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Home My WebLink About2015-359 CONT Chg Order #1 - Carols Colors CITY OF -ASHLAND DEPARTMENT OF PUBLIC WORKS CONTRACT CHANGE ORDER NO. 1 PROJECT: Helman/North Main Median Landscaping Improvemem DATE: 12/28/15 LOCATION: Heiman / North Main Median PROJECT NO.: 13251 CONTRACTOR Carols Colors This additional work is associated with the required installation and landscape improvements at Heiman / North Main Median, aka "Gilligan's Island. This Change Order extends the contract completion date to January 15, 2016. Item No. 11 Description Quantity Unit Price 11 Amount Item #1 Cover gravel edge along curb Per attached with mulch and revisit in spring Invoice to bring up grade if too much I LS $100.00 $ 100.00 Item 42 Remove soil and mulch along Per attached sidewalk to approximately 4" Quote deep x 4" wide and replace with I LS $130.00 $ 130.00 Item 43 Install suggested irrigation Per attached modifications per Hunter Quote Irrigation suggestions. (see task I LS $70.00 $ 70.00 Total Change Order Original Contract Total $ 18,697.00 Revised Contract Total $ 300.00 PERCENT CHANGE OF ORIGINAL CONTRACT 1.6% Prepared By: ~ l y 5~r yr w 112- IL~- (5 1 r, ect Manager Date Recommended By: l 124 Lt->It- eri Servic Manager Date j~c-Tl N y « Approved By: blic Wo s Direct Date Accepted By: Carols Colors Landscaping 87 West Nevada Ashland, O 975 0 L Z c~ 15~ Contract r esenta ' e Date ENGINEERING Tel: 541-488-5347 20 E_ Main Street Fax: 541-488-6006 Ashland. Oregon 97520 TTY: 800-735-2900 poi- ashland.or. us 11 AJuliesVGilligan's IslandACarols Colors Change Order 12.28. 15 .Jsy CAROL'S COLORS LANDSCAPING Maintenance and Construction 87 W. Nevada St, Ashland, OR 97520 541-535-7074 www.carolscolors.com FAX 541-708-0946 CityAshland 12-23-15 Date: December 23, 2015 Name: City of Ashland: Gilligan's Island Property Address: Billing Address: Contact Information: Julie Smitherman: Landscape Development Proposal: Costs of New Tasks for Gilligan's Island ➢ Cover gravel edge along curb with mulch and revisit in spring to bring up grade if too much settling has occurred Bid: $100.00 ➢ Remove soil and mulch along sidewalk to approximately 4" deep x 4" wide and replace with drain rock and cover with 2" of mulch to help direct run off Bid: $130.00 ➢ Regrade soil and mulch around plantings to smooth existing shoe impressions, in late spring if needed ➢ Contact LA and Julie Smitherman at irrigation start up to review installation, timer schedule and watering details ➢ Contact Julie Smitherman regularly to review watering schedule and needs throughout summer months 2016 Bid: The above are covered in original bid: One Year Maintenance ➢ Install suggested irrigation modifications per Hunters suggestions Bid: $70.00 On task list #3 & #6 will be handled by the City of Ashland. Hunter does not make a battery operated moisture sensor ACCEPTANCE You are hereby authorized to furnish all material, equipment and labor required to complete the work described in the above proposal, for which the undersigned agrees to pay the amount stated in said proposal and according to the terms thereof. Any change involving extra cost of labor or materials will be executed upon submission and acceptance of a written change order. In the event this account is referred to collection you agree to pay all costs of collection. The proposal is accepted by the client signing and returning this contract or by accepting any of the work described on the proposal. Accepted by the City of Ashland Date Accepted by Penny Fullmer for Carol's Colors Date Page 1 of 2 Licensing- We are a fully licensed and insured company holding the following licenses: • Oregon Landscape Contractors License #9055 (including Irrigation and Backflow categories) • Oregon Pesticide Applicators License #AG-L1 020578CPO (including Ornamental Insecticide & Fungicide and Herbicide categories) Warranty- All plant material will be guaranteed for 1 year from date of completion based on a fully functional irrigation system. Damage or loss of plant materials due to vandalism, freezing or acts of neglect by others, is exempt from Contractor's replacement responsibility. Irrigation parts, low voltage lighting and workmanship are guaranteed for 1 year from date of project completion. Follow ups for complete irrigation installation- We will provide you with a laminated legend of your system listing the zone numbers and what areas they cover to be placed in your control box for easy reference. We will either winterize or turn-on your system the first year- free of charge. -The winterization phase of this service protects your system against freezing by draining the water from vulnerable areas. -The Turn-on phase of this service includes manually running through the system and checking for breaks and/or coverage adjustments. (Repairs are free if they are a result of faulty materials or workmanship on our part, otherwise they can be done at a rate of $65/hr.) References: Oregon Shakespeare Festival Susan Sullivan P.O. Box 158 305 Stoneridge Ashland, Oregon Ashland, Oregon 97520 Scott 541-482-2111 ext 385 541-512-9684 Reid Hanna Peter & Sharon Potemkin 1101 Siskiyou 195 Carolyn Court Ashland, Oregon Talent, Oregon Tom Reid 541-944-4149 541-482-3711 David Bryant & Mary Zarc Rick & Alison Penfield 551 Strawberry Lane 100 Ridge Rd. Ashland, OR 97520 Ashland, OR 415-786-5589 541-482-7557 Please call our references. We are proud of our track record. Landscape/Irrigation Contractors License #9055 Landscape Contractors Board 2111 Front Ste NE Ste 2-101 Salem, Oregon 97301 (503) 967-6291 Page 2 of 2 Julie Smitherman From: Laurie Sager [lauriesager@lauriesager.com] Sent: Monday, December 21, 2015 2:37 PM To: Julie Smitherman Cc: Mike Faught; 'Clint Brown' Subject: Gilligan's Island Walk through Julie, Great to see you on Friday and to see the project installed at N Main. Per our walk through, here is a draft punch list for your review and adds as needed. If all looks good, I can forward on a final to Carols Colors, or you can send on, just let me know. 1. Cover gravel edge along curb with mulch and revisit in spring to bring up grade is too much settling has occurred. 2. Remove soil and mulch along sidewalk to approximately 4" deep x 4" wide and replace with drain rock and cover with 2" of mulch to help direct run off. 3. Coordinate with Parks to decommission controller wires for one year. 4. Regrade soil and mulch around plantings to smooth existing shoe impressions, in late spring if needed. 4. Contact LA and Julie Smitherman at irrigation start up to review installation, timer schedule and watering details. 5. Contact Julie Smitherman regularly to review watering schedule and needs throughout summer months 2016. 6. City Public Works shall research and repair drain at low point crossing. 7. Carols Colors shall install suggested irrigation modifications per Hunters suggestions to Ben (see email) in coordination with Julie Smitherman. Laurie Thornton Laurie Sager & Associates 700 Mistletoe Road Suite 201 Ashland, Oregon 97520 P 541 488 1446 F 541 488 0636 www.lauriesager.com 1 Julie Smitherman From: Ben Graffis [ben@caro[scolorslandscaping.com] Sent: Friday, December 18, 2015 11:06 AM To: Julie Smitherman Cc: lauriesager@lauriesager.com Subject: Gilligan's island Hello, I spoke with Danny at hunter regarding auto flush valve, air relief valve and soil moisture meters. Danny said we only need to flush system one time in the spring for two minutes and then if any repairs are done to flush the system after repairs are completed. His thoughts were to have a ball valve to flush system and install a sprinkler head as an indicator where the air relief valve is to indicate