HomeMy WebLinkAboutWORK ORDER - RFP - P1126 WETLAND AND RIPARIAN ECOLOGICAL RESTORATION (2)EXHIBIT "A"
WORK ORDER FORM
PURSUANT TO AN AGREEMENT BETWEEN
THE CITY OF FORT COLLINS
And
Biohabytats
DATED: July 30, 2010'
Work Order Number: NA480
Project Title: Final Design for Sterling & Udall riverbank restoration
Commencement Date: August.1, 2010
Completion Date: Sterling.— October 31,.20t0
Udall — to be deterinined based on permitting needs.
Maximum Fee: Not to exceed. $6I,590
Project Description: See attached description
Scope of Services: See. attached Scope of Services
Service Provider agrees to perform the services
identified above and on the attached forms in
accordance with the terms and conditions contained
herein and in the Services Agreement between the
parties. In the. event of a conflict between or
ambiguity in the terms. of the. Services. Agreement
and this wortk.order (hicluding the attached forms),
the Services Agreement shall control.
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The attached forms consisting of six (6) pages are
hereby accepted and incorporated herein by this
reference; and Notice -to Proceed is herebygiven..
Scrvicel'rovidcri�itia�ij'S��nG, City ofFort.Collins:
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APPROVAL::
D' ect r of Purchasing
'Biohabitats
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Southern Rocky Mountain Bioregion
1732 Wazee Street, Suite 209
Denver, CO 80202
303 477-0660 303 477-4648 fas
www.b i o h a b i ra ts. co rn
July 15, 2010
Mr. Rick Bachand
Environmental Program Manager
Fort Collins Natural Areas Program
PO Box 580
Fort Collins, CO 80522-0580
RE: Udall and Sterling Restoration F000dplain Permitting and
Final Design/Build - 2010
Biohabitats Proposal No. 10918.00
Dear Mr. Bachand:
This proposal letter is in response to the City of Fort Collins recent request for Biohabitats to
finalize floodplain permitting and designs for the Udall and Sterling Natural Areas based on the
concepts that we developed (see technical memoranda for Udall and Sterling, dated June 23 and
24, 2010). A general construction scope is also included, with the understanding that the
construction budget details will be submitted once designs are fmalized.
Please note that this proposal is based on the assumption that FEMA review will not be required
for either project. If floodplain regulators rule that FEMA review is required due to map
revisions, then tasks will need to be added to carry out the submittal and agency review
processes for the applicable site.
For the purposes of this proposal and based on initial input from Natural Areas, we have also
assumed wetland permitting will not be required. However, recent discussions about the projects
with Terry McKee at the US Army Corps of Engineers indicate further communication is needed
to determine specifically what they will require. (If needed, Biohabitats could assist the City with
further determination of Corps requirements under our general 2010 technical assistance task.)
Briefly, for Sterling, the Corps confirmed that a pond is considered to be naturalized after gravel
mining has ceased and no mining is occurring on the property. So if there is no direct outlet from
the pond to the stream, the Corps only has jurisdiction over the wetlands, not the open water. If
the project impacts pond wetlands, however, (which we suspect it could, at least temporarily),
the work would be permitted under Nationwide #27, aquatic enhancement, because the project is
creating a higher value. For Udall — the Corps can provide a "No permit required" letter if no
work is taking place below Ordinary High Water Mark (OHWM) or impacting a wetland. It
appears that Phase 1 may meet the conditions for no permit needed (need to confirm, particularly
for culvert relocation area), but the creation of the low bench in Phase 2 would require a permit.
SCOPE OF WORK
Prior to evaluation, permitting and final design, all utility locates will be completed to ensure on -
site utilities are understood and incorporated into the analysis and design. If any additional
surveys are required, their cost will come out of the construction budget.
PHASE 1— HYDRAULIC ANALYSIS AND FLOODPLAIN PERMITTING
Task 1.1 Floodplain Permit Pre -Application Meeting
Biohabitats will meet with City floodplain managers to present and review the Udall restoration
design concept. We will focus discussion on Phase 1 of the design and work out the steps
necessary to gain approval from the City floodplain review process. The meeting will also clarify
the current floodplain model for this portion of the City and the availability of any modeling
work completed for the stormwater ponds. (Ideally, we would like guidance on how to
streamline process and bypass the need for any modeling.) For the purposes of this proposal, we
are assuming some modeling will be required, and the meeting will clarify required submittals,
reviews, and scheduling.
Biohabitats already completed a pre -application meeting with Latimer County, which was
covered under a separate work order, and it was determined that floodplain modeling was
required for the Sterling project.
