-site Construction Observation 176 $ 23,352 $ - $ 998 $ 24,350 22.6 Attend Construction Progress Meetings 39 $ 5,574 $ - $ 351 $ 5,925 223 Participate in Equipment Startup and Testing 56 $ 8,264 $ - $ 263 $ 8,527 22.8 Develop Punch List/Substantial Completion 35 $ 5,328 $ - $ 138 $ 5,466 22.9 Final On-site Observation/Acceptance 25 $ 3,740 $ - $ 94 $ 3,834 22.10 Prepare Operations Manual for Emergency Use 68 $ 9,870 $ - $ 265 $ 10,135 22.11 Prepare Record Drawings 34 $ 4,642 $ - $ 1,639 $ 6,281 Subtotal 604 $ 85,328 $ - $ 8,038 $ 93,366 AMENDMENT NO. 1 TOTAL 1465 $ 212,661 $ 7,533 $ 22,786 $ 242,979 ORIGINAL PHASE 4 TOTAL 1533 $ 204,016 $ - $ 23,789 $ 227,805 NET CHANGE TO PHASE NO.4 -68 $ 8,645 $ 7,533 $ (1,003) $ 15,174 3/31/20152:25 PM Z:\Bothe11\Data\C0A\1014-033\00 Contracts and PM\Contract - City\Amend No. 1 FEE TAP Intertie.xlsx ORIGINAL-J-PAGE NO OF-2-PAGES R rN I1vG nYC. C OG _ CLASSIFICATION ATt{ C"WSWICATION RATE Professional IX - - - - $194.00 Technician IV $91 - - - Professional VIII $194.00 - - - - - .00 - Yin III $85.00 Professional -VII $185.00 - - - - - Technician II $79.00 9.00 I Professional vi $172.00 Technician $71.00 Professional -V - - $160.00 Administrative v $125.00 Professional IV - - - - $_151.00 Administrative 104.00 .00 Administrative III $88.00 Professional III - - - - $141.00 Administrative - Professional j1__ $72.00 11 ------------------------------$135:00 Administrative I - $61.00 .00 Professional I $126.00 - - ` -tF h f In-house copies (each) 8.5" X 11 $0.09 CAD Plots Large` $25.00 - - - In-house copies (each) 8.5" X 14" $0.14 - - CAD Plots Full Size $__10.00 In-house copies (each) 11" X 17" $2 50 $0.20 CAD Plots ize In-house copies (color) (each) 8_.5"_X__1_1 " "H---'--alf S"-'-' $0.90 CAD System Per Hour $27.50 In-house copies (color) (each) 8.5"-X--14 - - - t $1---.20 GIS System Per Hour In-house copies (color) (each) 11 X_17_ " $2,00 - $27---------.50 _ . _ _ _ Technology Charge 2.5% of Direct Labor Mileage Current IRS Rate 7': Jx , zkm 1 n Ql4~ ? for gRtm [eea, -T-fb data, reeU~tnphtca cottnecb poata~e ab ti -titljea& reblexF i aVel qes that acct nEc cy ' Lthc l~oc~lt onoFt 4Fi~1 flicns±t s tQta~Gsll Y.iddotill d elsewhere lu tLt WAR b~bvaa4kd at cnat. 4 Atl !!txon~n(tanE Ces am billed at cvsc p1PS I596. ~ ~GRS-IrbRATFS Races listed hae arc a motel 44", ct tE schedule of rates and charges is used for billitlg~tYppSes PaymctK far wa~lc accomplished stiAfI bq,bascd o the h vxr ,ratoy and wWerises in effect at the time of billing as stateii in this E?xinbit l/i1RA 15228 PM r~wnvcowunla-m3m cam,,,.. ma eM~c®.n - c.y~.~a rvo. 1 2neimou....~ t Page 1 i 1 ASHLAND 20 E MAW ST. 4129120`14 12224 ASHLAND, OR 97620 X541) 488.5300' VENDOR, M8543 snip To AshlandPUUlicWorlts R142 ENGINEERING, INC 0541) 4885587 22722 29TFI bRIVE St; 511NINBURN WAY SU1 FE210 ASHLAND, OR 97520 1 t30'rHELL, WA 90021 FOB paint: . Req. No`. Tem!3, Net pepf.z Req, Del. Date. Contact: Scoft l-leurv lust, .Conffrmfng? No ~ n y ,-U t° .YK. eT~ ~ ..t-'..17 a ,:V T y:• C. tia t~,'1t~ nf -•i'?-C~•j" 't.ryi'• -N~$4 ~ t(d ~s.'~,+;w_,y., ~_x• r.,,4+;. •~.;t . - _..tt'nit:'Priae'•.:••.: < ::..PrIso• . EngineeringTap lntertle 9.48,979.00 Confractfor Personal Services peginningl date: 0310112014 - Gompletion datb: 06/30/2015 SUBTOTAL 948 979-QO BILL To: Account Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 541-552-20M' TOTAL 948979.00 ASMAND. OR 97,520 Jccaunt NiiinberYr:i Projecfilumher K A~riatin ;;:,AccrZUnalCuriiber~ = v.-' _ Am f' ,_'~,~.