HomeMy WebLinkAbout2020-086 PO 20200235 Amnd #1- Ace Engineering LLC 9y Purchase Order
CITYE gra,�(}�'' q Fiscal Year 2020 Page: 1 of: 1
RECREP � \` �� LLCM �.�i
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B Ashland Parks Commission '1R4°��' ; `
IATTN: Accounts Payable [Purchase
L 20 E. Main 20200235
Ashland, OR 97520 Order#
T Phone: 541/552-2010 •
O Email: payable@ashland.or.us
V S C/O Parks Department
E ACE ENGINEERING LLC H Admin Office
N
PO BOX 231 I 340 South Pioneer
D ASHLAND, OR 97520 P Ashland, OR 97520
OR Email: ATG@ACE-ENGINEERINGLLC.COM T Phone: 541/488-5340
O Fax: 541/488-5314
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. � [ ifi-__.deal i j _ 7 I[ _-'���I ir isF is-.€[, e,=1a r f I' _ ,[]�
--- ------- , -----_- - —_— ---- - -�--------_ - --- Michael Black ----'
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10/24/2019 2111 FOB ASHLAND OR/NET30 Parks Accounts Payable
Engineering Services
1 MODIFIED: Engineering services for playground and pickleball 1 $8,960.0000 $8,960.00
courts at Oak Knoll Golf Course
Personal Services Agreement(Less than $25,000)
Completion date: January 1, 2020
rocessed_char4 rder 02(28L262+'- , '
an
Ch •edg__ktet ;f aee�r i t 0192,, .42.
Project Account: E-000710=1'00' $6,960.00
Project Account: E-000717-100 $2,000.00
Y r:� 4.40Critler
2 ADD I r0c.sle cf f42 $6,840:0000 $6,840.00
Ata dment NO 1 $5', a
E Gor Rlet[q W.extended'-=to'Hri 30;`2020"
Project Account: E-000716-100 $6,840.00
***************GL SUMMARY***************
123000-704200 $15,800.00
•
By: 411/1A; 1-/6 Date: J3l
Aut rized Signaturero _ —
• FoiM #10 CITY OF
CONTRACT AMENDMENT APPROVAL REQUEST FORM
AsHLAND
Request for a Change Order .
Name of Supplier!Contractor)Consultant:ACE Engineering ;Totahamgunt+of ths,' :
- ,,co_ntracf:amendment:'..
Purchase Order Number 20200235 •
Title 1 Description: Personal Services Agreement Amendment No 1 .$:6840:00
I■ Per attached contract amendment
Contract Amendment •
Original contract amount $8960.00 100 %of original contract
Total amount of previous contract amendments 0 0 %of original contract
•
Amount of this contract amendment 6840.00 24 %of original contract
TOTAL AMOUNT OF CONTRACT $15800.00 24 %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—Not exceeding$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<—$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 0 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 s$35,000 ❑ Exempt—Reason:_
❑If"NO",requires council approval.(Attach
INTERMEDIATE PROCUREMENT SOLE SOURCE EMERGENCY PROCUREMENT
Goods&Services->$5,000 and<$100,000 ❑ "YES",the total amount of cumulative amendments 0 Written Findings:Document the nature of the
Personal Services->$5,000 and<$75,000 s 25%of original contract amount or$250,000 emergency,including necessity and circumstances
1=1 "YES",the total amount of cumulative whichever is less. requiring the contract amendment •
amendments<—25%of original contract amount ❑If ❑If"NO",amount exceeding authority requires 0 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 ❑ 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 approved/signed
❑ If"NO",amount exceeding authority requires Council approval. by City Administrator.AMC 2.28.045(B)
Attach copy of Council Communication. ❑ If"NO",Council approval is required.Attach copy of Council Communication
•
Project Number 6001 I(Q-_L 00 .Account Number l_5.00P_70 y 2-6Qccount Number -
*Expenditure must be charged to the appropriate account numbers(r e financials to reflect the actual expenditur-s accurately. Attach ext.,;ages if needed.
