HomeMy WebLinkAbout2009-045 CONT AMND - Waters Consulting Group
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CiTY RECORDER
~~.
.,-~
CITY OF
ASHLAND
20 E MAIN ST.
ASHLAND, OR 97520
(541) 488-5300
VENDOR: 013809
WATERS CONSULTING GROUP
5050 QUORUM DRIVE SUITE 625
DALLAS, TX 75254
FOB Point:
Terms: Net
Req. Del. Date:
Speciallnst:
~tl-'>:;-?:,E>ATE. 't-'f\n1r-' ;'~~:~P.-0"jNOMBER~,"'2J
11/24/2008 08686
SHIP TO: City of Ashland
(541) 488-6002
20 E MAIN STREET
ASHLAND, OR 97520
Req. No.:
Dept.: ADMINISTRATION
Contact: Tina Gray
Confirming? No
niltQGanrf~~,~ r~,Jnrr~ I ~]<;;:::'~~i~:~~rtsr:"::~:~"!~.s~}:?:31t-~;:i~;_~'~iOe's~rf,r;Hon~~r::~~'~;;T;
~: ~~~A'cco)..l-rliTNiJmber~~~_;: ::..~';{p.h)recFN Umber;;;:~fff~ :;;;~J.~~~~;~~Amount~:~ }, ",-.;".'-S.-~",::_-,,,,,-.-_,-;;'._ -'=."\"il'- & -4Ili?rgJecm.iumh"e-rJiEfi e/;:1~Wm-'ounF,~L~~~
\..<'0ii'AccountlNumoer,.t,:,<+';),
E 71 0.01 .49.00.6041 0 28 600.00
,
% CI
THIS IS A REVISED PURCHASE ORDER
Fire Chief Recuritment Services
Total professional fees $17,500.00
Total not to exceed professional fees
and project related expenses $25,000.
Contract for Personal Services
Date of agreement 11/06/2008
Beginning date 11/07/2008
Completion date 05/01/2009
Insurance required/On file
Payment terms per attached contract:
30% of the fees will be billed at the
beginning of search; 30% at the
implementation of Phase II; 30% at the
implementation of Phase III; and the'
final 1 0% upon acceptance of offer by
the candidate.
Processed change order OS/21/2009
Additional amount for video conferences
or in-person meetings with finalists
prior to recommendation to City,
Increases expenses on contract from
$7.500 to $11.100.
BILL TO: Account Payable
20 EAST MAIN ST
541-552-2028
ASHLAND, OR 97520
~~ %/
Aut zed Signature
~::~~JUKil:Y~riCe.:~~~~j ~~71[-'l6irR~ice!:~~'t:7
25.000.00
3.600.00
SUBTOTAL
TAX
FREIGHT
TOTAL
28 600.00
0.00
000
28,600,00
VENDOR COPY
CITY OF
ASHLAND
l_ FORM #121
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P~ERS:~NAL.Se~",rCE$
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CHANGE ORDER/CONTRACT AMENDMENT
APPROVAL REQUEST FORM
Description of Change Order I Contract Amendment to original contract'
Consultant: L-cLAyu r:5 (!tf?U!~C"v:7 G-r"'-<:LD
;/) f
Purchase Order Number: 0 q. 6 S (;
Description: a.d".c?:,<d,. hd ~~f <;Yn.-- ~c/<<!-d cZd~
. d'--r C-AIf'<..024- ";cI,,,-::::< ~~~"-.C.,> U<._~
{fc-~~, ~V (=rr' rdv<.L7~; irC/J1.~,...g:<", '
o Per attached contract amendment
e~ rtLL-{ Qd'ciU!. ,<tZ'U-~
eu-a..:Lv,,", ct ~ Y" <. <<'..e---,
C9
/' <?-o ",.!':.
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pt'..~.-,1.~a'"".-:.:;~-:\ ~-7-:"'"V'7--:r'~'-':"--lL~'--'~'~'.::r:::~.:"'-.---:---~:-:-::'"-.:::-'-:,,--~"'~' --1
Gontract;~i'riendmefi'nOi;~ERSONAL. SERVIGES
k,c-.Yu.
Original contract amount
$
;;2. ? cfl.-t:7 CJ ,
,LO
Totai amount of previous contract amendments
Amount of this contract amendment
% of originai contract
? 6 eft cJ dO ,/ -'f' 'fJ
~, . . % of original contract
$ ;;2 6/ 6 (;) c:J.. 6'--0 /f'/f! ~ooforiginalcontract
TOTAL AMOUNT OF CONTRACT
Is the total aggregate cost change for the Personal Services contract
less than or equal to 25%1 of the original contract amount?
YES ~O _ Not Applicable_
If "No", City Council approval is required. City Council approval was received on
(Date)
Are there any applicable performance or payment bonds and insurance coverages v---:.:
that need to be adjusted to account for the change in the contract amount? YES _ NO _ Not Applicable _
Contract amendments for personal services are subject to the following conditions: The original contract imposes binding obligation on
the parties covering the terms and conditions regarding changes in the work; or the amended contract does not substantially alter the
scope or nature of the project. Has either of these conditions been met? ~'
YES_ NO_ N/A
If "NO", Council approval is required. Council approval received on
(Date)
Was the original contract approved by the City Council, or is it exempt?
<: -8'70 h
YES (Approved by Council) NO (Exempt/Not Required)
(Date)
(Reason for exemption)
Prepared by:
~~" ~Pleasecircie.
~) ~.