~'ro3eoti~ium~el~:°- oun 1; 67808.15-00.70420 E 200S08.100 948 979.00 V> N AuthoemWCSignature bORGOPY Page 1 / 1 CITY OF r; C' ASHLAND y "~a e a > .o.. ATE PO NUMBER 20 E MAIN ST. 7/1/2014 12224 ASHLAND, OR 97520 (541) 488-5300 VENDOR: 018543 SHIP To: Ashland Public Works RH2 ENGINEERING, INC (541) 488-5587 22722 29TH DRIVE SE 51 WINBURN WAY SUITE 210 ASHLAND, OR 97520 BOTHELL, WA 98021 FOB Point: Req. No.: Terms: Net Dept.: Req. Del. Date: Contact: Scott Fleury Special Inst: Confirming? No Quantity Unit Description Unit Price Ext. Price THIS IS A REVISED PURCHASE ORDER Enqineerinq Tap Intertie 948,979.00 Contract for Personal Services Beqinninq date: 03/01/2014 Completion date: 06/30/2015 Processed chanqe order 04114/2015 15,174.00 Per attached contract addendum dated April 8, 2015, Phase 4, Final Pump Station Desiqn, Services during Biddinq & Construction, Completion date has been extended to October 1, 2016 SUBTOTAL 964153.00 BILL To: Account Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 541-552-2010 TOTAL 964,153.00 ASHLAND, OR 97520 Account Number Project Number Amount` . Account Number Project Number Amount E 670.08.15.00.70420 E 200808.100 964 153.00 Author' d Signature VENDOR COPY FORM #10 CITY OF CONTRACT AMENDMENT APPROVAL REQUEST FORM Request for a Change Order LAND i Name of Supplier) Contractor/ Consultant: Q~2rSCotNftZ~tStr STotal amount of this contract amendment: Purchase Order Number:' r ZZ2~1 Title / Description: ~~cattyse2t~t{~ - S~t"~'Elz.~FE. $ r5 t " Per attached contract amendment Contract Amendment Original contract amount $ 100 % of original contract Total amount of previous contract amendments too % of original contract Amount of this contract amendment l 51(7 q 1-16f- % of original contract TOTAL AMOUNT OF CONTRACT $ QI;q l53 Ibt•(- % 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 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 y- NO* (If "NO", requires Council approval / 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 cumulative REQUEST FOR PROPOSAL EXEMPTION PURSUANT TO AMC 2.50 amendments :5 $6,000. ❑ "YES", the total amount of cumulative amendments ❑ "YES", the total amount of original contract and ❑ If "NO", amount exceeding authority requires s 25% of original contract amount or $250,000 cumulative amendments s $100K for Goods & Services, s Council approval. Attach copy of Council whichever is less. $75K for Personall5aw s, < 501 o to ey Fees. Communication. ❑ If "NO", amount exceeding authority requires ❑ If "NO", gp nt exceeding authority requires uncil ❑ Exempt - Reason: Council approval. Attach copy of Council approyal-7 ch copy of Council Communication. PERSONAL SERVICES Communication. []"'Exempt-Reason: \ ❑ "YES", Direct appointment s $35,000 ❑ Exempt- Reason: / ❑ If "NO", requires approval. / INTERMEDIATE PROCUREMENT SOLE SOURCE EMERGENCY PROCUREMENT Goods & Services .$5,000 to $100,000 ❑ "YES", the total amount of cumulative amendmen © Written Findings: Document the nature of the Personal Services - $5.000 to $75.000 s 25% of original contract amount or $250,000 emergency, including necessity"and"circumstances "YES", the total amount of cumulative whichever is less. re 'rnng-the contract amendment amendments :5 25% of original contract amount C1 If El If "NO", amount exceeding authority requires r W Obtain direction and written approval from City "NO", amount exceeding authority requires Council Council approval. Attach copy of Council Administrator approval. Attach copy of Council Communication. Communication, pplicable, attach-copy-of C until-Eo n ❑ Exem t- Reason: ❑ Exem t- Reason: ❑ m pt- Reason: SPECIAL PROCUREMENT INTERGOVERNMENTAL AGREEMENT ❑ "YES", the total amount of original contract and cumulative amendments are ❑ "YES", the original contract was approved by City Council. within the amount and terms initially approved by Council as a Special Provide date approved by City Council: (Date) 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 co of Council Communication. Project Number Za~~ - 03 Account Number _00-cS -6- 00 --704Zob Account Number _ - _ *Expenditure must be charged to the appropriate account numbers for the financials to reflect the actual expenditures accurately. Attache a pages if needed. Employee Signature: 1 Department Head Signature: C (Total a0ou9t9f contract $5,000) City Administrator: G - Equal to orgrea r th n $25,000 or 10%} E / NO _ Yr /S..._ Funds appropriated for current fiscal year.' Y ( Finance Director (Equaltoor reaterthan$5,000) Date Comments: Form #10 - Contract Amendment Approval Request Form, Request for a Change Order, Page 1 of 1, 4/8/2015