1
Employee Signature: --e-4---VDepartment Head Signature: � /
(ICITA t to 7 greater than$5,000) •m
`' .:f'd fa1: At 1..® , cI, /—,-/ 4 R _ U 0. ..t ;} w N C GIt.�'1
L (Equal`to o`r. ter f ian$25,000 or 10%)
Funds appropriated for current fiscal year: YES / NO - Z1ivi3
Deputy Finance Director(Equal to or greater than$5,000) Date
Comments:
Form#10-Contract Amendment Approval Request Form,Request for a Change Order,Page 1 of 1,10/21/2019
. ,,,,L7 � ( (%—q'. a .
FORM #3 CITY OF
::; �� , ASHLAND
i� 5::I LIez,i: �iO,i� 'I .i t.)i'uil F :; i,.(.4,i
REQUISITION -0 ,--- d--t, j 7 gat request; 10/21/19
Required date for delivery:
Vendor Name ACE Engineering LLC •
Address,City,State,Zip PO Box 231 Ashland OR 97520 ,
Contact Name&Telephone Number 541-552-1417
Email address
SOURCING METHOD.. -
❑ Exempt from Competitive Bidding ❑ Emergency •'
. ❑ Reason for exemption: • 0 Invitation to Bid 0 Form#13,Written findings and Authorization •
❑ AMC 2.50 Date approved by Council: 0 Written quote or proposal attached
❑ Written quote or proposal attached _(Attach copy of council communication) (If council approval required,attach copy of CC)
❑ Small Procurement • ❑ Request for Proposal Cooperative Procurement
Not exceeding$5,000 Date approved by Council: 0 State of Oregon. . .
. ❑ Direct Award _(Attach copy of council communication) Contract# •
❑ Verbal/Written bid(s)or proposal(s) ❑ Request for Qualifications(Public Works) ❑ State of Washington
Date approved.by Council: Contract#• • • . •
(Attach copy of council communication) ❑. Other government agency contract. • •
Intermediate Procurement ❑ Sole Source Agency
GOODS&SERVICES ❑ Applicable Form(#5,6,7 or 8) Contract#' • - • "
Greater than$5,000 and less than$100,000 ❑ Written quote or proposal attached Intergovernmental Agreement '
❑ (3)Written bids&solicitation attached ❑ Form#4,Personal Services$5K to$75K Agency
PERSONAL SERVICES 0 Special Procurement ❑ Annual cost to City does not exceed$25,000.
Greater than$5,000 and less than$75,000 ❑ Form#9,Request for Approval Agreement approved by Legal and approved/signed by
O Less than$35,000,by direct appointment ❑ Written quote or proposal attached City Administrator.AMC 2.50.070(4)
❑ (3)Written proposals&solicitation attached Date approved by Council: ❑ Annual cost to City exceeds$25,000,Council
❑ Form#4,Personal Services$5K to$75K Valid until: (Date) approval required.(Attach copy of council communication)
Description of SERVICES • Total Cost
Engineering Services for playground and pickleball courts at Oak Knoll Golf .
Course $ 8960.00
Item# Quantity Unit Description of MATERIALSA ' Unit Price Total Cost
c ,c°�
O Per attached quote/Proposal TOTAL COST
000717 - 100 123000 .704200 $ 2,000.00 8960;00 . •
Project Number _ Account Number •
Project Number 0Qa7. .1i 4 Account Number 123000 , 704200 $ 6,960.00 •
'
*Expenditure must be charged to the appropriate account numbers for the financials to accurately reflect the actual expenditures. '
IT Director in collaboration with department to approve all hardware and software purchases:
IT Director Date Support-Yes/No
By signing this requisition form,t certify that the City's* 'tic contracting requirements have been satisfied.
Employee: �G Department Head: 17'FrI
in m. ter than$5,000)
Department Manager/Supervisor: ' City Administrator: I�i 17 ' •
' � j (Equal to or gre.4tin an$25,000) .
•
Funds appropriated for current fiscal year: lE / NO , ttt 4.d!4 f0- ii
�.d Deputy Finance Director-(Equal to or greater than$5,000) at
Comments:
N
Form#3-Requisition "'
.AMENDMENT NO. 1
to
PERSONAL SERVICES AGREEMENT
between
THE CITY OF ASHLAND,
an Oregon municipal corporation,
("City") •
and
ACE ENGINEERING,LLC,
a domestic limited liability company,
("Consultant")
for •
ENGINEERING SERVICES AT OAK KNOLL GOLF COURSE
RECITALS
A. The City and Consultant previously entered into a Personal Services Agreement effective
October 17, 2019 (the "Agreement") in order for Consultant to provide engineering
services for the proposed playground and pickleball courts at Oak Knoll Golf Course.
