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Home My WebLink About2020-019 20200165 Knife RiverC I T Y O F -AS H LA N D Parks and Recreation CONTRACT CI IANGE ORDER NO. PROJECT: North Mountain Park Nature Play Area DATE: LOCATION: North Mountain Park PROJECT NO.: CONTRACTOR: Knife River Materials 01 /02/20 646 You are requested to perform the following described work upon receipt of an approved copy of this document or as described by the Engineer: Item No. Description 11 Quanti Unit Price Amount Item # I Over excavation/Bacicfill 14 $69 $ 966.00 Item #2 B/I-I/P To sil 1 3296 $ 3,296.00 Item #3 Boulder Credit 1 -1200 $ 1,200.00 Item #4 Added Chain Link Fence 1 3666.6 $ 3,666.60 Item #5 $ - Total this Change Ordcr $ 6,728.60 Previous Change Order $ - Original Contract Total $ 157,235:00 Revised Contract Total $ 163,963.60 PERCENT CIIANGE OF ORIGINAL CONTRACT 4.1% The time provided for completion of this contract is increased by no calendar clays. This document shall become an amendment to the contract and all provisions of the contlVc vill apply. Recommended By: Pi;p cct Manager Date Approved By: Director Dat Accepted By: So ii �-r Q 6 -ZOW Coral actor Date APRC 20 F Main Street ""+�• Ashl-nd, Oregon 97520 '" wMhland.or.ns Invoice C'4 KNIFE RIVER MATERIALS r o naarnsem nxr PROJECr:j North Mountain Park Nature Play Area, Project No. 000646 JOB #: 16191129 PERIOD: IThru December, 2019 INVOICE# �2 Owner: North Mountain Nature Center Attn: Libby VanWyhe Date Submitted: 12/27/2019 ITEM # DESCRIPTION UNITS BID QUANTITY UNIT PRICE BID AMOUNT QUANTITY TO DATE AMOUNT TO DATE PREVIOUS QUANTITY PREVIOUS AMOUNT QUANTITY THIS EST AMOUNT THIS EST EXTRA WORKS EW#01- Over excavation/Backfill CY 30 $69.00 $2,070.00 14.00 966.00 14.00 $ 966.00 EW#02 - B/H/P Topsoil LS 1 $3,296.00 $3,296.00 1.00 3,296.00 1.00 $ 3,296.00 EW#03 - Boulder Credit LS 1 ($1,200.00) ($1,200.00) 1.00 (1,200.00) 1.00 .$ (1,200.00) EW#04 - Added chainlink fence LS 1 1 $3,666.60 $3,666.601 1.00 1 3,666.60 1.00 $ 3,666.60 CHANGE ORDER SUBTOTALI $ 7,832.60 1 Is 6,728.60 1 $ 6,728.60 PROJECT TOTAL »»»»»»»»> Is 7,932.60 Is 6,728.60 Is 6,728.60 5% Retainage $ 336.43 Date: 12/27/2019 Total Due This Period $ 6,392.17 Tyler Douglas - PM p. S y,C 9y C � r REGRFo B Ashland Parks Commission I ATTN: Accounts Payable � 20 E. Main Ashland, OR 97520 T Phone:541/552-2010 O Email: payable@ashland.or.us V E KNIFE RIVER MATERIALS N PO BOX 1145 D MEDFORD, OR 97501 O R 5411779-6304 S C/O Parks Department H 'Admin Office 1 P 340 South Pioneer 'Ashland, OR 97520 T Phone:541/488-5340 O Fax:541/488-5314 N Mountain Park Play Area 1 Construction of North Mountain Park Nature Play Area 1 Public Improvement Contract Completion date: "ninety (90) days following Contractor's written Notice to Proceed" Project Account: E-000646-120 $157,235.00 2 ADDED: Processed change order 01/03/2020 1 Change Order No. 1 Project Account: E-000646-120 $6,728.60 *************** GL SUMMARY *************** 123000 - 704200 163, 963.60 157,235.00001 $157,235.00 $6,728.60001 $6,728.60 Date: Autho ezir d Signature $163 963.60 FORM #10 CONTRACT AMENDMENT APPROVAL REQUEST FORM Request for a Change Order Name of Supplier i Contractor Consultant: Purchase Order Number: 202_rid I Co S Title I Description: 1,,Ark l�pan�ai�.r� Bask Good p�O`( a't-ek- Original contract amount Total amount of previous contract amendments Amount of this contract amendment TOTAL AMOUNT OF CONTRACT 15'7.235 MR 6Q72g . cab $ICDZ9&3.