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HomeMy WebLinkAbout100022 AECOM INC - PURCHASE ORDER - 9104026City of �,.F,.�o_rt Collins Date: 12/15/2011 Vendor: 100022 AECOMINC 717 17TH ST SUITE 500 DENVER Colorado 80202 PURCHASE ORDER PO Number I Page 9104026 1of2 This number must appear on all invoices, packing slips and labels. Ship To: ENGINEERING DEPT-MASON CITY OF FORT COLLINS ENGINEERING DEPT-MASON 281 N. COLLEGE AVE FORT COLLINS Colorado 80524 Delivery Date: 08/04/2010 Buyer: JOHN STEPHEN Note: Line Description Quantity UOM Unit Price Extended Ordered Price 2 Mason Corridor BRT Change Order No. 1 9_rt� 2.0 , 1116� City of Fort Collins Director of Purchasing and Risk Management This order is not valid over $5000 unless signed by James B. O'Neill II, CPPO City of Fort Collins Purchasing, PO BOX 580, Fort Collins, CO 80522-0580 Phone:970-221-6775 Fax: 970-221-6707 Email:purchasing@fcgov.com 1 LOT EA Total Invoice Address: 128,745.00 745.00 City of Fort Collins Accounting Department PO Box 580 Fort Collins, CO 80522-0580 wor Independent Cost Estimate .Fort C011itl5 P r1.f� Bid 7155 - Project Management Services, AECOM Change Order No. 1 Date of Estimate: 11-Nov-11 Contract Type: T&M Existing Contract or PO (Y/N): Y Description of Services: Extend funding for consultant project management services from November of 2011 thru March of 2012, per the original AECOM contract #7155, dated August 2, 2010. This service will conclude the final design phase of the BRT Project. Additionally supplements may be required for consultant project management through the construction phase of the project. AECOM's original budget was based on a schedule starting construction in the Spring of 2011. Construction has since been postponed until Spring of 2012. Currently, the AECOM contract expires in July 2012, but was only funded through July of 2011. AECOM was able to work past July 2011 and into November 2011 using the existing budget; however that budget has been exhausted. As AECOM consultant project manager services are necessary to progress the project to the construction phase, a budget supplement is warranted. Cost of Services, Repairs, or Non -Standard Items Item/Task Materials or Work Description Other Direc Labor Rate Labor Labor Class Allocated SG&A' Profit TOTAL Costs ($) Hours Overhead FTA Reporting: Preparation of construction bid documents, revision of various Management g 141.00 168 $ 23,688.00 Plans Real Estate Acquisition $ 141,00 168 $ 23,688,00 Scheduling $ 141.00 168 $ 23,688.00 Financial Coordinationn $ 141.00 168 $ 23,688.00 Design Coordination $ 141.00 168 $ 23,688.00 Tot 840 $ 118,440.00 'Selling, General antl AEminisValive E.penses Signature of Prepare . Erika R. Keeton, P.E. A--00M AEcoM 301376.NW lot]tt r]�Si.. SWb ]fi90 301378.3999 by Denver, co a0m wxw.aecom even November 13, 2011 Helen Migchelbdnk City of Fort Collins Engineering Department 281 North College Avenue Fort Collins, Colorado 80522 Reference: Mason Corridor BRT Project Management Services Purchase Order Number 9104026 Contract Supplement No, 1 Dear Ms Migchelbrink AECOM continues to be available to the City of Fort Collins for Consultant Project Management services to assist you with ongoing project management and project development through the final design phase. Our original contract budget accounted for management services through July of 2011. We have cautiously utilized our budget to extend our services through October of 2011. We request a budget supplement of $128,745. This budget supplement includes cost to extend Project Management Services through March of 2012 when construction is anticipated to begin. Additionally, this budget supplement includes project scheduling dollars as well as outside direct costs such as vehicle transportation costs. Should construction activities be delayed beyond March of 2012, additional budget supplements may be required. For your consideration we have prepared the following estimate of fees to complete the final design phase of the MAX BRT Project. Sin�`cpx�ety-� „ �V R.A. Plummer, PE District Manager AECOM Technical Services, Inc. Enclosures cc: File 60181730 IN 1`2011 Mason Street WIT Project Management Services - Supplement No. 1 Cost Estimate - Noverniber, 2011 ®®®®®®® ®Zmm®®®�rfl� �'aS.a><h'/SctmilSeroFamf3j?�s.9L`4''+�Is;ti'�"sIJ:�Fifi� .��:JfiIc'.�'-`�+asv�hE: �A�a�v�i�f?1��i::'lid^f�.'§3f:�ro�L`.iS,�iE�•,�a'�.a•,,. uc ,�Cd tat-fLi?t.. K'�S;. hR.Pl'o�et.(Clos�ty➢4�$lnrfylPaPdQMrabon4+ld(Irtlr�ti�G_-�§ fC�3P bvsr�� +�*'1j�iF�'raiE:�L;�{'i i�'k��`�ii��hc`��}" -neilt�9a `' G��..ril' ��.aB4�� tr t- %•.