The URL can be used to link to this page

Home My WebLink About2015-163 CONT Addendum - Covey Pardee Landscape Architects • - 295 East Main, No. 8, Ashland, OR 97520 / 541 552 1015 / greg covey Ilc / coveypardee.com LANDSCAPE ARCHITECTS June 8, 2015 Brad Barber Project Manager/ Surveyor City of Ashland, Public Works 20 East Main Street, Ashland OR 97520 Re: Independent Way-Tree Protection and Removal Plan Contract Amendment Request Dear Brad: As we have discussed previously with Mike Faught and you, our tasks for the City's portion of the Independent Way project have expanded beyond our original scope of work. These additional services include preparation of the Water Resource Protection Plan, tagging existing trees on site, and coordination and site meetings with CSA Planning. We are requesting additional fees to cover extra services already performed, as well as upcoming work for the Tree and Planning Commission hearings in July. The following is a summary of our current and future invoices: Billed to date (through 3/30/15) _ $4,900 June invoice (through 5/31/15) _ $675 Future work (for July hearings) - $675 Amended Total = $6,250 Original Contract Amount - $5,000 Additional Fee Requested = $1,250 Our services for this contract, including the amendment, do not include preparation of construction documents. Please contact me if you need additional information. Sincerely, Greg Covey Covey Pardee Landscape Architects Page 1 / 1 CITY OF i AS H LAN D DATE PO NUMBER ,20 E MAIN ST. 12/15/2014 12640 ASHLAND, OR 97520 (541) 488-5300 VENDOR: 016982 SHIP TO: Ashland Public Works COVEY PARDEE (541) 488-5587 295 EAST MAIN STREET STE 8 51 WINBURN WAY ASHLAND, OR 97520 ASHLAND, OR 97520 FOB Point: Ashland, Oreqon Req. No.: Terms: Net Dept.: Req. Del. Date: Contact: Scott Fleurv Special Inst: Confirming? NO Quantity Unit Description Unit Price Ext. Price THIS IS A REVISED PURCHASE ORDER Tree Protection and Removal Plan 5,000.00 Independent Way Covey Pardee to provide appropriate tree protection and removal plan for the riqht of way development of Independent Wav (Washington St. extension per TSP). Tree protection and removal plan to meet all City of Ashland Planninq requirements for development of street improvements within public riqht of wav. Contract for Personal Services Beqinninq date: (blank) Completion date: 06/30/2015 Processed chanqe order 06/19/2015 1,250.00 Per attached letter from Covev SUBTOTAL 6,250.00 BILL TO: Account Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 541-552-2010 TOTAL 6,250.00 ASHLAND, OR 97520 Account Number Project Number Amount Account Number Project Number Amount E 260.08.12.00.70420 E 201325.999 6,250.00 Authorizgnature VENDOR COPY 1r rL FORM 410 CITY OF CONTRACT AMENDMENT APPROVAL REQUEST FORM ASHLAND Request for a Change Order Name of Supplier 1 Contractor I Consultant: P~~EF;:- Total amount of this contract amendment: Purchase Order Number: 17-(-40 Title 1 Description: 2e,;F I r Z16.° coy t,~crEG_~ 3~~oi6 d Per attached contract amendment Contract Amendment Original contract amount $ 100 % of original contract Total amount of previous contract amendments ~ % of original contract Amount of this contract amendment 125b -LS % of original contract TOTAL AMOUNT OF CONTRACT ~?So t725 % 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 NO* (If "NO", requires Council approval 1 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", amount exceeding authority requires Council approval. ❑ Contract amendment approved and signed by City Administrator. Attach co of Council Communication. Project Number 2013 - -25 Account Number 2(,:0- t%- 12-C)0-Zf3AzC0 AccountNumber__--__-_ *Expenditure must be charged to the appro riate account numbers for the financials to reflect the actual expenditures accurately. Attach xtra pages if needed. Employee Signature: Department Head Signature: r, ~~Qe ~IS (Total a. nount of contract? $5,000) City Administrator: (Equal to or greater th 25,000 or 10%) Funds appropriated for current fiscal year YES / NO / an/ q i r Finance Director (Equal to org aterthan $5,000) Qdte Comments: w~u«~`t~ut~~tc- . cuc.rEY ~1~zDEE Ls fm L- ro -B-l S ~~x ~cri `~reiacp A D0 %,Rt 4JM- Wlb eEO~ tz~-o Tb ArocS~-t Form #10 - Contract Amendment Approval Request Form, Request for a Change Order, Page 1 of 1, 6/5/2015