HomeMy WebLinkAbout477776 AMEC EARTH & ENVIRONMENTAL INC - CONTRACT - RFP - 7145 CONSULTING ENGINEERING AND PLANNING SERVICESPROFESSIONAL SERVICES AGREEMENT
WORK ORDER TYPE
THIS AGREEMENT made and entered into the day and year set forth below by and
between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter
referred to as the "City" and AMEC Earth & Environmental, Inc., hereinafter referred to as
"Professional".
WITNESSETH:
In consideration of the mutual covenants and obligations herein expressed, it is agreed by
and between the parties hereto as follows:
1. Scope of Services. The Professional agrees to provide services in accordance with
any project Work Orders for 7145, issued by the City. A blank sample of a work order is attached
hereto as Exhibit "A", consisting of (1) pages and is incorporated herein by this reference. The City
reserves the right to independently bid any project rather than issuing a Work Order to the
Professional for the same pursuant to this Agreement.
2.
The Work Schedule. The services to be performed pursuant to this Agreement shall
be performed in accordance with the Work Schedule stated on each Work Order.
3. Time of Commencement and Completion of Services. The services to be performed
pursuant to this Agreement shall be initiated as specified on each Work Order. Time is of the
essence. Any extensions of any time limit must be agreed upon in writing by the parties hereto.
4. Contract Period. This Agreement shall commence July 12, 2011, and shall continue
in full force and effect until September 7,2012, unless sooner terminated as herein provided. In
addition, at the option of the City, the Agreement may be extended for additional one year periods
not to exceed three (3) additional one year periods. Renewals and pricing changes shall be
negotiated by and agreed to by both parties. The Denver Boulder Greeley CPIU published by the
Colorado State Planning and Budget Office will be used as a guide. Written notice of renewal
shall be provided to the Professional and mailed no later than ninety (90) days prior to contract end.
7145 Professional Services Agreement -Work Order Type Page 1 of 10
5. Early Termination by City/Notice. Notwithstanding the time periods contained herein,
the City may terminate this Agreement at any time without cause by providing written notice of
termination to the Professional. Such notice shall be delivered at least fifteen (15) days prior to the
termination date contained in said notice unless otherwise agreed in writing by the parties. All
notices provided under this agreement shall be effective when mailed, postage prepaid and sent to
the following address:
Professional: City: With Copy to:
AMEC Earth & Environmental Inc. City of Fort Collins City of Fort Collins, Purchasing
Attn: Lee Rozaklis Attn: Donnie Dustin PO Box 580
1002 Walnut Street, Suite 200 PO Box 580 Fort Collins, CO 80522
Boulder, CO 80302 Fort Collins, CO 80522
In the event of any such early termination by the City, the Professional shall be paid for services
rendered prior to the date of termination subject only to the satisfactory performance of the
Professional's obligations under this Agreement. Such payment shall be the Professional's sole
right and remedy for such termination.
6. Design, Project Insurance and Insurance Responsibility. The Professional shall be
responsible for the professional quality, technical accuracy, timely completion and the coordination
of all services rendered by the Professional, including but not limited to designs, plans, reports,
specifications, and drawings and shall, without additional compensation, promptly remedy and
correct any errors, omissions, or other deficiencies. The Professional shall indemnify, save and
hold harmless the City its officers and employees, in accordance with Colorado law, from all
damages whatsoever claimed by third parties against the City and for the City's costs and
reasonable attorney's fees arising directly or indirectly out of the Professional's negligent
performance of any of the services furnished under this Agreement. The Professional shall
maintain commercial general liability insurance in the amount of $500,000 combined single limits
and errors and omissions insurance in the amount of $1 ,000,000.
7. Compensation. In consideration of services to be performed pursuant to this
7145 Professional Services Agreement - Work Order Type Page 2 of 10
Agreement, the City agrees to pay Professional on a time and reimbursable direct cost basis
designated in Exhibit "6", consisting of one (1) page, attached hereto and incorporated herein by
this reference. At the election of the City, each Work Order may contain a maximum fee, which
shall be negotiated by the parties hereto for each such Work Order. Monthly partial payments
based upon the Professional's billings and itemized statements are permissible. The amounts of all
such partial payments shall be based upon the Professional's City-verified progress in completing
the services to be performed pursuant to the Work Order and upon approval of the Professional's
direct reimbursable expenses. Final payment shall be made following acceptance of the work by
the City. Upon final payment, all designs, plans, reports, specifications, drawings, and other
services rendered by the Professional shall become the sole property of the City.