�-� H�-t�i r.p rynPle/nnnln o 0 n I'll, IO2 I.011 101 1.03 0 0 0 0 W I. Evvludine n�ll6iv[ ,J of alusnlln, li1gr irt41 CNinacc Esil Pmld �og11 i. r0� dc4u15 on Uln[, Oi![[I CUGIL. tt[ LtIinNWJ 011 a Un,1 Curlr ll,�i'lun[nl �U:wPM115nvi:as Supplv„cnl 10.'Cl lxl! MAX BRT Project Management Estimated Other Direct Costs - Supplement No. 1 item Quantity Unit Price Total Leased vehicle 5 $1,000.00 $5,000 Miscellaneous printing, postage, meals, etc 5 $200.00 $1,000 Travel (assume 10 person -trips for safety -security program): Airfare $500 $0 Rental cars (days) $100 $0 Hotel $150 $0 Per diem $90 $0 Total $6,000 City of F6rt Collins May 3, 2011 AECOM Technical Services, Inc- Attn: Mr. R.A. Plummer 717 171n Street, Suite 2600 Denver, CO 80202 RE: 7155 Project Management Services - Mason Corridor Dear Mr. Plummer: Financial Services Purchasing Division 215 North Mason Street 2nd Floor PO Box 580 Fort Ccliins, CO 80522 970.221.6775 970,221.6707 - fax kgov com<Purcnasing The City of Fort Collins wishes to extend the agreement term for the above captioned proposal per the existing terms and conditions. The term will be extended for one (1) additional year, August 1, 2011 through July 31, 2012, If the renewal is acceptable to your firm, please sign this letter in the space provided and return all documents to the City of Fort Collins, Purchasing Division, P. O. Box 580, Fort Collins, CO 80522, within the next fifteen days. If this extension is not agreeable with your firm, we ask that you send us a written notice stating that you do not wish to renew the contract and state the reason for non -renewal. Please contact me at (970) 221-6779 if you have any questions regarding this matter Sincerely, J me B. O'Neill II, CPPO, FNIGP DI ctor of Purchasing and Risk Management ( l( L e `S lr f t Signature' Date (Please indicate your desire to renew 7155 by signing this letter and returning it to Purchasing Division within the next fifteen days.) Rev 02/2010 Purchase Order Terms and Conditions Page 2 of 2 1. COMMERCIAL DETAILS. Tax escreptions. By statute the City ofFort Collins is exempt from state and local taxes. Our Exemption Number is 98-04502. Federal Eseisc Tax Exemption Certificate of Registry 84-6000587 is registered with the Collector of Internal Revenue, Denver. Colorado (Ref Colorado Revised Statutes 1973. Chapter 39-26. 114 (a). Goods Rejected. GOODS REJECTED due to failure In meet specifications, either when shipped or due to defects of damage in transit may be renamed to you for credit and arc not to be replaced except upon receipt of written instructions from the City ofFort Collins. Inspection. GOODS arc subject to the City ofFort Collins inspection on arrival. 11. NONWAIVER. Failure of the Purchaser to insist opnn strict perfommanee of the Icons and conditions hereof. failure or delay to exercise any rights or remedies pmvidcd herein or by law. failure to promptly notify the Seller in the event of a breach, the acceptance ofor payment for goods hereunder orapprrmal ofthe design, shall not merew the Seller of any of the wamntics or obligations of this purchase order and shill not be deemed a waiver of anv right of the purchaser to insist upon strict performance hercofor any of its right or remedies as to any such goods, rcg.,dlcss of when shipped, received or accepted, as to any prior or subsequent default hereunder, na shall any purported oral modification or rescission of this purchase oiler by the Purchnscr operate as a waiver of any of the terms hereof. Final Acceptance, Receipt of the mcmhandiw. services or equipment in response to this order can result in 12. ASSIGNMENT OF ANTITRUST CLAIMS. authorized payment on the part of the City of Fort Collins. However, it is to be understood that FINAL Seiler and the Purchaser recognize that in actual economic practice, overcharges resulting from antitrust ACCEPTANCE is dependent upon completion ofall applicable required inspection procedures. violations are in fact home by the Purchaser. Theretofore. for good cause and as consideration for executing this purchase order, the Seller hereby assigns to the Purchaser tiny and all claims it may now have or hereafter Freight Teals. Shipments must be F.O.B., City of End Collins. 700 Wood St.. Fort Collins, CO 80522. unless acquired under federal or state antitrust Imes for such overcharges rclming to the Pnmicutnr goods or services otherwise specified on this order. If Permission is given to prepay (might and charge separately, the original freight purchased or acquired by the Purchaser pursuant to this purchase order. bill must accompany invoice. Additional charges for packing will not be accepted. 