`U CITY OF ASHLAND coiitiract, amendrnenti &,-1 �Ug . Ga 100 % of original contract % of original contract �• 9M % of original contract ! o t. % 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 contact 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 co_nlracF 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 IAttach coov of CC.) Sourcing Method: SMALL PROCUREMENT —Not exceeding $5 000 INVITATION TO BID or REQUEST FOR PROPOSAL COOPERATIVE PROCUREMENT. QRF or EXEMPTION PURSUANT TO AMC 2.50 ❑ "YES', the total amount of contract and cumulative amendments 5$6,000. 'YES', the total amount of cumulative amendments El 'YES", the total amount of original contract and ❑If'NO",amount exceeding authority requires 525% of original contract amount or $250,000 cumulativeamendments <—$100Kfor 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(Direct Appointment) Communication. ❑ Exempt —Reason: ❑ 'YES", cumulative amendments 5 $35,000 ❑ Exempt —Reason: ❑ If -NO', re uires council a roval. Attach CC INTERMEDIATE PROCUREMENT SOLESOURCE EMERGENCY PROCUREMENT Goods & Services -> $5.000 and <$100,000 ❑ 'YES", the total amount of cumulative amendments 525% of original contract amount or$250,000 whichever is less. ❑ Written Findings: Document the nature of the emergency, including necessity and circumstances requiring the contract amendment Personal Services - > $5,000 and <$75,000 ❑ 'YES", the total amount of cumulative amendments 525%of original contract amount. ❑ If ❑ If"NO", amount exceeding authority requires ❑ Obtain direction and written approval from City "NO", amount exceeding authority requires Council approval. Attach copy of Council Communication. Council approval. Attach copy of Council Communication. Administrator < ❑ 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 ❑ Renewal of Intergovernmental Agreement Terms modified in accordance with initial within the amount and terms initially approved by Council as a Special agreement OR cost will not be more than 25%greater than initial agreement Renewal Procurement. approved by City Attorney and department head affected by renewal and approvedisigned ❑ If "NO", amount exceeding authority requires Council approval. by Pity Administrator. AMC 2.28.045(B), Attach copy of Council Communication. ❑ If'NO', Council approval is required. Attach copy of Council Communication Project Number o o 46- J'L O Account NumberlX3o (50 - 0q ;Lon Account Number_ _ _ - - --- - _ _ _ _ "Expenditure must be charged to the appropriate account numbers for the financials to reflect the actual expenditures accurately. Attach extra pages ifneeded. Employee Signature Department Head Signature: (Equal to or greater than $5,000) City Administrator. 1, I (Equal to orgrelteff than 25,000ori0%) Funds appropriated for current fiscal year., YES / NO Deputy FinanceDirector(Equaltoorgmaterthan$5,000) Date Comments: Form #10 - Contract Amendment Approval Request Form, Request for a Change Order, Pagel of 1, 12/26/2019 Libby VanWyhe From: Jason Minica Sent: Thursday, September 26, 2019 12:52 PM To: Vasefy, Farnaz; Libby VanWyhe Cc: Douglas, Tyler; Kapphahn, Nick; Marks, Jason Subject: RE: North Mountain Nature Play Area Project; Pricing for Over Excavation This looks good, I think we would go for it. Jason Minica City of Ashland, Ashland Parks & Recreation Forestry/Trails and Open Space Supervisor Cell 541.324-4112 Office 541-552-2254 main no: 541.488.5340 fax: 