B. The City and Consultant now wish to amend the Agreement to extend its term, modify
the scope of work, and increase the amount of compensation to be paid to Consultant:
AGREEMENT
NOW THEREFORE, in consideration of the mutual benefits and obligations set forth
herein,the parties agree as follows:
1. Amend Section 1,Effectiye Date and Duration, of the Agreement as follows,with
strikeout wording deleted and underscored wording added:
1. Effective Date and Duration: This Agreement shall become effective on the date of
execution on behalf of the City, as set forth below(the"Effective Date"), and unless
sooner terminated as specifically provided herein, shall terminate upon the City's
affirmative acceptance of Consultant's Work as complete and Consultant's acceptance of
the City's fmal payment therefore,but not later than January 1, 2020 June 30,2020.
2. Amend Section 2, Scope of Work,of the Agreement as follows,with strikeout wording
deleted and underscored wording added:
2. Scope of Work: Consulfant will provide electronic CAD drawings for layout and for
a playground and pickleball courts at Oak Knoll Golf Course,material specifications and
response to questions and concerns regarding the project,.as more fully set forth in the
Consultant's Proposal dated October 4,2019,which is attached hereto as "Exhibit A" and
Page 1 of 2: Amendment No. 1 to Personal Services Agreement with ACE Engineering,LLC
I
incorporated herein by this reference. Consultant shall also provide those services,as set
forth in Consultant's proposal dated November 22,2019,and in the written pr po•:1
from Alan Goffe,P.E. S.E.dated November 21,2019,which are attached hero a
"Exhibit D"and"Exhibit E"respectfully and which are incorporated herein bi i .i
reference. Consultant's services are collectively referred to herein as the"Was '
• 2. Amend Section 6,Compensation,of the Agreement as follows,with strikeout ore ing
deleted and underscored wording added:
6. Compensation: City shall pay Consultant the sum of',: ':I.!! -•_• . .. _
- •. •. • •, • . •. : . $15,800.00(fifteen thousand and eight In' T led
dollars)as full compensation for Consultant's performance of all Work under .
Agreement. In no event shall Consultant's total.of all compensation and reim) -i ent
under this Agreement exceed the sum of :':!.!! ='• • ::. : • : ••:• ..• . : • -
dollars)-$15,800.00(fifteen thousand and eight hundred dollars)as without►ha e tress,
written approval from the City official whose signature appears below,or sue o icial's
successor in office. Payments shall be made within thirty(30)days of the dam�o eceipt
by the City of Consultant's invoice. Should this Agreement be terminated prin= s
completion of all Work,payments will be made for any phase of the Work cor ed and
• accepted as of the date of termination.
u -
3. This Amendment No. 1 is effective retroactively to January 1,2020.
4. Except as specifically modified by this Amendment No. 1, the terms and or 6'ions of
the Agreement remain in full force and effect.
IN WITNESS WHEREOF,the parties have caused this Amendment No. 1 to be si.'i, in their
•n
respectiveames by their duly authorized representatives as of the dates set forth bell
CITY OF ASHLAND,OREGON ACE ENGINEERING,LLC
(CONS TANT)
By: �....r�.�--vd By: �
Printed Name: 1 ``�(��� Printed Name: Allan Goffe
Title: y,2" Title: owner
I
i
L I }t j ` Date: 2/12/2020Date:
1
Page 2 of 2: Amendment No.1 to Personal Services Agreement with ACE Engineering,LLC I
0 'af
Legal Department Review
DOCUMENT TRANSMITTAL AND CONTROL
This form will accompany the document through the drafting,review,and signature processes,and will
be kept with the City's final executed copy of the document. Required fields are indicated in gray scale.