13. PURCHASERS PERFORMANCE OF SELLERS OBLIGATIONS. Shipment Distance Whem manufacturers have distributing points in various pans of the country, shipment is If the Purchaser directs the Seller to correct nonconforming or defective good by a date to be agreed upon by the expected from the nearest distribution point to destination, and excess freight will be deducted from Invoice when Purchaser and the Seller, and the Seller therea0cr indicates its inability or unwillingness to comply, the Purchaser shipments arc made form greater distance. may cause the work to be performed by the most expeditious means available to it and the Seller shall pay ill costs associated with such work. Panics. Seller shall procure at sellers sale cost all necessary permits, ecnificates and licenses required by all applicable laws, regulations, ordinances and mlcs of the state, municipality, territory or political subdivision where the work is performed, or required by any other duly constituted public authority having jurisdiction over the work of vendor. Seiler lumber agrees to hold the City of Fort Collins harmless form and against all liability and loss incurred by them by reason of an asserted or established violation of any such laws, regulations ordinances, rules and requirements. Authorization. All parties to this contract agree that the representatives arc, in fact, bona fide and possess full and complete authomv to bind said panics, LIMITATION OF TERMS. This Purchase Order expressly limits acceptance to the terms and conditions stated herein set iamb and any supplementary or additional moans and conditions annexed herein or incorporated herein by reference. Any additional or different terms and conditions pmposed by seller are objected to and hereby rejected. 2. DELIVERY. PLEASE ADVISE PURCHASING AGENT immediately if you cannot make complete shipment to arrive on your promised delivery date as noted. Time is of the essence. Delivery and performance must be effected within the time stated on the purchase order and the document attached hereto. No acts of the Purchasers including, without limitation, acceptance ofpartial late deliveries, shall operate as a waiver ofthis prevision. In the event ofany delay, the Rmehaser shall have, in addition to other legal and equitable remedies the option ofplacing this order elsewhere and holding the Seiler liable for damages. HowTVCt. the Seller shall not be liable for damages as a result of delays due to causes not reasonably foreseeable which am beyond it reasonable control and without its fault of negligence, such acts of God, act of civil or military authorities, governmental priorities, fires, strikes, Bad, epidemics, wars or riots pmvidcd that notice of the conditions causing such delay is given to the Purchnscr within five (5) days of the time when the Seller first received knowledge thereof. In the event of any .such delay, the date of delivery shall be extended for the period equal to the time actually lost by reason ofthe delay. 3. WARRANTY. The Seller wamat that all gads, amicles, materials and work covered by this order will conform with applicable throwing, specifications, samples and/or other descriptions given, will he fit for the purposes intended, and performed with the highest degree of care and competence in accordance with accepted standards for work of a similar nature. The Seller agrees to hold the purchaser harmless from any loss, damage or expense which the Purchaser may suffer or incur on account ofthe Sellers breach of wamnty. The Seller shall replace, repair or make good, without cost to the purchaser, any defects or faults arising within one (1) year or within such longer period of time as may be Prescribed by law or by the terms ofany applicable warranty provided by the Seller after the date of acceptance of the goods famished hereunder (acceptance not to be unreasonably dclaved). resulting from imperfect or defective work done or materials furnished by the Seller. Acceptance or use of good by the purchaser shall not constitute a waiver ofany claim under this wamnty. Except as otherwise provided in this purchase order, the Scllcrs liability hereunder shall extend to all damages proximately caused by the breach ofany of the foregoing wamntics or guarantees, but such liabilityshall in no event include loss of profit or loss of use. NO IMPLIED WARRANTY OR MERCHANTABILITY OR OF FITNESS FOR PURPOSE SHALL APPLY. 4. CHANGES IN LEGAL TERMS, The Purchaser may make changes to legal terms by written change order. 5. CHANGES IN COMMERCIAL TERMS. The Purchaser may make any changes to the terms, other than legal hems, including additions to or deletions farm the quantities originally ordered in the specifications or drawings, by verbal or written change order. If any such chance affect the amount due or the time of performance hereunder, an equitable adjustment shall he made. 6. TERMINATIONS. The Purchaser may at any time by written change order, terminate this agreement as to any or all portions of the gads then not shipped, subject to any examable adjustment between the panics as to any work or materials then in progress provided that the Purchaser shall not be liable for any claims for anticipated profits on the uncompleted portion of the gaols and/or work, for incidental or consequential damages, and that no such adjustment be made in favor of the Seiler with respect to any goods which an the Sellers standard stock. No such termination shall relives the Purchaser or the Seller ofany of their obligations as to any goods delivered hereunder. 