HomeMy WebLinkAbout2015-313 CONT Addendum - Alpine Environmental
ADDENDUM TO CITY OF ASHLAND
CONTRACT FOR PERSONAL SERVICES LESS THAN $35,000
Addendum made this 3rd day of November 2015, between the City of Ashland ("City")
and Alpine Environmental Consultants (AEC) ("Consultant").
Recitals:
A. On January 6, 2015 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 for additional work within existing approved scope of services.
City and Consultant agree to amend the agreement in the following manner:
1. The maximum price as specified in the agreement is increased to $21,392.62
2. Except as modified above the terms of the agreement shall remain in full force and
effect.
CON ULTANT: CITY OF ASHLAND:
BY BY
Degartment Head
Its Date It 14 1 lS
T
DATE
Purchase Order # IZ(O 4
Acct. No.: (;zC. 03, jc4, M .'404700 % /
(For CIty purposes only)
1- CITY OF ASHLAND, ADDENDUM TO CONTRACT FOR PERSONAL SERVICES
.00
Alpine Environmental Consultants, LLC
12208 Antioch Road
White City. Oregon 97503
541.944.4635
jtivillianls~alpine-enti-Ile.conl
October 26, 2015
Mr. Scott A. Fleury, Engineering Services Manager
City of Ashland, Public Works
20 East Main Street
Ashland, OR 97520
RE: Change Order Request Associated with Wetland Determination Support for the Bear
Creek Trunkline Project and Wetland Delineation Support for the Oxidation Ditch
Expansion Project
Dear Mr. Fleury,
As you have requested and we have discussed, this letter documents work that has already
been completed by Alpine Environmental Consultants, LLC (AEC) for the City of Ashland (City)
on two City projects. This wetland-related environmental services work was in addition to the
original work scope, was technically appropriate, and was needed so that AEC could submit two
reports to the Oregon Division of State Lands (DSQ in July and August of 2015. This additional
work was completed in support of the City's Bear Creek Trunkline Project for which a wetland
determination report was submitted, and for the City's wastewater treatment plant (WWTP)
for which a wetland delineation report was submitted in support of the future Oxidation Ditch
Project.
Background
Per AEC's proposal dated December 29, 2014, the original budget for completing the
aforementioned wetland-related environmental services work was not to exceed $14,000, with
the work to be completed on a time and materials basis. However, due to unanticipated
conditions, additional labor was required to complete the field and reporting tasks. Total
expenditures to date include the following:
1 1109e Alpine Environmental Consultants, LLC
Mr. Scott Fleury
October 26, 2015
• Work completed during the period March through May 2015, already invoiced, and paid
by the City, $2502.50.
• Work completed during June 2015, already invoiced and paid by the City, $11,605.11.
• Work completed during the period July and August 2015, documented in the attached
invoice, $4,840.
This brings the total cost of work completed to date to $18,947.61. The primary reason for the
budget exceedance to date is associated with the wetland determination for the Bear Creek
Trunkline Project. As described in AEC's proposal dated December 29, 2014, both AEC and the
City had assumed the Bear Creek Trunkline Project would involve a wetland determination
along approximately 6,500 feet of sewer line. However, based on the City's plans and
observations made in the field during the wetland determination work, the actual linear
distance of the Bear Creek Trunkline Project requiring both field observations and report
documentation was approximately 15,000 feet. Additional wetland-related features (i.e.
wetlands, surface water, culverted creeks) were identified along this additional linear distance,
and these features required appropriate documentation to meet DSL and U.S. Army Corps of
Engineers (USACE) requirements.
As we have discussed, occasionally the DSL and/or the USACE will request revisions be made to
reports and/or they will request a field visit to verify the accuracy of reports. Per your request,
AEC has prepared a cost estimate for this type of work, should it be necessary. Assuming 16
hours of labor will be needed by Don Martin and 4 hours of labor will be required by me to
complete this potentially necessary work, the estimated cost calculated consistent with the
schedule of professional fees for these projects is $2,420.
Please feel free to contact me at 541-944-4685 or jilliams@alpine-enc-llc.com if you have any
questions or require additional information to support this change order request.
Sincerely,
Alpine Environmental Consultants, LLC
Jonathan D. Williams, RG
Senior Hydrogeologist, Principal
Attachment: Invoice for Work Completed in July and August 2015
2 Page Alpine Environmental Consultants, LLC
CITY OF
ASHLAND
Council Communication
November 3, 2015 Business Meeting
Approval of a Change Order in Excess of 25% for the Oxidation Ditch Wetland
Delineation
FROM:
Scott A. Fleury, Engineering Services Manager, Public Works/Engineering, fleurys~ashland.onus
SUMMARY
Council is asked to approve a change order in excess of 25% for work required to complete the
wetland delineation for the oxidation ditch expansion project and wetland determination for the Bear
Creek trunkline improvement as specified in the Wastewater Master Plan.
BACKGROUND AND POLICY IMPLICATIONS:
The City is in the process of finalizing loan documents with the Department of Environmental Quality
(DEQ) for construction of a new oxidation ditch and several sewer line improvement projects,
specifically the Bear Creek trunkline project. DEQ rules require applicants to follow the State
Environmental Review Process (SERP) as part of the loan documentation process. The SERP process
allows applicants and DEQ to obtain a better understanding of potential environmental hurdles
associated with infrastructure related projects.