8. City Representative. The City will deSignate, prior to commencement of work, its
project representative who shall make, within the scope of his or her authority, all necessary and
proper decisions with reference to the project. All requests for contract interpretations, change
orders, and other clarification or instruction shall be directed to the City Representative.
9. Project Drawings. Upon conclusion of the project and before final payment, the
Professional shall provide the City with reproducible drawings of the project containing accurate
information on the project as constructed. Drawings shall be of archival, prepared on stable mylar
base material using a non-fading process to provide for long storage and high quality reproduction.
"CD" disc of the as-built drawings shall also be submitted to the owner in and AutoCAD version no
older then the established city standard.
10. Monthly Report. Commencing thirty (30) days after Notice to Proceed is given on
any Work Order and every thirty days thereafter, Professional is required to provide the City
Representative with a written report of the status of the work with respect to the Work Order, Work
Schedule and other material information. Failure to provide any required monthly report may, at the
option of the City, suspend the processing of any partial payment request.
11. Independent Contractor. The services to be performed by Professional are those of
7145 Professional Services Agreement - Work Order Type Page 3 of 10
an independent contractor and not of an employee of the City of Fort Collins. The City shall not be
responsible for withholding any portion of Professional's compensation hereunder for the payment
of FICA, Workers' Compensation, other taxes or benefits or for any other purpose.
12. Personal Services. It is understood that the City enters into this Agreement based
on the special abilities of the Professional and that this Agreement shall be considered as an
agreement for personal services. Accordingly, the Professional shall neither assign any
responsibilities nor delegate any duties arising under this Agreement without the prior written
consent of the City.
13. Acceptance Not Waiver. The City's approval of drawings, designs, plans,
specifications, reports, and incidental work or materials furnished hereunder shall not in any way
relieve the Professional of responsibility for the quality or technical accuracy of the work. The City's
approval or acceptance of, or payment for, any of the services shall not be construed to operate as
a waiver of any rights or benefits provided to the City under this Agreement.
14. Default. Each and every term and condition hereof shall be deemed to be a material
element of this Agreement. In the event either party should fail or refuse to perform according to
the terms of this agreement, such party may be declared in default.
15. Remedies. In the event a party has been declared in default, such defaulting party
shall be allowed a period of ten (10) days within which to cure said default. In the event the default
remains uncorrected, the party declaring default may elect to (a) terminate the Agreement and seek
damages; (b) treat the Agreement as continuing and require specific performance; or (c) avail
himself of any other remedy at law or equity. If the non-defaulting party commences legal or
equitable actions against the defaulting party, the defaulting party shall be liable to the
non-defaulting party for the non-defaulting party's reasonable attorney fees and costs incurred
because of the default.
16. Binding Effect. This writing, together with the exhibits hereto, constitutes the entire
agreement between the parties and shall be binding upon said parties, their officers, employees,
7145 Professional Services Agreement - Work Order Type Page 4 of 10
agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal
representatives, successors and assigns of said parties,
17, Law/Severability, The laws of the State of Colorado shall govern the construction,
interpretation, execution and enforcement of this Agreement. In the event any provision of this
Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such
holding shall not invalidate or render unenforceable any other provision of this Agreement.
18, Prohibition Against Employing Illegal Aliens, Pursuant to Section 8-17,5-101,
C,R.S" et. seq" Professional represents and agrees that:
a, As of the date of this Agreement:
1, Professional does not knowingly employ or contract with an illegal alien
who will perform work under this Agreement; and
2. Professional will participate in either the e-Verify program created in
Public Law 208, 104th Congress, as amended, and expanded in Public Law 156,
108th Congress, as amended, administered by the United States Department of
Homeland Security (the "e-Verify Program") or the Department Program (the
"Department Program"), an employment verification program established
pursuant to Section 8-17.5-102(5)(c) CR,S. in order to confirm the employment
eligibility of all newly hired employees to perform work under this Agreement.
b. Professional shall not knowingly employ or contract with an illegal alien to
perform work under this Agreement or knowingly enter into a contract with a
subcontractor that knowingly employs or contracts with an illegal alien to perform work
under this Agreement.