Task 1.2 Initial Model Analysis and Design Evaluation
Biohabitats will obtain the existing HECRAS model from Larimer County and HEC2 model
from the City (assuming that the pre -application meeting with City floodplain manager has
determined that floodplain modeling is required for the Udall project) and set each one up for the
respective restoration project according to the applicable County or City requirements. In an
iterative process, we will analyze the impacts of the proposed restorations on the regulatory flood
levels and floodway locations and make adjustments to the cross sections to try to eliminate
impacts that would require a map revision and FEMA review. If impacts can be eliminated, then
we will proceed with design based on those results. If impacts cannot be eliminated, Biohabitats
will coordinate with Natural Areas to select the most acceptable design iteration.
This task assumes that Biohabitats will be able to use cross sections from the existing models in
our analysis. It does not include any bathymetric surveying.
Task 1.3 Hydraulic Reports and Floodplain Permit Application Submittals
Once the designs have been selected, Biohabitats will complete the required model runs
necessary for engineering departments' floodplain reviews. We have estimated this effort based
on the County's Hydraulic Modeling Report requirements, which includes documenting any
updates to the pre- and post -project models as well as describing the effect of the restoration
work itself. We will put together draft hydraulic reports for both Sterling and Udall and submit
them to the County and City, respectively. Once comments have been received from the
reviewers, we will complete any additional modeling, if required, and produce final copies of the
reports, which we will then submit for the floodplain board hearings. We will also prepare for
and participate in the hearings (and have assumed one meeting per site).
PHASE 2 — FINAL DESIGN
Task 2.1 Field Verification and Final Design Development
Biohabitats will visit both restoration sites to collect data necessary for final design, such as
utility locations, on -site materials, existing wetland locations, specific vegetation information for
planting plan development, additional elevation measurements, construction access, and staging.
The site visits will also provide an opportunity to solicit equipment input from our construction
foreman for the design at both sites and the City structural engineer's input regarding the culvert
relocation at Udall. The City will provide Biohabitats with the City's Stormwater Design
Guidelines as guidance for the culvert outfall relocation design. Final outfall design will be
approved by the City's Stormwater Utility prior to construction. Biohabitats will use the results
of this visit and from the hydraulic modeling in the previous phase to develop the final design.
Task 2.2 Final Design/Build Documents
Biohabitats will prepare final design/build drawings for Natural Area's review for both sites. The
drawings will be developed to a level of detail sufficient for a design/build project. They will
likely include a grading plan that shows construction access and staging, applicable details and
cross sections, planting plan, and cost estimate. Biohabitats will produce two (2) sets of the final
design/build review drawings for each site.
Biohabitats will lead a plan -in -hand field meeting as part of the review process. The plan -in -hand
meeting will be conducted to review the different components of the design, confirm Natural
Areas' expectations, and identify any possible site constraints that may still need addressed.
Issues to discuss may include items such as disposal of debris, safety, erosion control measures,
City staff participation, etc... Biohabitats will incorporate Natural Areas' comments into the final
design/build drawings. We will submit two (2) sets of the final drawings and cost estimate for
each site.
PHASE 3 — CONSTRUCTION (General scope only, for future budget approval)
Following the City's design approval and project selection, we will provide a revised
Construction Scope with the details on equipment, tasks, methods, and milestones. (We assume
only one of the projects will be constructed per calendar year.) Upon receipt of the final notice -
to -proceed, Biohabitats will begin construction of the selected project.
Dan Gravelding of Aquifer Solutions, who is part of our approved on -call team, will be
construction foreman and will be responsible for arranging equipment and operators, as
necessary. Should the City be able to provide equipment and operators to assist with the project,
Dan will coordinate and integrate their roles in the best interest of the project.
Biohabitats staff will be on -site during construction to guide the operators and ensure successful
implementation of the design. Construction tasks will include items such as flagging locations,
general construction monitoring, working with the contractor on material selection and
placements, determining and checking elevations using a laser level, and resolving any issues
that arise.
FEE
As requested, the scope and fee for Sterling and Udall have been combined to obtain efficiencies
wherever possible, and our fee shown below includes all labor, direct costs, and reimbursables to
successfully complete Phases 1 and 2 for both sites. (Note, this works out to roughly $30,780 per
site for floodplain modeling, permitting, and final design.) A savings of $15, 255.00 could be
realized if the City can issue a special approval for Udall without full floodplain modeling. As
previously discussed, construction costs will be provided with the final design, and must meet a
construction budget of not -to -exceed $170,000 per project.