541.488.5314 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) 951-1326. Thank you. From: Vasefy, Farnaz <Farnaz.Vasefy@kniferiver.com> Sent: Thursday, September 26, 2019 12:42 PM To: Jason Minica <jason.minica@ashland.or.us>; Libby VanWyhe <libby.vanwyhe@ashland.or.us> Cc: Douglas, Tyler <Tyler.Douglas@kniferiver.com>; Kapphahn, Nick <Nick.Kapphahn@kniferiver.com>; Marks, Jason <Jason.Marks@kniferiver.com> Subject: RE: North Mountain Nature Play Area Project; Pricing for Over Excavation Jason, As discussed, total price for over excavation based on 30 CY quantity is $2,070. So after including the boulders' credit, the cost difference is $870. We will track the over excavation quantity and will let you know the actual quantity when the work is completed. Please let me know if you have any additional questions. Thanks, Farnaz Vasefy Project Engineer Knife River Materials Office: (541) 732-2713 Cell: (541) 890-4562 From: Jason Minica <jason.minica@ashland.or.us> Sent: Thursday, September 26, 2019 11:49 AM To: Vasefy, Farnaz <Farnaz.Vasefy@kniferiver.com>; Libby VanWyhe <libby.vanwyhe@ashland.or.us> Cc: Douglas, Tyler <Tyler.Douglas@kniferiver.com>; Kapphahn, Nick <Nick.Kapphahn@kniferiver.com>; Marks, Jason <Jason.Marks@kniferiver.com> Subject: Re: North Mountain Nature Play Area Project; Pricing for Over Excavation "WARNING: EXTERNAL SENDER. NEVER click links or open attachments without positive sender verification of purpose. DO NOT provide your user ID or password on sites or forms linked from this email. ** Is there supposed to be a price sheet as an attachment? Get Outlook for iOS From: Vasefy, Farnaz <Farnaz.Vasefy@kniferiver.com> Sent: Thursday, September 26, 2019 10:59:44 AM To: Jason Minica <jason.minica@ashland.or.us>; Libby VanWyhe <libby.vanwyhe@ashland.or.us> Cc: Douglas, Tyler <Tyler.Douglas@kniferiver.com>; Kapphahn, Nick <Nick.Kapphahn@kniferiver.com>; Marks, Jason <Jason.Marks@kniferiver.com> Subject: North Mountain Nature Play Area Project; Pricing for Over Excavation Good Morning Jason and Libby, As requested, please see below pricing: Over Excavation & Backfill under new pavement (This price includes utilizing salvaged rock @ 50%) _ $69/CY Credit for APRD providing ALL boulders = $1,200 Please let us know if above pricing and credit is acceptable. Thanks, Farnaz Vasefy Project Engineer rr KNIFE RIVER MATERIALS Southern Oregon Division - Medford Operations Office (541) 732-2713 Cell (541) 890-4562 Farnaz.Vasefy@kniferiver.com Libby VanWyhe From: Jason Minica Sent: Thursday, October 24, 2019 12:06 PM To: Vasefy, Farnaz; Libby VanWyhe Cc: Marks, Jason; Douglas, Tyler; Kapphahn, Nick Subject: Re: North Mountain Nature Play Area Project; Top Soil Pricing Yes you have approval. Get Outlook for iOS From: Vasefy, Farnaz <Farnaz.Vasefy@kniferiver.com> Sent: Thursday, October 24, 2019 11:09:57 AM To: Jason Minica <jason.minica@ashland.or.us>; Libby VanWyhe <libby.vanwyhe@ashland.or.us> Cc: Marks, Jason <Jason.Marks@kniferiver.com>; Douglas, Tyler <Tyler.Douglas@kniferiver.com>; Kapphahn, Nick <Nick.Kapphahn@kniferiver.com> Subject: North Mountain Nature Play Area Project; Top Soil Pricing Good morning Jason, As requested, we have priced buy/haul/place topsoil for all the highlighted areas attached (green and blue areas). Ground Control is providing their topsoil and compost mix and will haul to the playground using their blower truck. Our price is for 30 CY in place topsoil (45 Truck