c, Professional is prohibited from using the e-Verify Program or Department
Program procedures to undertake pre-employment screening of job applicants while this
Agreement is being performed.
d, If Professional obtains actual knowledge that a subcontractor performing work
under this Agreement knowingly employs or contracts with an illegal alien, Professional
shall:
1. Notify such subcontractor and the City within three days that Professional
has actual knowledge that the subcontractor is employing or contracting with an
illegal alien; and
2. Terminate the subcontract with the subcontractor if within three days of
7145 Professional Services Agreement - Work Order Type Page 5 of 10
receiving the notice required pursuant to this section the subcontractor does not
cease employing or contracting with the illegal alien; except that Professional
shall not terminate the contract with the subcontractor if during such three days
the subcontractor provides information to establish that the subcontractor has not
knowingly employed or contracted with an illegal alien.
e. Professional shall comply with any reasonable request by the Colorado
Department of Labor and Employment (the "Department") made in the course of an
investigation that the Department undertakes or is undertaking pursuant to the authority
established in Subsection 8-17.5-102 (5), C.R.S.
f. If Professional violates any provision of this Agreement pertaining to the duties
imposed by Subsection 8-17.5-102, C.R.S. the City may terminate this Agreement. If this
Agreement is so terminated, Professional shall be liable for actual and consequential
damages to the City arising out of Professional's violation of Subsection 8-17.5-102,
C.R.S.
g. The City will notify the Office of the Secretary of State if Professional violates this
provision of this Agreement and the City terminates the Agreement for such breach.
19. Red Flags Rules. Professional must implement reasonable policies and
procedures to detect, prevent and mitigate the risk of identity theft in compliance with the
Identity Theft Red Flags Rules found at 16 Code of Federal Regulations part 681. Further,
Professional must take appropriate steps to mitigate identity theft if it occurs with one or more of
the City's covered accounts.
20. Special Provisions. Special provisions or conditions relating to the services to be
performed pursuant to this Agreement are set forth in Exhibit "C" -Confidentiality, consisting of one
(1) page, attached hereto and incorporated herein by this reference.
7145 Professional Serv',ces Agreement - Work Order Type Page 6 of 10
THE CITY OF FORT COLLINS, COLORADO
By: � \SCJ��
, ames B. O'Neill II, CPPO, FNIGP
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ctor of PU
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ChaSing & Risk Management
Date: ___
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Rf:IIII=D AS TO FORM:
AMEC Earth & Environmental, Inc
By: <2J.�
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CORPORATE Title \U...\ cr PRESIDENT \MeXN.At& OR VICE PRESIDENT
Date: o":f-\'Z"t..\ Zp l\
ATTEST:
(Corporate Seal)
Corporate Secretary
7145 Professional Services Agreement - Work Order Type Page 7 of 10
Work Order Number:
Purchase Order Number:
EXHIBIT "A"
WORK ORDER FORM
PURSUANT TO AN AGREEMENT BETWEEN
THE CITY OF FORT COLLINS
AND
AMEC EARTH & ENVIRONMENTAL, INC
DATED:
Project Title: 7145 Consulting Engineering & Planning Services Water Supply & Demand Management
Policy Update
Commencement Date:
Completion Date:
Maximum Fee: (time and reimbursable direct costs):
Project Description:
Scope of Services:
User Acceptance _____________ _
Professional agrees to perform the services Professional
identified above and on the attached forms in
accordance with the terms and conditions contained
herein and in the Professional Services Agreement
By: ____________
_
between the parties. In the event of a conflict
between or ambiguity in the terms of the Date: ____________ _
Professional Services Agreement and this work
order (including the attached forms) the Professional
Services Agreement shall control.
The attached forms consisting of _ U pages are
hereby accepted and incorporated herein, by this
reference, and Notice to Proceed is hereby given.