Document: Amendment No.1 Personal Services Agreement ACE Engineering LLC ,
(Include names ofparlies to the document)
Type of Document: Contract 8 Lease ❑ Easement ❑ Deed 0 IGA❑
Other(Specify)
i
Dept Contact: TaraKiewel ACTION REQUESTED:
Dept:iarl3 Phone: Ext 22s7 ,
l` Review Draft
t ate submitted to Legal: 1/14120
0 Approve final and forward to:
Draft due by: ASAP
(Unless indicated,Legal will return document to you)
Return Requested by: Tara Kiewel
Complete this section ONLY the first time this form is filled out:
Has this document been previously worked on by the Legal Dept Staff? ® No 0 Yes
If yes,by whom?
LEGAL DEPT First Date Received b Y.,Legal Dater 1.11.(-47:0 _ . 'By:
USE ONLY Returned to Dept.for Revision Date:. By,
Received for additional review by Legal Date: By:'
Returned to Dept.for Revision ' .Date: .- By:
Received for additional review by Legal Date: : By:
•
Returned to Dept for Revision Date: By:
Received for Additional Review by Legal Date: By:
Returned to Dept.for Revision Date: By
Final Logged out,by Legal Date: By: LIL .
Comments from LEGAL to DEPARTMENT: Comments from DEP TMENT to t!. . ':
0 See Attached.
2,04,1-1 _ioei7Le,"
&//41.49'Ae .e- /�o. / A
Return original executed document to ''
CITY AD is-'.., " - D s this document need to be recorded?
Recorder for safekeeping? 0 No _ •• No ❑ Yes
: '.
TOR 1 DEPARTMENT BEAD
Please do not sign the attached document,until,tiffs for gs, ,,,;eridfroved by the Legal Dept below:
FINAL LEGAL DEPARTMENT APPROVAL: Date: 2 /1 0
1
ACE ENGINEERING LLC
professional structural engineering
commercial.residential.industrial
po box 231.ashland,oregon 97520
541.552.1417.ace-engineeringllc.com
November 22, 2019
City of Ashland
Parks&Recreation Department •
Attention: Jason Minica
1195 East Main Street •
Ashland, Oregon 97520
Subject: Professional Services for Oak Knoll Golf Course, Playground &Pickleball Court
Jason,
•
After meeting'with you, Michael Black and Alan Pardee(Covey Pardee Landscape Architects)the
scope of the subject project has expanded beyond my proposal to you dated October 4, 2109.
Due to the expansion of the scope of work I respectfully request an increase to the fee for this
project. -
I've attached a proposal from Alan Pardee for the Landscape Architect work.
The work that Alan Pardee will perform will reduce the amount of work that I will need to provide.
However,the total fee for both of our work exceeds the amount we previously agreed upon.
Here is a breakdown of services and fee: -
Cost of Structural Engineering Services: $4,800.00
Cost of Landscape Architecture Services: $11,000.00
•
Total Cost of Professional Services: $15,800.00
Previously Agreed Upon Fee: $8,960.00
Net Increase in Professional Services Fee: $6,840.00
The scope of services you will receive includes that outlined in the proposal from Alan Pardee
and the following:
1. Design and drawings for perimeter CMU block wall for-playground.
2. Foundation and framing design and drawings for a wood framed shed at driving
range for restrooms, ball dispenser and tool storage.
3. Foundation design and drawings for pre-fab shade shelter for driving range tee
box. •
4. Design and drawings for site retaining walls for pickleball courts&driving range.
5. Design and drawings for the alterations to the existing driving range net.
- Excluded from this proposal are the following:
1. Items excluded from the proposal from Alan Pardee, except where noted above.
2. Geo-technical investigation, report, evaluation, opinion or-scope.
3. Playground equipment design, layout and mounting.
4: Obtaining project approvals from the City of Ashland Planning Department and
attending commission meetings.
5. Evaluation of minor elements, such as trellises, canopies, lights, equipment,
stairs, railings, storage racks, soffits, benches, etc.
1'of 2
•
ACE ENGINEERING LLC
professional structural engineering
I commercial,residential.industrial
•
�. po box 231.ashland,oregon 97520
541.552.1417.ace-engineeringllc.com
The terms of this agreement shall be performed in accordance with the previously agreement.
Thank you for your consideration. I hope that you find this request reasonable. If you have any
questions, please contact me anytime.
•
Sincerely,
. .
Allan T Goffe, P.E., S.E.
2of2