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Home My WebLink About2015-158 CONT Addendum - Economic & Financial Analysis ADDENDUM TO CITY OF ASHLAND CONTRACT FOR PERSONAL SERVICES LESS THAN $35,000 Addendum made this 511 day of May, 2015, between the City of Ashland ("City") and Economic & Financial Analysis ("Consultant"). Recitals: A. On January 315', 2014 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 increase the compensation to be paid Consultant. City and Consultant agree to amend the agreement in the following manner: 1. The specified agreement is increased by $8,320 to a maximum price of $26.080. 2. Except as modified above the terms of the agreement shall remain in full force and effect. CONSULTANT: CITY_QF_ASHLAND: e C BY BY AG~K~ rtment Head Its Owner Date (S 16' DATE U Purchase Order # Acct. No.: (For City purposes only) 1- CITY OF ASHLAND. ADDENDUM TO CONTRACT FOR PERSONAL SERVICES CITY OF ASHLAND Council Communication May 5, 2015, Business Meeting Contract Amendment for Economic & Financial Analysis FROM: Michael Faught, Public Works Director, Public Works/Engineering, faughtm@ashland.or.us SUMMARY Economic & Financial Analysis (EFA) was awarded a contract to provide financial consulting services to update and adopt the City's transportation, sewer, storm drain and water Systems Development Charges (SDCs). The required work to finish the project has exceeded staff s purchasing authority and thus requires Council approval. BACKGROUND AND POLICY IMPLICATIONS: EFA was awarded a professional services contract in the amount of $14,260 on January 31, 2014 to perform financial consulting services for analysis and adoption of new SDCs. Staff previously processed a change order to increase the amount to $17,760 for extra work incurred during the project. The original amount of the contract was exceeded due to five additional meetings during the SDC Committee review. This previous increase represented the limit of staff approval for additional funds. Staff can only approve change orders to a maximum of 25% of the original contract value. Anything exceeding this must be approved by the Council. In order to finish the SDC adoption process additional funds must be added to the contract and the change order must be approved by Council. EFA will need to complete three SDC reports and attend a City Council meeting in order to obtain final SDC approval. EFA expects this to require an additional $8,320. FISCAL IMPLICATIONS: New Street, Stormwater, Water and Wastewater SDCs were analyzed by staff and the SDC Committee during this process. In order to cover the additional monies, each fund will be charged an additional $2,080 for professional services. Each budget has sufficient funds to support this increase. STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends approval of a contract amendment with EFA in the amount of $8,320. SUGGESTED MOTION: I move to approve a contract amendment with EFA for additional work in the amount of $8,320. ATTACHMENTS: Economic and Financial Contract Amendment Form 410 Page 1 of 1 !Elall Page 1 / 1 . CITY OF ASHLAND DATE PO NUMBER llrnm 20 E MAIN ST. 7/1/2014 12086 ASHLAND, OR 97520 (541) 488-5300 VENDOR: 017090 SHIP To: Ashland Public Works ECONOMIC & FINANCIAL ANALYSIS (541) 488-5587 1409 FRANKLIN STREET SUITE 201 51 WINBURN WAY VANCOUVER, WA 98660 ASHLAND, OR 97520 FOB Point: Req. No.: Terms: Net Dept.: Req. Del. Date: Contact: Mike Fauqht Special Inst: Confirming? No Quantity Unit Description Unit Price Ext. Price THIS IS A REVISED PURCHASE ORDER Financial consulting services to update 14,260.00 and adopt the transportation, sewer and water SDC's. Contract for Personal Services Beginning date: 01/06/2014 Completion date; 12/31/2015 Processed change order 04/11/2014 11,615.00 Per attached email request Remaining open balance $11,615.00 split between four (4) accounts Processed change order 11/05/2014 3,500.00 Additional services required for $3,500.00 Processed change order 06/11/2015 8,320.00 Additional services per attached council communication, approved by City Council on May 5, 2015 SUBTOTAL 37 695.00 BILL TO: Account Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 541-552-2010 TOTAL 37,695.00 ASHLAND, OR 97520 Account Number Project Number Amount Account Number Project Number Amount E 260.08.12.00.60410 7,083.75 E 260.08.17.00.60410 4,983.75 E 670.08.18.00.60410 19 943.75 E 675.08.17.00.60410 5,683.75 Authauked Signature VENDOR COPY LFORM #10 CITY OF CONTRACT AMENDMENT APPROVAL REQUEST FORM Request for a Change Order S H LAN Name of Supplier 1 Contractor I Consultant: Economic & Financial Analysis. Total amount of this contract amendment: Purchase Order Number: 12086 Title/ Description: Financial consulting services to update and adopt the transportation, sewer and $ 8,320.00 water SDCs. ❑ Per attached contract amendment Contract Amendment Original contract amount 14,260 100 % of original contract Total amount of previous contract amendments $ 3,500 25 % of original contract Amount of this contract amendment $ 8,320 58 % of original contract TOTAL AMOUNT OF CONTRACT $ 26,080 183 % 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 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 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 :5 $100K for Goods & Services, s Council approval. Attach copy of Council whichever is less. $75K for Personal Services, < $50K for Attorney Fees. Communication. ® If "NO", amount exceeding authority requires ❑ If "NO", amount exceeding authority requires Council ❑ Exempt- Reason: Council approval. Attach copy of Council approval. Attach copy of Council Communication. PERSONAL SERVICES Communication. ❑ Exempt-Reason: ® "YES", Direct appointments $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 amendments ❑ 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. requiring the contract amendment amendments s 25% of original contract amount. ❑ If ❑ If "NO", amount exceeding authority requires ❑ 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. ❑ If applicable, attach copy of Council Communication ❑ Exempt- Reason: ❑ Exempt-Reason: ❑ Exempt- 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", amdnt ee ing au ongTequires_Co a proval~"~,y~ ❑ Contract amendment approved and signed by City Administrator. Attach co . Council Communication. Project umber: 2014.03 Account Number: 26 .12.00.604100, 260.08.17.00.604100, 670.08.18.00.604100, 675.08.17.00.604100 ('/4 each) 'Expenditure must be charged to the appropriate account numbers for the financials to reflect the actual expenditures accurately. Attac extra pages if needed. Employee Signature: Department Head Siguat.,ure: `w (Total amount of contAci t -v-,~ CityAdministrator: - (Equal to or greater than $2$ 000 or 10%) Funds appropriated for current fiscal year YES,)/ NO S- C`"_ Finance Director (Equal to or greater than $5,000) Date Comments: Form #10 - Contract Amendment Approval Request Form, Request for a Change Order, Page 1 of 1, 5/6/2015 ? CITY OF ASHLAND June 15, 2015 ATTN: Kari Olson RE: ECONOMIC & FINANCIAL ANALYSIS CONSULTING SERVICES TO ADOPT TRANSPORTATION, WATER, SEWER SDC'S ADDENDUM TO ORIGINAL CONTRACT Please find enclosed a fully executed original of the Addendum to contract outlining an increase of $8,320 to the current PO# 12086. The original paperwork of the Amendment Approval Request Form and the back-up documentation has been submitted under a separate cover. Please let me know if you have any additional questions. Thanks, Whitney Dennis Administrative Assistant City of Ashland, Public Works Department 51 Winburn Way, Ashland, OR 97520 (541) 552-2427 denniswCa~ashland.or.us PUBLIC WORKS/ENGINEERING DIV. Tel: 541-488-5347 20 East Main Street Fax: 541-488-6006 Ashland, Oregon 97520 TTY: 800-735-2900 www.ashland.or.us