City of Fort Collins
By:
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Personnel
Principal
Senior Project Manager
Project Engineer
Junior Engineer
Technical Writer
Project Administrator
GIS Specialist
Clerical II
Subcontractor
Other
Subcontractor Mark-Up
EXHIBIT "B"
FEE SCHEDULE
Reimbusable Direct Expenses
7145 Professional Services Agreement - Work Order Type
Hourly Rate
$ 189.00
$ 130.00
$ 121.00
$ 83.00
$ 72.00
$ 63.00
$ 70.00
$ 63.00
$ 150.00
Rate
10%
Cost
Page 9 of 10
EXHIBIT "C"
CONFIDENTIALITY
IN CONNECTION WITH SERVICES provided to the City of Fort Collins (the "City") pursuant to this
Agreement (the "Agreement"), the Professional hereby acknowledges that it has been informed that
the City has established policies and procedures with regard to the handling of confidential
information and other sensitive materials.
In consideration of access to certain information, data and material (hereinafter individually and
collectively, regardless of nature, referred to as "information") that are the property of and/or relate
to the City or its employees, customers or suppliers, which access is related to the performance of
services that the Professional has agreed to perform, the Professional hereby acknowledges and
agrees as follows:
That information that has or will come into its possession or knowledge in connection with the
performance of services for the City may be confidential and/or proprietary. The Professional
agrees to treat as confidential (a) all information that is owned by the City, or that relates to the
business of the City , or that is used by the City in carrying on business, and (b) all information that
is proprietary to a third party (including but not limited to customers and suppliers of the City) . The
Professional shall not disclose any such information to any person not having a legitimate need-to
know for purposes authorized by the City. Further, the Professional shall not use such information
to obtain any economic or other benefit for itself, or any third party, except as specifically authorized
by the City.
The foregoing to the contrary notwithstanding, the Professional understands that it shall have no
obligation under this Agreement with respect to information and material that (a) becomes generally
known to the public by publication or some means other than a breach of duty of this Agreement, or
(b) is required by law, regulation or court order to be disclosed, provided that the request for such
disclosure is proper and the disclosure does not exceed that which is required. In the event of any
disclosure under (b) above, the Professional shall furnish a copy of this Agreement to anyone to
whom it is required to make such disclosure and shall promptly advise the City in writing of each
such disclosure.
In the event that the Professional ceases to perform services for the City, or the City so requests for
any reason, the Professional shall promptly return to the City any and all information described
hereinabove, including all copies, notes and/or summaries (handwritten or mechanically produced)
thereof, in its possession or control or as to which it otherwise has access.
The Professional understands and agrees that the City's remedies at law for a breach of the
Professional's obligations under this Confidentiality Agreement may be inadequate and that the City
shall, in the event of any such breach, be entitled to seek equitable relief (including without
limitation preliminary and permanent injunctive relief and specific performance) in addition to all
other remedies provided hereunder or available at law.
7145 Professional Services Agreement - Work Order Type Page 10 of 10
Phase II - Water Supply and Demand Management Policy Update
Scope of Work
Submitted to Fort Collins Utilities
AMEC Earth & Environmental, Inc.
1002 Walnut Street, Suite 200
Boulder, Colorado 80302
June 2011
Table of Contents
TABLE OF CONTENTS ......................................................••.......................................... 2
1.0 PHASE II SCOPE OF WORK .............................................................................. 1
1.1 Task A: Stakeholder process 1
1.2 Task B: Develop and present alternative policy provisions for review and
consideration 3
1.3
Task C: Prepare final report recommending proposed policy revisions for adoption
3
1.4 Task D: Assist staff in presenting results and proposals to the Water Board, City
Council and other groups as needed 4
1.5 Task E: Project Management 4
2.0 COST ESTIMATE ................................................................................................ 5
3.0 PROJECT SCHEDULE ........................................................................................ 8
1.0 Phase II Scope of Work
The AMEC Team and Catalyst, Inc (Catalyst) appreciates the opportunity to continue the assessment of
Fort Collins' (City) Water Supply and Demand Management Policy. As discussed in further detail below,
the nature of the stakeholder and public outreach component has required a level of flexibility as the
project continues to evolve. Total project costs have exceeded the original Scope of Work (Phase 1
Scope of Work) for the following reasons:
• A considerable amount of time has been necessary to revise and refine the project approach. This
includes multiple phone conversations with Utilities discussing project approach, a scoping meeting in
AMEC's Boulder office, and the time necessary to develop this Phase II Scope of Work.