~G~~ ~~ .(??--
U Lee Tuneberg
o c;;- - 2/ - <37 Date: ~/~y
Not Approved
Department:
Date:
Form #11 - Contract Amendment Approval Request Form, Page 1 of 1, 5/21/2009
A request for a Purchase Order
REQUISITION FORM
CITY OF
ASHLAND
Date of Request:
THIS REQUEST IS A:
% Change Order(existing PO # c?;(pf3(p)
1"""""""."""';'''''''.1
Required Date of DeliveryIService:\:I!''.::f'''!;';~f
We; WA1fi12-S ClJN>U~l1N&b~UP, /NC,
fj(}~O IY. U OPJ.,t. fVJ [)f2.I.V13 , ~1AJ7F;, fa ZS
D/HUtS' IX 1529-{ ,
~- r/r6~ ~r 111'2 'l(1\!- (q6!
~11 L, - (zaJ , -rgrL.
Vendor Name
Address
City, State, Zip
. Telephone Number
Fax Number
Contact Name
SOLICITATION PROCESS
Small Procurement D Sole Source D Invitation to Bid
D Less than $5,000 D Written findings attached (Copies on file)
D Quotes (Optional) D Quote or Prooosal attached
Coooerative Procurement P1- Reauest for ProDosal
D State of ORIWA contract (Copies on file)
Intermediate Procurement D Other government agency contract D Soeciall Exempt
D (3) Written Quotes , D Written findings attached
(Copies attached) D Copy of contract attached D Quote or Proposal attached
D Contract # D Emeraencv
D Written findings attached
D Quote or Pronosal attached
Description of SERVICES
CHFtNra~ CfZWP- kDDINtr ~~(POO fOfL ADD6b
l:;12.Vlct6 R.611U691:iD BY tITY: V/Df3V C!JtJF. 012-
IN.R??280N M~ N6S lNITH P1t0/fUSTS PFUOf2-- TO
o Per attached PROPOSAL PeCoflttMeN'[)ATION -WelTY
Total Cost
~~~~~,;L~l;~~~
.,$." ~I t?~, ,.~,,' ,.....;;c "'<i')"'; ,'"",,,,;c;>P\
,7> '!of -, _ - _ '1'!l'~'.'~~' -A_x,'i-" ~.", ,t'" - ",,:,~':tt;#"':J
r"",:";'tt:i:,,,,:''0'tl~fl~i\/.),~I' _ ':i;..'~,."".t._".9. ~;,;\., ''<''"!l~,'
~.;..t~~:~,';(.l<~..-.;;:ia~M4lt~., t_.."...-"l~l\!'_'_'.M"-.4<~~' ~""
Item # Quantity
Unit
Description of MATERIALS
Unit Price
Total Cost
Project Number ______' ___
7f jt1C(ettSts ~~ OV1. crn.1Ym
frVm ~~6D017J ~I\, 1Gb
[::-S,TOTAL1COSTc(
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i;$ ',-2.;,(I:'-0'i-I'.,.'t;. e;".j
~ .r'~hl0YWf;;;,,,,{r5Lj
o Per attached QUOTE
Account Number11 0, OJ, gc::j. 00, &(JJ10Q
. Items and serVices mu'Si be-ch;Jrged tothe-apPlOpriate-a~count numbers for the financials to reflect the actual expenditures accurately.
By signing this requisition form, f certify that the infonnation provided above meets the City of Ashland public contracting requirements,
00'" "",,"00_ =" pro""'"I'M ,",00". '#--
Employee Signature: f)fMJ,., .~ Supervisor/Dept. Head Signature: - .
G: Finance\Procedure\AP\Forms\8_Requisition form revised
Updated on: 5/1812009
jf(5/19/20e9) Tina G@y' .:RE:-C!!t~fAshland F~.f!!.i~~i~u1imenr-===~'- ~_.:.,~~~-'~-'===:==-==:':"_ __,,_...?2g.E:U..J1
~
. .
From:
To:
Date:
Subject:
"Stacy Waters" <swaters@watersconsulting.com>
"Tina Gray" <Tina@ashland.or.us>
5/19/20097:23 AM
RE: City of Ashland Fire Chief Recruitment
Thank you Tina. This is quite helpful and I really appreciate your responsiveness!
************************************************************
Stacy L. Waters
The Waters eonsulting Group, Inc.
5050 Quorum Drive, Suite 625
Dallas, TX 75254
214.466.2444/direct
972.481. 1950/main
972.481. 1951/fax
-Offices in Dallas - Austin - Seattle - eleveland-
swaters@watersconsulting.com
************************************************************
-----Original Message-----
From: Tina Gray [mailto:Tina@ashland.or.us]
Sent: Monday, May 18, 2009 7:22 PM
To: Stacy Waters
Subject: City of Ashland Fire Chief Recruitment
Hi Stacy
I wanted to provide you with authorization to exceed the $7,500 expenses provided for in our .contract with
the Waters Consulting Group up to $11,100 total for the following additional services that were at the
request of the eity Administrator:
-Video eonferencing for all finalists
-Mr. Oldani's travel to meet with several candidates in-person regionally in lieu of video conferencing for
cost-saving purposes.
-Mr. Oldani's travel to Ashland for the final interview process on Apri! 27th and 28th
.
We are processing a change order to accommodate up to $3,600 in additional expenses.
My records reflect that the eity has processed payments to the Waters Consulting Group totaling
$26,433.62. Of that amount, $1,433.62 was for add-on services not reflected in the contract but approved
by the eity. Additionally, I received invoice (0509-1204) today for $518.52, which according to my records
leaves an available baiance of $1,647.86 authorized for the additional services.
I apologize for any confusion, please let me know if you need any additional information. I have attached
a payment summary which might be helpful since you may not have received 2 of the payments yet.
Sincerely,
Tina Gray
Tina Gray, Human Resource Director
City of Ashland
20 E. Main Street