7. CLAIMS FOR ADJUSTMENT. Any claim for adjustment must be asserted within thirty (30) days form the date the change or termination is ordered. S. COMPLIANCE WITH LAW. The Seiler warrants that all goods sold hereunder shall have been produced, sold, delivered and furnished in strict compliance with all applicable laws and regulations to which the goods arc subject. The Seiler shall execute and deliver such dneumcros as may be required to effect or evidence compliance, All laws and regulations required to be incorporated in agreements of this character arc hereby incorporated herein by this reference. The Seller agrees to indemnify and hold the Pumhoser harmless form all costs and damages suffered by the Purchaser as a result ofthe Sellers failure to comply with such law. 9. ASSIGNMENT. Neither party shall assign, transfer, or convey this order. or any monies due or to become due hereunder without the prior written consent ofthe other party. 10. TITLE. The Seller wamnt full, clear and unrestricted title to the Purchaser for all equipment, materials, and items famished in performance of this agreement, free and clear of any and all liens, restrictions, reservations security interest encumbrances wad claims of others, The Seller shall release the Purchaser and it contractors of any tier from all liability and claims of any nature resulting from the performance of such work. This release shall apply even in the event of fault of negligence of the party released and .shall extend to the directors, omcers and employees ofsuch pamv. The Seller's contractual obligations, including wamnty, shall not be deemed to be reduced, in any way, becausa such work is performed or caused to be perforated by the Purchaser. 14, PATENTS. Whenever the Seiler is required to use any design, device. material or process covered by letter, patent. trademark or copyright, the Seller shall indemnify and save harmless the Purchaser from any and all claims for infringement by reason of the use of such patented design, deice, material or process in connection with the contract, and shall indemnify the Purchawr for any east, expense or damage which it may be obliged to pay by reason of such infringement at any time during the prosecution or after the completion of the work. In ease said equipment, or ,any pan thereof or the intended use of the goods, is in such suit held to constitute infringement and the use of said equipment or pan is enjoined, the Seller shall, at its own expense and at its option, either procure for the Purchaser the right to continue using said equipment or pans. replace the same with substantially equal but noninfringing equipment, or modify it so it becomes noninfringing. 15. INSOLVENCY. If the Seller shall become insalvent or bankrupt, make an assignment for the benefit of creditors. appoint a receiver or tmstce for any of the Sellers property or business, this order may forthwith he canceled by the Purchnscr withmn liability. - 16. GOVERNING LAW. The definition, of temis used or the interpretation ofthe agreement and the right ofall panics heeunder shall be construed under and governed by the laws ofthc State of Colorado, USA. The following Additional Conditions apply only in cases where the Seller is to perform work hereunder, including the scn'ices ofSellers Ripresenmtive(s), on the premises ofothers. 17. SELLERS RESPONSIBILITY. The Seller shall carry unsaid work at Seller's own risk until the same is fully completed and accepted, and shall, in ease of any accident, destmation or injury to the work and/or materials before Sclicrs final completion and acceptance, complete the work at Sellers own expense and to the satisfaction of the Pumhasce When materials and equipment are famished by others for installation or erection by the Seller, the Seller shall receive, unload. .,lure and handle same at the site and become responsible therefor as though such materials and/or equipment were being furnished by the Seller under the order. IS. INSURANCE. The Seller shall, at his own expense, prow ids for the payment of workers cnmpensation, including occupational disease benefits, to its employees employed on or in connection with the work covered by this purchase order. andfm to their dependents in accordance with the laws of the state in which the work is to he done. The Seller shall also carry comprehensive general liability including. but not limited to. contracnml and automobile public