• The Community Working Group (CWG) stakeholder process has exceeded the level of effort and time
originally estimated in the Phase I Scope of Work. The number of CWG meetings has increased from
four meetings to six in order to allot sufficient time to cover essential policy related material. The two
and a half hour CWG meetings were also originally assumed to only be two hours in duration. Also
day-to-day communications were originally scoped to be handled by Utilities; however, Catalyst has
generally assumed this responsibility. Catalyst has also assisted the City in setting up the CWG
Sharepoint.
• The original scope included providing a list of recommendations for informing and engaging the
general public, but did not include time for implementing the plan. Catalyst prepared a Community
Engagement Plan and met with the City to review the plan several times and provide input on the
design of the Website. The Phase II scope includes assistance with the website, online survey,
speakers bureau and open house/workshop events.
• A CWG Memorandum summarizing the major feedback from the CWG stakeholder process was not
included in the Phase I Scope of Work. This document is necessary to highlight the major outcomes
of the CWG process for the Water Board and City Council.
• Weekly conference calls with Utilities were not included in the Phase I Scope of Work. These calls
are generally one and half to two hours, not including time to prepare for the calls.
• The original cost estimate assumed twenty interviews would be held to select the CWG and that
Catalyst would be the sale interviewer. A total of 28 interviews were conducted to select the 20
person committee. Lee Rozaklis with AMEC also participated in 16 of the interviews, providing his
water resources expertise to the process.
• The provider survey contained a much more comprehensive set of questions than what was originally
scoped. However, the level of effort necessary to conduct the GIS "green cover assessment" was
reduced and did not cover other water providers. This green cover assessment reduction partially
compensated for the "expanded" water provider survey.
The following Phase II Scope of Work is in response to discussions held with the City of Fort Collins
Utilities (Utilities). It covers our estimated level of effort necessary to complete the project as of our last
Phase I invoice on May 27, 2011. The Phase II Cost Estimate and revised Project Schedule are provided
in Section 2.0 and 3.0, respectively.
i. i Task A: Stakeholder process
This Task includes weekly conference calls through September to coordinate the CWG stakeholder
process and prepare for the following three meetings:
• CWG Meeting #4: Additional Supplies/Facilities
• CWG Meeting #5: Non Municipal Uses
• CWG Meeting #6: Synthesis and Review
Each meeting will be supported by presentations that facilitate discussion of the featured topics.
Participants will be actively involved via several processes: asking each member to identify and explain
their most important issues, break-out groups, "sticky board" sessions, and providing comment sheets for
individuals who may be reluctant to speak publicly. Comments and opinions received at each meeting
will be recorded, including minority or dissenting opinions. Written meeting summaries, "snapshots" of
sticky boards and tallies of prioritized issues, will be created. A summary of this information will be
included in a Draft CWG Memorandum. CWG members will also have an opportunity to provide
comments on this memorandum as well as on the existing 2003 Policy. Outreach to the larger community
may include the website, Speakers Bureau, Utilities Open House, Online Survey and Draft Policy
Workshop. Each tool will provide updates on the progress of the Policy Update and elicit public
comment. In addition, the online survey will focus specifically on learning the communities' preferences
with respect to water conservation and landscaping.
Assumptions:
• Catalyst will take the lead in developing the stakeholder process schedule, logistics and in developing
the Draft Stakeholder Process Memorandum.
• Catalyst will facilitate the three remaining CWG meetings of two and a half hours each. The CWG will
operate under basic ground rules, but will not require consensus on subject material.
• The Consultant Team will develop the following materials for each of the CWG meetings: one
Powerpoint presentation (if applicable), agenda and up to four handouts. AMEC and Catalyst will
also provide feedback on the Utilities CWG meeting materials.
• The Consultant will provide the initial draft of the meeting minutes and incorporate feedback from the
Utilities for distribution to the CWG members.
• Utilities will be responsible for production of the meeting material handouts prior to the CWG
meetings.
• Utilities will have lead responsibility for posting materials on the Sharepoint site, with assistance from
the Consultant Team.
• Length of the CWG Memorandum is assumed to be 5 to 6 pages.
• The project cost estimate includes time for the Consultant Team to speak with individual CWG
members regarding specific issues and questions they may have.
• CWG comments on the existing 2003 Policy and on the CWG Memorandum will be submitted online
in a consolidated matrix, thereby streamlining the effort to summarize and document comments.
• Utilities will take the lead in scheduling and organizing the Speakers Bureau. The Consultant Team
will provide an outline for the presentation and limited support in developing slide material.