CY). KRM Total Price is $3,296. Upon your approval, we will schedule Ground Control to deliver 20 TCY of topsoil tomorrow morning. The remaining topsoil will be scheduled for delivery when Jason Marks is ready to place. Please feel free to call me if you have any questions. Thanks, Farnaz Vasefy Project Engineer "4 KNIFE RIVER ttALERIacs Southern Oregon Division — Medford Operations Office (541) 732-2713 Cell (541) 890-4562 Farnaz.Vasefy@kniferiver.com Libby VanWyhe From: Vasefy, Farnaz <Farnaz.Vasefy@kniferiver.com> Sent: Friday, December 27, 2019 8:30 AM To: Libby VanWyhe Cc: Jason Minica; Douglas, Tyler; Rachel Dials Subject: FW: Proposal from Quality Fence - Revision Attachments: SKM_C454e19112017420. pdf [EXTERNAL SENDER] Good morning Libby, As requested, please see attached proposal from Quality Fence for the added chain link fence. Total amount with contractor's 8% markup is $3,666.6. Please let me know if anything else is needed to process the change order. Thanks, Farnaz Vasefy Project Engineer Knife River Materials Office: (541) 732-2713 Cell: (541) 890-4562 From: Vasefy, Farnaz Sent: Monday, November 25, 2019 4:20 PM To: Jason Minica <jason.minica@ashland.or.us> Subject: RE: Proposal from Quality Fence - Revision Thanks Jason, I have discussed this with our office as well and we are ok to include this work as a change order. I forgot to mention that we will need to include contractor's 8% mark up to the attached pricing for the charge order. Will you be ok with that? Thanks, Farnaz Vasefy Project Engineer Knife River Materials Office: (541) 732-2713 Cell: (541) 890-4562 From: Jason Minica <lason.minica@ashland.or.us> Sent: Monday, November 25, 2019 3:45 PM To: Vasefy, Farnaz <Farnaz.Vasefy@kniferiver.com> Subject: FW: Proposal from Quality Fence - Revision ** WARNING: EXTERNAL SENDER. NEVER click links or open attachments without positive sender verification of purpose. DO NOT provide your user ID or password on sites or forms linked from this email. ** Jason Minica City of Ashland, Ashland Parks & Recreation Forestry/Trails and Open Space Supervisor Cell 541.324-4112 Office 541-552-2254 main no:541.488.5340 fax: 541.488.5314 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) 951-1326. Thank you. From: Desiree Huff<dez@qualitvfenceco.com> Sent: Wednesday, November 20, 2019 4:26 PM To: Jason Minica <lason.minica@ashland.or.us> Cc: Joe Hyde <loe.hyde@ashland.or.us> Subject: Proposal from Quality Fence - Revision Attached is your proposal from Brad at Quality Fence. If you would like to proceed'with the work, please sign and return the attached proposal, and we will get you on the schedule. If you have any questions, please contact Brad at the number listed below or at brad@qual ityfenceco.com. Thank you, Desiree Huff Quality Fence 114 W. Pine Street Central Point, OR 97502 541.664.2281 Fax 541.664.2949 2 l �''.. PROPOSAL QUALITY FENCE COMPANY CCB # 8936 Find us also at: 114 W. Pine Street lea McDonald 1" (541) 664-2281 Grants Pass, OR 97527 ...NO lOBTW LARGE PO Box 3985 1-800-451-8833 ...NO JOB TOO SFAALL Central Point, OR 97502 Fax: 541 664-2949 2077 NE Diamond Late Blvd. ( ) Roseburg, OR 97470 PROPOSAL SUBMITTED TO PHONE DATE Ashland Parks & Recreation 541-531-7570 November 20, 2019 STREET J09 NAME 340 S Pioneer St. CITY, STATE AND ZIP CODE JOB LOCATION Ashland, OR 97520 N Mountain Park Ashland, OR 97520 TTENTION EMAIL CELL PHONE Joe Loe.hvde(dashland.or.us We hereby submit specifications