liability insurance with bodily injury and death limits of at least Sx00.000 for any one person, S500,000 for any one accident and pmpeny damage limit per accident of S400,000. The Seller shall likewise require his contractors. if any, to provide for each compeoxxtion and insurance, Before any of the Sellers or his contractors employees shall do any work upon the premises of others, the Seller shall famish the Purchaser, with a certificate that such compensation and insurance have been provided. Such ccnificatcs shall specify the date when such compensation and ina mane, have bent provided. Such ccnificatcs shall specify the date when such compensation and insurance expires The Seller agrees that such compensation and insurance shall be maintained until after the entire work is completed and accepted. 19. PROTECTION AGAINST ACCIDENTS AND DAMAGES. The Seller hereby assumes the entire responsibility and liability for any and all damage, Ines or injury ofany kind or name whatsoever to persons or pmpemy caused by or resulting from the execution ofthe work provided for in this purchase order or in connection herewith. The Seller will indcnmify and hold hamades the Purchaser and any ar ill of the Purchasers officers, agents and employees form and against any and all claims, losses, damages. charges or expenses, whether direct or indirect, and whether to Fen as or property to which the Purchaser may be put or subject by reason of any act. action, neglect, omission or default on the perm of the Seller, any of his contractors, or any of the Scllcrs or con", ctors officers, agents or employees. In case any suit or other proceedings shall be brought against the Purchaser, or its officers, agents or employees at any time on account or by reason of any act, action, neglect, omission or default of the Seller of tiny of his contractors or any of its or their officers, agents or employees as aforesaid. the Seller hereby agrees to assume the defense thereof and to defend the same at the Sellers own expense, to pay any and all costs, charges, anomcvs fees and other expenses. any and all judgments that may be ineumd by or obtained against the Purchaser or any of its or their oniecrs, agents or employees in such suits or other parccedings, and in case judgment or other lien be placed upon or obtained against the property of the Purchaser. or said parties in or as a result ofsuch suits or other proceedings. the Seller will at once cause the same to he dissolved and discharged by giving bond or othenwise. The Seller and his eonmcters shall take all safety precautions. furnish and install all guards necessary for the prevention of accidents, comply with all laws and regulations with regard to safety including, but without limitation. the Occupational Safety and Ilcalth Act of 1970 and all rates and regulations issued pursuant Ihercm. Revised 03/2010 Excluded Parties List System Page 1 of 1 Search . Current Exclusions Resources > Advanced Search > Multiple Names > Exact Name and SSN(TIN > MyEPLS > Recent Updates > Browse All Records View Cause and Treatment Code Descriptions > Reciprocal Codes > Procurement Codes > Nonprocurement Codes Agency & Acronym Information > Agency Contacts > Agency Descriptions > State/Country Code Descriptions OFFICIAL GOVERNMENT USE ONLY > Debar Maintenance > Administration > Upload Login Search Results for Parties Excluded by Firm, Entity, or Vessel : AECOm As of 15-Dec-2011 3:43 PM EST Save to MyEPLS Your search returned no results. 9 I Back New Search Printer -Friendly I d > Search Help > Advanced Search Tips > Public User's Manual >FAQ > Acronyms > Privacy Act Provisions > News System for Award Management > (SAM) Reports > Advanced Reports > Recent Updates > Dashboard Archive Search - Past Exclusions > Advanced Archive Search > Multiple Names > Recent Updates > Browse All Records Contact Information > For Help: Federal Service Desk https://www.epls.gov/epls/search.do 12/15/2011 Title: AECOM Chancre Order No. 1 Date: 11 /22/2011 CONTRACT CHECKLIST FOR NON-COMPETITIVE PROPOSALS (SOLE SOURCE) Checklist Item Contract File Comments Location 7) Independent Cost Estimate The City made and documented an All in elect file w Y dated 11/11/11 independent cost estimate before receipt of PO proposals. 10) Unnecessary Experience and Excessive Bonding Unnecessary experience and excessive No bonding requirements were not included in this solicitation or contract documents. 11) Organizational Conflict of Interest (OCI) If there is an apparent or potential OCI the AECOM has been working on this solicitation contains provisions to eliminate or project. However, it is justified mitigate the conflict (e.g. by inserting a clause that they continue this work. See that prohibits the contractor from competing Memorandum 11 /17/2011 for the follow-on contract to the current design or research contact) and OCI Certification is submitted by the contractor. 