• Utilities will be responsible for organizing and staffing the Utilities Open House. The Consultant Team
will provide an outline for the design of information materials on the Policy Update and limited support
in developing boards and handouts.
• The Consultant Team will outline the online survey and develop a draft list of questions. Utilities will
refine the survey instrument and analyze results. The Consultant Team will prepare a brief summary
of results for presentation at public outreach events and CWG meetings.
• The Consultant Team will develop draft materials for the Draft Policy Update Workshop to be finalized
and reproduced by Utilities. Utilities will be responsible for the Workshop venue and supplies. The
Consultant Team will support Utilities in staffing and facilitation the workshop. The Consultant Team
will also prepare a workshop summary.
Deliverables:
• Electronic draft and final meeting minutes for the three remaining CWG meetings
• Power point presentation (if applicable), up to four handouts and meeting agenda for each of the
CWG meetings
• First Draft of CWG Memorandum for Utilities review
• Second Draft of CWG Memorandum for CWG member review
2
• Third Draft of the CWG Memorandum for distribution to Water Board and City Council
• Limited supporting material for public outreach effort
• Outlines for Speakers Bureau Presentation and Utilities Open House display.
• Draft online survey
• Draft presentation and materials for Draft Policy Update Workshop and Summary of Workshop.
1.2 Task 13: Develop and present alternative policy provisions 101' review and
consideration
This task involves the preparation of multiple drafts of the Proposed Policy. The first draft will be
developed in advance of CWG Meeting #5 to provide internal direction and focus for the Project Team for
the remaining CWG meetings. The second draft will be developed prior to CWG Meeting #6 for
presentation to and feedback from the CWG. The third draft will incorporate the CWG's comments and
the fourth will incorporate the Utilities comments prior to submission to the Water Board. The fifth draft
will incorporate the Water Board's and Utilities' comments prior to submission to City Council.
Assumptions:
• Understanding the evolving nature of this process, the need for certain drafts may change. For cost
estimating purposes, it is assumed this task includes up to five drafts; however, the number of drafts
may be adjusted depending on the needs of the Utilities.
• Utilities will provide comments (one consolidated set, in 'track changes') in response to each of the
first and third drafts.
• Preparation of the second, third and fourlh drafts will each involve one conference call with Utilities to
discuss comments received from Ulilities and (in the case of the third draft) the CWG. These
conference calls are included in the weekly conference calls scoped under Task 4.
• CWG comments will be submitled online in a consolidated matrix format, thereby streamlin',ng the
effort to summarize and document comments.
Deliverables:
• Electronic Draft Proposed Policy in advance of CWG Meeting #5
• Second Draft Proposed Policy for CWG Meeting #6 for CWG member review (incorporating Utilities
comments)
• Third Draft Proposed Policy in response to CWG Meeting #6 (incorporating CWG comments)
• Fourth Draft Proposed Policy in response to CWG Meeting #6 (incorporating Utility comments)
• Fifth Draft Proposed Policy following Water Board and City Council review (incorporating Utilities
comments)
1.3 Task C: Prepare final report recommending proposed policy revisions lor adoption
This task includes the development of a draft Policy Report on the Revised Policy that provides an
overview and supporting discussion pertaining to the recommended changes to the proposed Draft
Policy. This report may be developed by both the Consultant Team and Utilities. The Consultant Team's
portion of the report will focus on specific policy changes and additions relative to the 2003 Policy while
the Utilities' portion may provide background supporting information and may be atlached as an appendix
or be within the interior of the document. Versions of this report will be prepared in tandem with the draft
proposed Policy discussed in Task 1.5. An electronic outline will be developed in advance of CWG
Meeting #5 to provide internal direction and focus for the Project Team. The first draft at 70% completion
will be developed in preparation for CWG Meeting #6 where the content of the report will be orally
presented at the meeting. The second draft will incorporate the CWG's comments and the third draft will
incorporate the Utilities' comments prior to submission to the Water Board. The fourth draft will
incorporate the Water Board's and Utilities' comments prior to submission to City Council.
3
Assumptions:
• Understanding the evolving nature of this process, the need for certain drafts may change. For cost
estimating purposes, it is assumed this task includes up to four drafts; however, the number of drafts
may be adjusted depending on the needs of the Utilities.
