The URL can be used to link to this page

Home My WebLink About2015-206 CONT Addendum - Automated Valve Services ADDENDUM TO CITY OF ASHLAND CONTRACT FOR GOODS AND SERVICES LESS THAN $25,000 Addendum made this 20th day of July, 2015, between the City of Ashland ("City") and Automated Valve Services, Inc. ("Contractor"). Recitals: A. On July 1St, 2015, City and Contractor entered into a "City of Ashland Contract for Goods and Services Less than $25,000" (further referred to in this addendum as "the agreement"). B. The parties desire to amend the agreement to increase the compensation to be paid to Contractor. City and Consultant agree to amend the agreement in the following manner: j; q 3(o.M 1,141'`'ti _ 1. To increase the total compensation by $to include the following: A 3%3. 010 M A. Unanticipated Shipping/Handling Fees - $382 B. Prevailing Wage Rate Increase - $1053.00 9 ~c 6~ fYd a r7 The total contract originally was $13,263.80. The increase will total $44;699-. 2. Except as modified above the terms of the agreement shall remain in full force and effect. CONTRACTOR: CI Y OF ASHLAND: BY BY Department Head Its Date DATE Z,/2 Purchase Order # Acct. No.: (For City purposes only) VEc~ AS To F()RRr , Dat 1- CITY OF ASHLAND, ADDENDUM TO CONTRACT FOR GOODS AND SERVICES <$25,000 Whitney Dennis From: COREY BOOTH [coreyavs@gmail. com] Sent: Tuesday, July 28, 2015 11:41 AM To: Whitney Dennis Subject: Re: Addendum to Contract Whatever is easier on your end is fine with me. Corey Booth Automated Valve Services Eim Representative Servicing all brands in the Western States 5302434036 office 5305249725 cell www.avsca.com Sent from my iPhone On Jul 28, 2015, at 8:31 AM, Whitney Dennis <dennisw@ashland.or.us> wrote: Good Morning Corey, I have received the signed original for the addendum to contract. I noticed while processing your invoices that there was a scribers error on the Shipping and Handling fees on the addendum. Currently, the S&H fee is listed as $382.20, however, it should read $383.20. This would result in an increase in contract from $14,699 to $14,700. With your permission, may I change the addendum to reflect this $1.00 increase? Once approved, I will submit for payment. Thanks, W fiitnt 17wtdj Administrative Assistant City of Ashland, Public Works Department 51 Winburn Way, Ashland, OR 97520 DIRECT: 541-552-2427 / TTY: 800-735-2900 / FAX: 541-488-6006 This entail transmission is official business of the City of Ashland, and it is subject to Oregon Public Records Law for disclosure and retention. If y,ou have received this message in error, lilease contact me at (5411552-2427. Thank voi! 1 Whitney Dennis From: Kris Bechtold [bechtoldk@ashland.or.us] Sent: Monday, July 27, 2015 4:36 PM To: 'Whitney Dennis' Subject: $1.00 Hi Whitney... Doug called in.... explained your $1.00 predicament on your contract. He said to email or call the contractor and explain your typo and ask if he or she would agree to your pen change with initials; and if email is available, ask for a confirming email? Kris Bechtold Paralegal to City Attorney City of Ashland / Legal Dept. 20 East Main Street, Ashland, OR 97520 541-488-5350 TTY 1-800-735-2900 541-552-2092 fax bechtoldk@Dashiand.or.us This email transmission is official business of the City of Ashland, and it is subject to Oregon Public Records Law for disclosure and retention. If you have received this message in error, please contact me at (541) 488-5350. 1 EVSCb Invoice AUTOMATED VALVE SERVICES INC. Date Invoice# 13877 JODY LN. 7/9/2015 1455 BELLA VISTA, CA. 96008 Bill To Ship To CITY OF ASHLAND ELECTRIC DEPARTMENT 20 E MAIN ST 90 N. MOUNTAIN AVE. ASHLAND, OR 97520 ASHLAND, OR 97520 S.O. No P.O. Number Terms Rep SHIP No. Net 30 CAB 7/9/2015 Part # Description Quantity Price Each Amount SHIPPING SHIPPING ON VALVE AND ACTUATOR 1 383.20 383.20T We appreciate your business and took forward to working with you in the future! Subtotal $383.20 Sales Tax (0.0%) $0.00 vom.avsca.com Payments/Credits $0.00 PHONE 530.243.4036 FAX 530.365.3495 Balance Due $383.20 OVS00 Invoice AUTOMATED VALVE SERVICES INC. Date Invoice 13877 JODY LN. BELLA VISTA, CA. 96008 7/9/2015 1466 Bill To Ship To CITY OF ASHLAND ELECTRIC DEPARTMENT 20 E MAIN ST 90 N. MOUNTAIN AVE. ASHLAND, OR 97520 ASHLAND, OR 97520 S.O. No P.O. Number Terms Rep SHIP No. Net 30 CAB 7/9/2015 Part # Description Quantity Price Each Amount PREVAILING W... PREVAILING