Fee (Includes Modeling for Udall)
Phase 1 — Hydraulic Analysis and Floodplain Permitting $30,480.00
Phase 2 — Final Designs $31, 110.00
Total cost $61,590.00
Phase 3 — Construction to be determined
Alternative Fee if no Modeling Required for Udall (@$15, 255) $46, 335.00
Please note that throughout the projects, Biohabitats will work with the City wherever possible to
realize cost savings, e.g. by substituting "in-house" City resources.
In keeping with our current contract arrangements, invoices will be prepared and submitted
monthly, based on the percent of work completed and in accordance with the Terms of our
current on -call contract. Should out of scope items arise (such as wetland permitting), additional
tasks can be added, or we can bill for the work, with City approval, on a time and materials basis,
based on our contract rates.
SCHEDULING
Biohabitats is available to begin work on the project immediately upon receiving Notice to
Proceed. The final schedule for the projects depends on the floodplain permit processes. The pre -
application meeting with the City (for Udall) and our initial modeling results for both projects
should provide a good indication of whether or not these projects will require FEMA review. If
FEMA review is not required, then construction should be able to occur in 2010. If, however,
FEMA review is needed, then construction in 2010 will not be possible. If both projects are able
to move forward without FEMA review, then Biohabitats will coordinate with Natural Areas to
decide the best project to pursue for construction in 2010.
Sterling Milestones. As noted earlier, the County floodplain process has multiple steps process
involving 2 weeks for Engineering staff initial review, time for revisions and resubmittal (if
needed), and finally, floodplain review board approval. The Floodplain Review Board meets the
fourth Thursday of each month, and submittals must be received by the fourth Thursday of the
preceding month. The most likely scenario for Sterling is permits and approvals in hand by
October 2010 with construction (earth moving, grading) starting in November, 2010. Planting
and project completion shall occur no later than the last day of May 2011.
4
ASSUMPTIONS
The basis for our cost proposal included the following assumptions and exclusions:
1. Biohabitats' scope of work does not include an assessment of water rights or other
legal property right issues associated with the project.
2. This scope of work fee does not cover any FEMA submittals or review coordination
for floodplain remapping.
3. We assume that 464 permitting would not be required; and anytime for 404 permit
applications or coordination would occur under a separate scope agreement.
4. This scope of work and fee estimate is based on the assumption that the projects are
design/build and that the construction will not go out to bid.
5. This scope of work assumes that in addition to Stormwater Design Guidelines the
City will provide specific drawing standards should the need arise.
6. This scope of work does not include geotechnical testing.
7. This scope of work assumes that any debris or excavated material is nonhazardous
and does not include testing.
8. Revisions and changes in drawings, specifications or other documents when such
revisions are inconsistent with approvals or instructions previously given by the City;
required by the enactment or revision of codes, laws, or regulations subsequent to the
preparation of such documents; or the preparation of alternates or deductive change
orders requested by the City, shall be considered extra services and may require
adjustments to the fee and schedule, with the exception of addressing minor
comments and requests for documentation that supports their design, which may be
requested by the City. The City will collect and reconcile conflicting review
comments for submission to Biohabitats.
9. This scope of work does not include property surveys.
10. This scope of work does not include archeological, rare species, or cultural surveys.
11. The City shall provide Biohabitats timely access to all relevant data, plans, aerial
photographs, hydraulic and hydrologic modeling data, construction documents and
data in their possession that are applicable to this design effort.
12. Revisions to the final design plans due to errors and omissions will be completed in
accordance with this proposal. Revisions due to first-time reviews and unanticipated
reviews along with changes from the scope of work delineated in the Scope of Work
will be considered an addition to this Scope of Work and accompanying Fee
Estimate.
13.'No Weed Control Plan is required for the project.
14. This proposal is valid for 90 days, after which it may be renegotiated.
15. The City desires construction of one project in 2010 and will provide prompt reviews
and assistance facilitating interdepartmental communications to assist with meeting
that schedule.
16. We are anticipating a start date no sooner than mid to late October with completion
prior to the winter season. Should the permit reviews or weather delay the start time,
Biohabitats and the City may agree to postpone construction to 2011.
We hope this proposal satisfies your current needs. Please feel free to contact me if you have
questions or require any additional information.
We look forward to continuing our work with you and the Natural Areas Program. If you have
any questions regarding our proposal, please contact me by phone (303 477-0660) or by email at
cbrownegbiohabitats.com. Thank you for your time and consideration.
Sincerely,
BIOOHH%ABITATS, INC.
Claudia Browne, Southern Rocky Mountain Bioregion Leader