12) Arbitrary Action There was no arbitrary action in the procurement process. (An example of arbitrary action is when award is made to No other than the contractor who most satisfied all the City requirements as specified in the solicitation and as evaluated by staff. 13) Brand Name Restrictions Brand Name or Equal. When it is impractical or uneconomical to provide a clear and accurate description of the technical requirements of the property to be acquired, a "brand name or equal" description may be used to define the performance or other salient characteristics of a specific type of property. The City must identify the salient characteristics of the named brand that N/A offerors must provide. When using a "brand name" specification, the City does not need to reverse -engineer a complicated part to identify precise measurements or specifications in order to describe its salient characteristics. FT A's "Best Practices Procurement Manual," (BPPM) contains additional information on preparation of specifications including examples with specific language. 14) Geographic Preferences The solicitation contains no in -State or local No geographic preference except where Federal statutes mandate or encourage them. 15) Contract Term Limitation The contract period of performance for rolling stock and replacement parts does not exceed five (5) years inclusive of options without prior Not over 5 yrs written FTA approval. For all other types of contracts, the procurement file contains evidence that the contract term is based on sound business judgment. 18) Award to Responsible Contractor The City made a determination that it was awarding to a responsible contractor considering such matters as contractor integrity, compliance with public policy, record of past performance, and financial and technical resources. AECOM is a responsible vendor 1. Appropriate Financial, equipment, facility and has been performing and personnel. (Y/N) satisfactorily. 2. Ability to meet delivery schedule. (Y/N) 3. Satisfactory period of performance. (Y/N) 4. Satisfactory record of integrity, not on declined or suspended listings. (Y/N) 5. Receipt of all necessary data from vendor. (Y/N) 19) Sound and Complete Agreement This contract is a sound and complete agreement. In addition, it includes remedies Yes for breach of contract and provisions covering termination for cause and convenience. 24) Clear, Accurate, and Complete Specification A complete, adequate, and realistic specification or purchased description was Yes available and included any specifications and pertinent attachments which define the items or services sought in order for the bidder to properly respond. 38) Sole Source if other Award is Infeasible AECOM has been performing this The contract file contains documentation that work. An extension is needed award of a contract was infeasible under small purchase procedures, sealed bids, or because the time for construction competitive proposals and at least one has been delayed thru no fault of of the following circumstances applies: theirs. It would be less efficient (1) The item was available only from a single and more costly to have another source. (Verify prices are no higher than price for such item by likely customers.) firm do this project management (2) Public exigency for the requirement did work as AECOM has been not permit a delay resulting from a performing for the last 4 years. competitive solicitation. They are most familiar with the (3) An emergency for the requirement did not project and the construction is permit a delay resulting from a competitive solicitation. slated to begin in less than six (4) The FT A authorized noncompetitive months. This sole source is negotiations. justified and approved by Jim (5) Competition was determined inadequate O'Neill. after solicitation of a number of sources. 39) Cost Analysis Required Cost analysis and profit negations were performed (initial award and modifications) And documented for price reasonableness Yes was established on the basis of a catalog or market price of a commercial product sold in substantial quantities to the general public or on the basis of prices set by law or regulation. 40) Evaluation of Options The option quantities or periods contained in the contractor's bid or offer were evaluated in order to determine contract award. (To be N/A eligible for Federal funding, options must be evaluated as part of the price evaluation of offers, or must be treated as sole source awards. 