• Utilities will provide comments (one consolidated set, in 'track changes') in response to each of the
first and third drafts.
• The first draft will be 70% completed. This percentage applies to the portion of the document that the
Consultant Team is developing.
• Preparation of the second, third and fourth drafts will each involve one conference call with Utilities to
discuss comments received from Utilities and (in the case of the third draft) the CWG. These
conference calls are included in the weekly conference calls scoped under Task 4.
• The length of the first draft of this report is assumed to be six to eight pages. The Utilities may
provide additional detail in subsequent drafts of this report.
Deliverables:
• Electronic Outline of Draft Report in advance of CWG Meeting #5
• First Draft Report for CWG Meeting #6 (70% completed) incorporating Utilities comments on outline
• Second Draft Report in response to CWG Meeting #6 incorporating CWG comments
• Third Completed Draft Report for Water Board incorporating Utilities comments
• Fourth Draft Report following Water Board and City Council review (incorporating Water Board and
Utilities comments)
I A Task D: Assist stall in presenting results and proposals to the Water Board, CitV
Council and other groups as needed
The work done in Tasks 1 through 6 will be the result of collaboration between Utilities and the Consultant
Team. The purpose of this Task will be to provide presentation support from the Consultant Team to
Utilities for additional meetings held with the Water Board, City Council and other groups. Our work
under this Task includes providing assistance in preparing and presenting at meetings for the Water
Board, City Council or other groups on the proposed water supply and demand policy changes.
Assumptions:
• The Consultant Team will assist Utilities in presentations for up to three meetings.
• The Consultant Team's role and level of effort necessary to assist in developing the presentations will
be discussed and agreed upon with Utilities in advance of the meetings.
Deliverables:
• Presentations for up to three meetings held with the City's Water Board, City Council or other groups
1.5 Task E: Project Management
Purpose: This Task includes administration of the project on behalf of the ConSUltant Team.
Approach: The Consultant Team will provide the Utilities monthly invoices and a brief progress report
summarizing the work completed for each invoice. These invoices will include work completed by AMEC
as well as by Catalyst.
Deliverables:
4
Monthly invoices with brief progress reports.
Coordination with Utilities Project manager as needed
2.0 Cost Estimate
Our proposed cost estimate and a cost break down of hourly rates and number of hours assigned for
each work Task for all personnel and sub-consultants are shown ',n the Table 1 below, Table 2
summarizes the Phase I and Phase II costs by task,
Due to the evolving nature of the Policy update process, there may be need to reallocate funds from one
task to another. Any changes would need to be approved by the Utilities Project Manager and total
project costs shall not exceed the costs shown in this scope.
5
Table 1 Cost Estimate
STAFF
posmON
HOURLY RATE
Rozaklis
Principal
$189
Task A: Stakeholder process to obtain objecti>,e input regarding key policy pro�sions
Stakeholder CWG Process
Weekly Conference Calls through mid Oct
Catalyst In'-<lice for CWG Meeting No. 3 & Prep
CWG Meeting No. 4 - Additional SupplieSiFacilities
Atlend Meeting
Preparation of Materials and Powerpoint Presentations
Meeting Minutes
CWG Meeting No.5 - Non Municipal Uses
CWG Meeting No. 6 - Synthesis and Reloiew
Follow up with Indi-.idual CWG Members
Electronic comments /rom CWG on 2003 Policy
Draft CWG Memo (5�6 pages)
Draft CWG Memo incorporating Utilities comments
Final CWG Memo incorporating CWG comments
Public Outreach
Speakers Bureau Presentation
Website
Online Surwy
Utilities Open House
Draft
Draft Proposed Policy in advance of CWG Meeting #5
Second Draft Proposed Policy for CWG Meeting #6
Subtotal
Third Draft Proposed Policy in response to CWG Meeting #6
Fourth Draft Proposed Policy to go to Water Board
Fifth Draft Proposed Policy following Water Board meeting
Phase Total
36
o
7
8
16
16
10
o
10
10
6
120
4
2
4
4
10
6
4
4
4
4
22
Tasi«> Prepare final report recommending proposed policy re�sions for adoption
Draft Outline of Report in advance of CWG Meeting #5 2
Table 2 Summary of Phase I and Phase II Cost Estimate
Total Project
Phase 2 Expenses
Phase 1 Phase 1 Proposed (Phase 1 &
Task Budget Expenditures Budget Phase 2)
Collect Water Use and Supply Data $7,999 $7,760 $0 $7,760
Reliew Existing Policy Prolisions
$29,836
$27,404 $0 $27,404
Reliew Water Conservation Plan
$7,387
$242
$0 $242
Stakeholder Process $43,599 $67,512 $86,164 $153,676
Develop/Present Alternative Policy Prolisions $9,167 $0 $12,090 $12,090
Prepare Final Report $14,105 $0 $11,308 $11,308
Assist Fort Collins Staff with Presentation $12,712 $0 $12,016 $12,016
Project Management $4,875 $1,461 $5,482 $6,943
Totals $129,680 $104,380 $127,060 $231,440
7
3.0 Project Schedule
Key milestones and respective dates are provided in our proposed schedule below. Changes to the schedule may be necessary to best
accommodate the needs of the City prior to signing of the contract.