In order to finalize the SERP documents staff contracted with Alpine Environmental Consultants
(AEC) to perform a wetland delineation and wetland determination for the new proposed oxidation
ditch expansion area and along the Bear Creek Trunkline.
AEC in working with staff originally estimated the need to only analyze 5,000 feet of the Bear Creek
Trunkline. Once the project started, AEC consulted with staff, the Army Corp of Engineers and the
Division of State Lands (DSL), and it was determined the complete length of the trunkline should be
analyzed equating to an additional 10,000 feet of wetland determination length. This additional
analysis is the driving factor for a change order on the project. Having a complete wetland
determination for the entire length of the trunkline will also benefit the City on any future upgrades or
repairs along the trunkline outside of where the current master plan calls for improvements.
The change order also takes into account additional hours that may be required to address DSL or
Army Corps questions and field verifications. If no additional work is required these funds will not be
used.
FISCAL IMPLICATIONS:
The additional funds will come from monies budgeted within the current biennium for sewer system
improvement projects, specifically for the Trunkline improvements and the Oxidation Ditch expansion
project.
Pagc 1 of']
11VAL40
CITY OF
ASHLAND
COUNCIL GOALS:
• Maintain existing infrastructure to meet regulatory requirements and minimize life-cycle costs
• Deliver timely life-cycle capital improvement projects
• Maintain and improve infrastructure that enhances the economic vitality of the community
• Evaluate all city infrastructure regarding planning, management, and financial resources
STAFF RECOMMENDATION AND REQUESTED ACTION:
Staff recommends approval of the contract amendment with AEC for an additional $7392.61, as this
work is required to finalize documentation associated with a state revolving fund loan for sewer system
projects. This loan is estimated to have a 1.5% interest rate, which is a substantial difference between
the financial forecast in the master plan of 5% for loans.
SUGGESTED MOTIONS:
I move approval of a contract amendment with AEC for an additional $7367.61
ATTACHMENTS:
• Contract Amendment Form #10
• Alpine Environmental Consultants Memo
Page 2 of 2
Page 1 / 1
CI
TY O F
'7 1 S H LAND DATE PO NUMBER
L E MAIN 97 7/1/2015 12684
rLA& I 20 ST.
ASHLAND, OR 97520
(541) 488-5300
VENDOR: 019195 SHIP TO: Ashland Public Works
ALPINE ENVIRONMENTAL, CONSULTANTS LLC (541) 488-5587
12208 ANTIOCH ROAD 51 WINBURN WAY
WHITE CITY, OR 97503 ASHLAND, OR 97520
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
Wetland Determination Support for the 14,000.00
Bear Creek Trunkline Project and
Wetland Delineation Support for the
Oxidation Ditch Expansion Project, Not
to exceed $14,000.00
Contract for Personal Services
Beqinninq date: 12/01/2014
Completion date: 12/31/2015
Processed chanqe order 11/06/2015 7,367.61
Per attached contract addendum and
letter from Alpine Environmental
Consultants
Approved by Council 11/03/2015
SUBTOTAL 21 367.61
BILL TO: Account Payable TAX 0.00
20 EAST MAIN ST FREIGHT 0.00
541-552-2010 TOTAL 21, 367.61
ASHLAND, OR 97520
Account Number Project Number Amount Account Number Project Number Amount
E 675.08.19.00.70420 E 201320.999 13 034.24
E 675.08.38.00.70420 E 201320.999 8,333.37
VENDOR COPY
Authori " d" d Signature
L FORM #10 CITY OF
CONTRACT AMENDMENT APPROVAL REQUEST FORM
Request for a Change Order PASHLAND
Name of Supplier 1 Contractor 1 Consultant: Alpine Environmental Consultants Total amount of this
contract amendment:
Purchase Order Number: 12684
Title! Description: Wetland determination support for the Bear Creek Trunkline and wetland $
delineation support for the oxidation ditch expansion projects.
❑ Per attached contract amendment
Contract Amendment
Original contract amount $14,000 100 % of original contract
Total amount of previous contract amendments $0.00 % of original contract
Amount of this contract amendment $7367.61 52.6 % of original contract
TOTAL AMOUNT OF CONTRACT $21,367.61 152.6 % 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 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 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 :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: El Exempt- Reason: El 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 2013-20 Account Number 6,76 - OS tt Account Number(-W Pa_33- 919
coc•~e a4~q.2~ fi't' ®~m . 2 3~=~- 3~
*Expenditure must be charged to the appropriate account numbers for the financials to reflect the actual expenditures accurately. Attach eCtra pages if needed.
(Lttt ~ . ..rp+
Employee Signature. Department Head Si nature:s~..17
(total amount of-contract? $5,000)
City Administrator:
(Equal to orgreater~han$25,000 or 10%)
Funds appropriated for current fiscal year (ES / NO GQ r f l ~i s"'
Finance Director (Equal to orgre t rthan $5,000) Date
Comments:
Form #10 -Contract Amendment Approval Request Form, Request for a Change Order, Pagel of 1, 11/4/2015