WAGE LABOR (DIFFERENCE FROM 39 27.00 1,053.00 ORIGINAL INVOICE) We appreciate your business and look forward to working with you in the future! Subtotal $1,053.00 Sales Tax (0.0%) $0.00 www.avsca.com Payments/Credits $0.00 PHONE 530.243.4036 FAX 530.365.3495 Balance Due $1,053.00 CITY OF ASHLAND NOTICE OF TRANSMITTAL TO: Dave Kanner DATE: 7-29-2015 PROJECT: 2012-01 JOB NO.: SUBJECT: TID Pump Station - Terrace Street THE FOLLOWING ITEMS ARE BEING SENT TO YOU: ENCLOSED x UNDER SEPARATE COVER REMARKS : Attached please find the Contract Amendment Approval Request and the Addendum to Contract for your review and signature. The increase of the contract is due to prevailing wage rate increases and unanticipated shipping and handling fees. Legal has approved the contract as corrected, per the attached emails. Let me know if you have any additional questions. Department of Public Works By: Whitney Dennis Title: Administrative Assistant PUBLIC WORKS Tel: 541488-5587 20 E. Main Street Fax: 541488-6006 Ashland, Ore on 97520 TTY: 800-735-2900 www.ashland.or.us Page 1 / 1 CITY OF ASHLAND DATE FPO NUMBER 20 E MAIN ST. 7/1!2015 12935 ASHLAND, OR 97520 (541) 488-5300 VENDOR: 015489 SHIP TO: Ashland Public Works AUTOMATED VALVE SERVICES INC (541) 488-5587 915 MERCHANT ST #6 51 WINBURN WAY REDDING, CA 96002 ASHLAND, OR 97520 FOB Point: Ashland, Oreqon Req. No.: Terms: Net Dept.: Req. Del. Date: Contact: Pieter Smeenk Special Inst: Confirming? NO Quantity Unit Description Unit Price Ext. Price THIS IS A REVISED PURCHASE ORDER EIM Actuator, 18" Butterfly Valve and 13,26180 Installation Contract for Goods and Services Beqinninq date: June 2, 2015 Completion date: June 30, 2016 Processed change order 08/05/23015 1,436.20 Per attached contract addendum (additional amount for shipping and prevailinq waqe rate increase) i SUBTOTAL 14 700.00 BILL TO: Account Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 541-552-2010 TOTAL 14,700.00 ASHLAND, OR 97520 Account Number Project Number Amount Account Number Project Number Amount E 670.08.15.00.70420 E 201201.999 14,700.00 Authorizes Signatu a /f~ VENDOR COPY CITY OF ASHLAND July 30, 2015 ATTN: Kari Olson RE: AUTOMATED VALVE SERVICES TID PUMP STATION INSTA` L / EQUIPMENT CONTRACT AMENDMENT Please find enclosed a fully executed copy of the Amendment to Contract and Request Form #10 for the above referenced contractor. Please note that an error was made on the original form and was corrected per Legal di -ection, see attached documentation. 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 9752) (541) 552-2427 denniswQashland. or us PUBLIC WORKSIENGINEERING DIV. 20 East Main Street Tel: 541-488-5347 541-488-6006 Ashland, Oregon 97520 Fax: rTl : 800-735-2900 www.ashland.or.us FORM 910 CITY OF CONTRACT AMENDMENT APPROVAL REQUEST FORM Request for a Change Order ASHLAND Name of Supplier I Contractor I Consultant: Automated Valve Systems Total amount of this contract amendment: Purchase Order Number: 12935 Title I Description: 18" wafer control valve with electronic actuator replacement and installation 1,436.20 ® Per attached contract amendment Contract Amendment Original contract amount I $ 13.263.80 100 % of original contract Total amount of previous contract amendments $ 0.00 0 % of original contract Amount of this contract amendment $ 1,436.20 11 % of original contract TOTAL AMOUNT OF CONTRACT $ 14,700.00 111 % of original contract i 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 COOPERATWE PROCUREMENT, QRF or ❑ "YES", the total amount of contract and cumulative REQUEST FOR PROPOSAL EXEMPTION PURSUANT TO AMC 2.50 amendments s $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 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 :5 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---------- Account Number .670-08-15-00-704200 Account Number - - - - *Expenditure must be charged to the appropriate account numbers for the financials to reflect the actual expenditures accurately. Attach extra ages if needed. Employee Signatures - Department Head Signature: 1.zL Q!k >o _ k CU r (Total amount of contract!, $5,000)l~ City Administrator. -/5 (Equal to or greater tha $25,000 or 10%) Funds appropriated for current fiscal year.- lyE~ / NO AK b Finance Director (Equal to org eater than $5,000) Date Comments: Form #10 - Contract Amendment Approval Request Form, Request for a Change Order, Page 1 of 1, 7/28/2015