and estimate for: REVISION Install 64' of 6' high galvanized chain link fencing with 8- terminal posts and 2- 10' wide single swing gates. Total: $3,395.00 Note: Used materials as much as possible Note: Boli Wages We Propose hereby to f tmish materials and labor —complete in occordanco with above specifications, for the sum of-. THREE THOUSAND THREE HUNDRED NINETY FIVE AND NO/100------------------ —------------------------ _----------------- _- $3.395.00 ormantm bema ear ro o.n. PAYMENT ON COMPLETION All ordoll is guaranteed to re astreated. eaea.Ad wbhtobecorrelated I sramg loslmdaiN ADIhOfIZed Practises Anyliberation rdeWamnfro oo sped5rnsinnwtm,I'm ossirwl be..sy uxnarournomen. and .sl be.. an dare ch uae dam old abo.e the emmate. All aareements eummaem upon slnxer, Signature i¢idemva. s or delays beyond our conO.merto sm, Am bmado and omo st neseary Insurance. our rrs grkeare uay mvered by Woomera Condensation Insu mee. TINS proposal is also mel¢I to an term and conditions Brad Rietmann enmalnee on and reverse sae nereor. sjm Note: IDis proposal may be oilhdrawn by us if not accepted Within 14 days Acceptance Of Proposal --All prices, specifications and conditions are satisfactory and are hereby accepted. You are authorized to do the worlt as Signature specified. Payment will be made as outlined above. I have read the entire contract and agree to its content. Note: Quality Fence Co. not responsible for any damage to anything in or below Signature the ground or concrete. This includes private water line, electrical line, sprinkler systems, etc. Your signature indicates that you fully understand the limits of Quality Fence Co. responsibility. Date of acceptance: OTHER TERMS AND CONDITIONS OF PROPOSAL: INTEREST: Interest shall accrue upon all monies due to Quality Fence Company at the rate of 18 percent per annum from the due date of such monies until paid. ATTORNEY'S FEES: In case any suit, action or proceeding is brought to enforce any of the terms or provisions of this proposal or any of the parties' rights hereunder, the losing party in such suit, action, proceeding or any appeal there from agrees to pay such sum as the court may adjudge reasonable as attorney's fees, in addition to costs and disbursements. The reasonable costs of title reports required for any legal action contemplated shall be paid by the customer. In addition, if this matter is referred to an attorney for collection, customer agrees to pay Quality Fence Company's reasonable attorney's fees incurred in any such proceeding prior to litigation being filed. Kariann Olson From: Libby VanWyhe Sent: Monday, December 30, 2019 2:30 PM To: Kariann Olson Cc: TaraKiewel; Jason Minica Subject: Dropped off a Change Order Hi Karl, I dropped by your office today, when you were out, and I left a change order for you. I need to add some money to the Knife River Contract for the Nature Play Area. The PO # is (I believe) 20200165. I haven't done a change order like this before, so I hope that I included all the backing documentation you need. Can you please tell me about how long it will take to process this? Thanks for your help. And Happy New Year! Libby Libby VanWyhe Manager, North Mountain Park Nature Center Ashland Parks and Recreation Department 620 N. Mountain Ave, Ashland, Oregon 97520 541-488-6606 Main 541-552-2474 Direct ! 541-488-6607 Fax 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) 488-6606. Thank you. Like Us 91