42) Written Record of Procurement History The file contains records detailing the history of this procurement. At a minimum, these records include: Change order to contract. File is (1) the rationale for the method of documented. procurement, (2) Selection of contract type, (3) reasons for contractor selection or rejection, and 4 the basis for the contract pdce. 43) Exercise of Options The grantee exercised an option on this contract adhering to the terms and conditions of the option stated in the contract and determined that the option price was better N/A than prices available in the market or that the option was a more advantageous offer at the time the option was exercised. If an option was not exercised under this contract, check NA. 44) Out of Scope Changes The grantee amended this contract outside Yes the changes are required the scope of the original contract. The because the construction start amendment was treated as a sole source has been delayed and was not procurement (complying with the FTA requirements for a justification, cost analysis anticipated in the original contract. and profit negotiation). 45) Advance Payment Provisions The contractor did not receive an advance payment utilizing FTA funds and the contract No does not contain advance payment provisions or, if it did, prior written concurrence was obtained from FTA. 46) Progress Payment Provisions The contract contains progress payments based on costs incurred (as opposed to percent of completion) and the contract contains a provision giving the grantee title to Yes property (materials, work in progress, and finished goods) for which progress payments are made. The contract may contain other security in lieu of obtaining title. 47) Time and Materials Contracts This is a time and materials contract; the grantee determined that no other type of No contract is suitable; and the contract specifies a ceiling rice. 48) Cost Plus Percentage of Cost This is not a cost plus a percentage of cost No type contract. 49) Liquidated Damages Provisions This contract contains liquidated damages provisions and the assessment for damages No is specified in the contract at a specific rate per day for each day of overrun in contract time. 50) Piggybacking 1) The file contains: Assignability provisions. N/A 2) The procurement file contains: Price reasonableness determination. 56) Clauses This contract contains the appropriate FTA In original agreement. required clauses. Excluded Parties Search Yes 11/22/11 EPS run and include in the file. Fort Collins I 07010701 Planning, Development & Transportation Engineering Department 281 North College Avenue P.O. Box 580 Fort Collins, CO 80522.0580 970.221.6605 970.221.6378 - fax /cgov. com/engireerfng To: Jim O'Neil, Director of Purchasind.]2isk Management �4 From: Erika Keeton, Special Project n r Date: 11/17/2011 Re: 7155 Project Management Services— AECOM Change Order No. I Cost Analysis AECOM requires a supplement for the MAX BRT project due to a project schedule extension that was beyond AECOM's control. I recommend a 5-month budget supplement to extend their consulting services through March of 2012. A supplemental budget increase of $128,745 is being requested. Attached please find the proposed Change Order #1 from AECOM. I have prepared an Independent Cost Estimate (ICE) also attached, which is relatively close in cost at S118,440. AECOM should be utilized for this particular work effort since it would be less cost effective to have another consultant do this consultant project management work as AECOM has been engaged with project for the past 4 years. In preparing my ICE for this change order, I used previous change order personnel rates from AECOM and compared them to other consultants doing similar consultant work, such as Michael Baker Corp, and found AECOM's rates to be reasonable. I based the estimated number of hours to perform these services for the ICE from my previous project related experience with AECOM and other projects of similar complexities. AECOM's original budget was based on a schedule starting construction in the Spring of 2011. Construction has since been postponed until Spring of 2012. Currently, the AECOM contract expires in July 2012, but was only funded through July of 2011. AECOM was able to work past July 2011 and into November 2011 using the existing budget; however that budget has been exhausted. As AECOM consultant project manager services are necessary to progress the project to the construction phase, a budget supplement is warranted. The attached ICE is very close to the sub -consultants change order request as the rates and the timeframe are known. The differences are that AECOM has additional "other direct costs" and scheduling support to make up the difference in the ICE and the change order request. Based on my experience, I believe the requested Change Order #1 for the amount of $128,745 is reasonable for the work remaining during the final design phase of the BRT project. I recommend approval of this Change Order.