HomeMy WebLinkAboutCHANGE ORDER - RFP - 7177 FORT COLLINS GHG TECHNICAL ASSISTANCE (2)CHANGE ORDER NO.3
PROJECT. TITLE: 7177 Fort Collins GHG Technical Assistance
CONTRACTOR: SWCA Environmental Consultants.
PURCHASE ORDER NO.: 9110504
1. Reason for Change: Additional Services Needed-.
2. Description of Change: Additional features Arid functionality added to the municipal
Greenhouse Gas (GHG) Emissions Management System (GEMS) database the Professional
recently completed under the original Scope of Work: These services would be completed under the
terms and conditions of our existing contract for GHG'fe'chhIdM as'sistan'ce (dated November, 10.
2011). Based on Professional's discussions with the City, Professional understands these
additional services could include the following:
a. Task XI — Water and wastewater treatment process emissions enhancements:
Enhance the Greenhouse Gas (GHG) Emissions Management System (GEMS)
tool to include water and wastewater treatment facilities process emissions
based on the recommended methodology submitted to the City in a letter dated
January 6, 2012.
b. Task Xlt— Fleet data enhanoement: complete upgrades: to Fleet data portion of
the GEMS tool to incorporate new calculations under the new methodology and
to incorporate the new data into the data reporting system.
c. Task XI II — On -call technical services for Calendar Year 2012: Provide on -call
services for additional other minor enhancements to the GEMS tool, GEMS tool
maintenance and adjustment as needed to the current data collection, data
storage, and reporting functions, and technical assistance as needed during tool
implementation.
The proposed additional services and estimated costs are as follows:
Task XI: Water and wastewater treatment process emissions enhancements
o Proposed estimated budget: $4,420
• Task XII: Fleet data enhancement
o Proposed estimated budget: $4,120
• Task XIII: On -call technical services for Calendar Year 2012
o Proposed estimated budget: $21,400
Professional will not exceed the total estimated budgets presented above without your prior
authorization.
3. Change in Contract Cost: $29,940
4. Contract Time: December 31, 2012
ORIGINAL CONTRACT COST
$_25,731_
TOTAL APPROVED CHANGE ORDERS
_39,255 _
TOTAL PENDING CHANGE ORDERS
_0_
TOTAL THIS CHANGE ORDER
_$29,940_
TOTAL % OF ORIGINAL CONTRACT, THIS C.O.: 116%
TOTAL % OF ORIGINAL CONTRACT, ALL C.O.'S: 269%
ADJUSTED CONTRA OS
_ $ $94,926_
(Assumingall chap a ord fs a rove
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APPROVED BY: DATE:
PurchasingAgent over $60,000
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MEMOAANDUM
TO:. Jim O'Neill,. Director of Purchasing and Risk Management
FROM: Bonnie Piexe Environmental Data Analyst
DATE:... .. March 1,.20.12 ..
SUBJECT: Justification for Third Amendment to P.O. 9110504.
Justification for Expansion of Scope of Work
The purpose of this memo is to provide justification for a third request to amend P:O. 9110504.
This PO was developed to work on an EECBG-funded project to provide greenhouse gas (GHG)
technical.assistance to the City of Fort Collins. SWCA was hired through a competitive process
to complete four tasks under the original scope of work,
Task I - Evaluate the City of Fort Collins GHG reporting process
Task II - Develop a GHG data repository and process
Task lEa -Develop a data reporting tool
Task In • Conduct an indepehdent review of the City's 2010 and 2011 GHG reporting.
All deliverables from Tasks I through lHa were completed by April, 2011, and most of Task IIIb
was completed by June 15, 2011. The final review of the City's 2011 GHG reporting under Task
IIIb is expected to be completed by June 2012.
On February 16, 2011, the City requested the first amendment to P.O. 9110504 in the amount of
$9,30.0 to.add two, new items to the existing contract that were not covered under the original .
scope of work.
Task IV - Design add -on tool functions to upload waste, recycling, and fleet data to the
database.