when irrigation system is operating and or indicate when the system has a leak. Hunter is willing to donate soil moisture meters and a controller if we can provide AC power for controller. We will go ahead with switching out the flush valve and air relief valve to a ball valve and sprinkler head. Let me know about the power availability for the soil moisture meters and we can move forward with them. Thanks Ben Graffis Carols colors i Page 1 / 1 CITY OF ASHLAND DATE PO NUMBER 20 E MAIN ST. 11/20/2015 13251 ASHLAND, OR 97520 (541) 488-5300 VENDOR: 006991 SHIP i o: Ashland Public Works CAROL'S COLORS (541) 488-5587 P 0 BOX 1169 51 WINBURN WAY PHOENIX, OR 97535 ASHLAND, OR 97520 FOB Point: Ashland, Oregon Req. No.: Terms: Net Dept.: Req. Del. Date: contact: Julie Smitherman Special Inst: Confirming? No Quantity Unit Description Unit Price Ext. Price Landscape improvements on the 18,697.00 Main/Helman Street median Contract for Goods and Services Beginning date: 12/11/2015 Completion date: 12/31/2015 i SUBTOTAL 18 697.00 BILL TO: Account Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 541-552-2010 TOTAL 18,697.00 ASHLAND, OR 97520 Account Number Project Number Amount Account ,Dumber Project Number Amount E 670.08.15.00.60410 18,697.00 i t Authorj*d Signature { VENDOR COPY Page 1 / 1 y. CITY OF ASHLAND DATE PO NUMBER 'A& 20 E MAIN ST. 11/20/2015 13251 ASHLAND, OR 97520 (541) 488-5300 VENDOR: 006991 SHIP TO: Ashland Public Works CAROL'S COLORS (541) 488-5587 87 W NEVADA 51 WINBURN WAY ASHLAND, OR 97520 ASHLAND, OR 97520 FOB Point: Ashland, Oreqon Req. No.: Terms: Net Dept.: Req. Del. Date: Contact: Julie Smitherman Special Inst: Confirming? NO Quantity Unit Description Unit Price Ext. Price THIS IS A REVISED PURCHASE ORDER Landscape improvements on the 18,697.00 Main/Helman Street median Contract for Goods and Services Beqinninq date: 12/11/2015 Completion date: 12/31/2015 Processed chanqe order 01/05/2016 300.00 Chanqe Order No. 1 (Also chanqed a/c # for line item #2 per Julie's email, Jamie corrected a/c # for line item #1 prior to processing payment) i SUBTOTAL 18 997.00 BILL TO: Account Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 541-552-2010 TOTAL 18, 997.00 ASHLAND, OR 97520 Account Number Project Number Amount Account Number Project Number Amount E 260.08.11.00.60410 .300.00 E 670.08.15.00.60410 18 697.00 AuthoriZ~`8 Signat re VENDOR COPY FORM #io CITY OF CONTRACT AMENDMENT APPROVAL REQUEST FORM S H LA Request for a Change Order N Name of Supplier / Contractor ) Consultant: Carols Colors „Total amount of this contract amendment: Purchase Order Number: 13251 Title 1 Description: Landscape improvements on the Main/Helman Street Median $300.00 ® Per attached contract amendment OContract Amendment Original contract amount $ $18,697 100 % of original contract Total amount of previous contract amendments $0 0 % of original contract Amount of this contract amendment $300 1.6 % of original contract TOTAL AMOUNT' OF CONTRACT $ $18,997 101.6 % 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 X 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 :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 :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: ❑ Exem t-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 Account NumberL?C-C9- 6 -CC-(vo,/100 *Expenditure must be charged to the appropriate account numbers for the financials to reflect the actual expenditures accurately. Attach extra pages if needed. Employee Signature: Department Head Signature: t< < (P - ~Zf -261 t~ (FFNaL y of cor tract.? $5,000) City Administrator: (Equal to or greater than 700, or 10%) Funds appropriated for current fiscal year NO f / / Finance Director (Equal to or greater than $5,000) / bate Comments: Form #10 - Contract Amendment Approval Request Form, Request for a Change Order, Page 1 of 1, 12/28/2015