Table 3 Project Schedule
Proposed Schedule:
Citvof Fort Collins
Task A: Stakeholder process to
obtain objective input regarding key
2012
6/1 ! 6/15 I 6129 I 7/13 I 7/27 I 8/10 I 8/24 I 9/7
2122 I 3/7 I 3/21 I 4/4
policy provision
s from a broad
othe r
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$E
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;;;m
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$E
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;$
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spectrum of the City including
City departments, advisory boards,
special interest groups and the
eneral public.
Task B: Develop and present
alternative policy provisions for
review and consideration.
Task C Prepare final report
recommending proposed policy
revisions for adoption
Task D: Assist staff in presenting
results and proposals to the Water
Board, City Council and other
aroups as needed
Task E: Project Management
8
First Draft Report for CWG Meeting #6 (70% Completed) 4
Second Draft report in response to CWG Meeting #6 4
Third Draft report for Waler Board 4
Fourth Draft Report for City Council 4
Phase Total 18
Harding
Principal
$189
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
3
o
o
o
3
Wol�ngton
Software
Engineer
$140
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
Task 0: Asis.i"ss"iaff in preseming results and proposals to the Water Board, City Council and other groups
Preparation for three meetings 12 0 0
Attendance at three meelinqs 20 0 0
New scoping effort
Administration of internal
Total!B!ours
Total Cost
1
o
1
217
$41,013
o
o
3
$567
o
o
o
o
$0
• This estimate includes a 10% markup for the subcontractor, Catalyst. This mark-up is itemized separately.
Hannou
Senior Project
Manager
$130
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
$0
Peppler
Project
Engineer 1
$121
36
o
o
o
6
27
27
o
4
16
4
12
132
4
8
10
12
14
6
12
8
8
48
8
20
8
6
4
46
8
20
16
8
340
$41,140
Sisk
Technical
Writer
$72
o
o
o
o
o
o
o
o
o
2
2
5
o
o
o
o
o
o
o
2
2
2
o
o
o
4
o
o
o
11
S792
Rosemary
Project
Administrator
$63
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
15
$945
Flynn
GIS
Specialist
$70
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
$0
McAmis
Clerical II
$63
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
$0
Lewis
Subcontractor
(Catalyst)'
$15()
36
o
7
14
2
23
23
o
4
16
16
4
145
4
6
10
4
4
1
3
2
2
12
4
1
2
2
o
9
4
224
$33,600
Subcontractor
10% Mark-Up'
$540
$393
$105
$210
$30
$345
$345
$0
$60
$240
$240
$60
$2,568
$60
$90
$150
$60
$60
$15
$45
$30
$30
$180
$So
$15
$30
$30
SO
$135
$60
$3,753
Expenses
$0
$3.930
$150
$0
$0
$150
$150
$150
$150
$0
$0
$0
$4,680
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
Total
$17,100
$4.323
$2,628
$3,822
$1,245
$10,236
$10,236
$2,040
$1,294
$6.610
$5,158
$3,318
$68,010
$1,900
$2,336
$3,616
$2,868
$3,560
$1,719
$2.703
$2,054
$2,054
$12,090
$2,150
$4,052
$2,054
$1,812
$1,240
$11,308
$5,250 810
$5,250
$127,060
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---
Director of Purchasing and Risk Management
(over $60,000.00)
Date: ___________ _
7145 Professional Services Agreement - Work Order Type Page 8 of 10