Task V - Provide on -call technical assistance, as needed, during implementation of the
tool.
Task V services were provided, and the complexity.of the features requested under Task IV
required modification to the task under the second amendment to this contract. On October 4,
2011, the City requested the second amendment'to P.O. 9110504 in the amount of $29,955 to
modify Task IV and add five new items that were not covered under the original scope of work:
Task VI— Automate Waste and Recycling Data Entry
Task VII — Quarterly Departmental Reporting
Task VI[I — Expand Fleet Data Storage Capability
aty of
Task IX — Add Data Export Functionality
Task X— Evaluate Process Emissions for Water and Wastewater
i
The City would like to add the following new items to the existing contract that were not covered
in the original scope of work.
Task XI — Water and wastewater treatment process emissions enhancements
Task XII — Fleet data enhancement
Task XIII — On -call services
The additional database functionality will help the City of Fort Collins expand GHG emissions
inventory data management, analysis, and reporting to provide higher resolution of GHG
inventory data and support implementation of new inventory methodologies to improve data
accuracy.
Pricing Review
The cost proposal estimates are by task for this amendment:
Task Title Proposed Cost
XI Water and wastewater treatment process -
emissions enhancements $4,420
XII Fleet data enhancement $4,120
XIII On -call services $Z 1,400
Please let we know if you have any questions or concerns about the information in this
justification. Thank you.
cc: Lucinda Smith
1 Attachment:
1. SWCA Letter, February 28; 2012, Subject: Proposal for GEMS System Enhancements, On-
going GHG Technical and Monthly Maintenance Services, Calendar Year 2012
2
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City of Fort Collins
215 North Mason
Fort Collins, Colorado 80522
February 28,2012
Attn: Bonnie Pierce, Environmental Data Analyst:
RE: Proposal for GEMS System Enhancements, On -going GHG Technical and Monthly
Maintenance Services, Calendar Year 2012
Dear Bonnie,
We appreciate the opportunity to submit this revised proposal for additional Greenhouse Gas (GHG)
Emissions Model (GEMS) Tool enhancements and support services. These services would be completed
under the terms and conditions of our existing contract for GHG technical assistance (dated November 10,
2011). Based on our discussions with you, we understand these additional services could include the
following:
• Enhance GEMS Tool to include water and waste water treatment facilities process emissions .
based on the recommended methodology in our letter dated January 6, 2012.
• Complete upgrades to fleet data portion of the GEMS Tool to incorporate your new data reporting
system.
• Provide on -call services for additional other minor enhancements to GEMS.
• Provide on -call GEMS Tool maintenance and adjustment as needed to the current data collection,
data storage, and reporting functions.
• Provide on -call technical assistance as needed during tool implementation.
The details for each enhancement and the scopes for the on -call services are not known at this time. The
costs presented below are estimated based on our discussions with you and our understanding of your
needs at this time.
Task 1. Water and wastewater treat process emissions enhancement
Database developer
$110 per hour
32 hours
$3,520
Senior Engineer
$150 per hour
6 hours
S 900
Total'fask I
54,420
Task 2. Fleet data enhancement
Database developer
$ t 10 per hour
32 hours
$3,520
Senior Engineer
$ 150 per hour
4 hours
$ 600
Total Task 2
$4,120
Task 3. On -call services
Database developer
Senior engineer
Total on -call
(10 months, March —Dec)
Total Tasks 1, 2, and 3
$110 per hour 14 hours
$150 per hour 4 hours
$1,540 per month
S 600 per month
$2,1400
$29,940
Our services would be completed on an as -requested, on -call basis. We would not exceed the total
estimated budget presented above without your prior authorization. If you wish, we can provide estimated
budgets for each requested task when more detailed scopes are available.
We appreciate the opportunity to provide these additional services. If you have any questions or
additional needs, please do not hesitate to contact me.
Sincerely,
Richard Young, P.E.
Sustaitiability and Climate Change Manager
S WCA Environmental Consultants