Loading...
HomeMy WebLinkAboutWORK ORDER - PURCHASE ORDER - 9123170EXHIBIT "A" WORK ORDER FORM PURSUANT TO AN AGREEMENT BETWEEN THE CITY OF FORT COLLINS and BIOHABITATS DATED: May 28, 2012 Work Order Number: NA- 204 Project Title: McMurry Phase 2 Restoration Final Planning & 2012 Materials Procurement Commencement Date: May 28, 2012 Completion Date: December 31, 2012 Maximum Fee: $135,000 Project Description: See attached description Scope of Services: See attached Scope of Services NOTE: Procurement of rock material shall be coordinated with City project manager for purposes of timing and vending outcome of FEMA permit. Service Provider agrees to perform the services The attached forms consisting of zero (0) pages are identified above and on the attached forms in hereby accepted and incorporated herein by this accordance with the terms and conditions contained reference, and Notice to Proceed Is hereby given. 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 work order (including the attached forms), the Services Agreement shall control. Service Provider By: �:—__ City of Fort Collins By: C G Date: �'f 30 iOiZ Date: _Z _2glg, APPROVA P:"Direch ofPurchasl �l l Biohabi=s Im..rY+wN..l �, ♦u� a„a� Soud,eu, Rocky J1ow,niu Bi.,4.n 1732 W..ee Sue t, Suite 209 Dmv, , CO 80202 303 477-0660 303 47746481u am.biohabitats.wm May 25, 2012 Mr. Rick Bachand Environmental Program Manager Fort Collins Natural Areas Program P.O Box S80 Fort Collins, CO 80522-0580 RE: Phase 2 McMurry Restoration Final Planning, Design, and Construction (Revised) Dear Mr. Bachand: As discussed, we have prepared this scope of work to address additional work that is required to complete the design and permitting of the Phase 2 project and to cover construction of the McMurry Phase 2 Restoration project. The construction portion is divided into up -front costs for 2012 and the remainder of the project budget planned for 2013. 1. FINAL PLANNING AND DESIGN -ADDITIONAL WORK ITEMS Biological Assessment Biohabitats will complete a biological assessment that will be necessary for both the Section 404 of the Clean Water Act permit application as well as Section 7 consultation under the Endangered Species Act. The following items are proposed for this task: • Review the current U.S. Fish and Wildlife Service (USFWS) list to identify whether federally listed or candidate special status species or their critical habitat may be present within the project area. • Contact Colorado Parks & Wildlife and the Colorado Natural Heritage Program to identify special status species information that they may have in their databases for the project area. • Conduct one field visit to identify whether federally listed species, candidate species or their critical habitat may be present within the project area and if they may be impacted by the proposed project. • Biohabitats will produce a biological assessment report that will summarize our findings. This report will be included in the Section 404 of the Clean Water Act permit application. A separate report will be provided to the U.S. Army Corps of engineers to give to the U.S. Fish and Wildlife Service for Section 7 Consultation. ; A In order to expedite and coordinate approval of the biological assessment, Biohabitats will coordinate with the agencies to answer any questions that may arise. This task includes a field meeting at the project area with the agencies. It is important to note that this task does not include detailed field surveys for specific species (e.g. Preble's meadow jumping mouse) or extensive coordination with the agencies regarding these specific species. Based on our knowledge of the project area, we are assuming that specific species surveys or associated coordination will not be required by U.S. Fish and Wildlife Service or U.S. Army Corps of Engineers. If detailed surveys are required by agencies, an additional scope of services including the field surveys will be provided to the City of Fort Collins for approval. Additional Floodplain Permitting Coordination and Submittal Material Preparation Biohabitats will complete up to 8 proposed cross sections in addition to the 3 that were already included in the existing authorized work order. All of the proposed cross sections will be based on the existing - conditions model cross sections developed by others for the floodplain permit submittal. Biohabitats will also participate in a design iteration process with the floodplain consultant to address any modeling issues that may arise during the analysis of proposed conditions. In addition, Biohabitats will put together a design narrative addressing stabilization of the restoration site to be included as part of the floodplain permit submittal. Plan revision Biohabitats will produce a revised set of the final plans to reflect any modifications stemming from the permitting, to add the cross sections, and to add a control line on the grading plan that ties in the cross section locations, (as suggested by John Hunt at Ayres) for FEMA review. This revised set of plans will be the version used for construction. 2. CONSTRUCTION Biohabitats will assume responsibility for the construction of the McMurry Phase 2 Restoration project as described in this scope of work. Biohabitats will manage and supervise construction to ensure that implementation conforms to the design -build documents and this scope of work. Please note that, this letter presents our current best estimate of construction cost; however, new information, such as the results of test pits, the 404 and floodplain permitting process, and changes in construction schedule, may affect the final dollar amount and require future changes to the work order. Under this scope of work, Biohabitats will bill out $135,000 of construction materials this year (soon after notice -to -proceed is given) to cover the plant grow -hold contract and time and deposit amounts for procuring materials such as large boulders. The remaining construction fee will be billed out in 2013 when construction is scheduled to take place. The tasks for construction are as follows: 2.1 Plant Material Procurement and Grow -Hold Contracting Biohabitats will finalize the procurement of plant material and pay deposits, as required, to authorize the contract growing and holding of the material until time of installation. 2.2 Pre -Construction Meeting Biohabitats will lead a pre -construction meeting after all permitting is final and close to the start of construction date (to be determined). At this meeting, Biohabitats, along with our equipment operator(s) and City staff, will review the construction plans, walk the site, and discuss coordination issues. This task does not anticipate any revisions to the actual construction drawings. 2.3 Construction Administration Successful implementation of the project will require a number of administrative tasks such as material procurement, site controls, project management, communication, and inspections. As part of this task, Biohabitats will be responsible for arranging utility clearances, health and safety planning, and erosion and sediment control. Material Procurement: We will identify and order materials required for construction including boulders, matting, topsoil, mulch, and materials for goose exclusion and beaver caging. To the extent feasible, we will look for ways to facilitate the use of materials that the City may have in stock. Erosion & Sediment Control: Erosion control measures will be installed according to the Storm Water Management Plan (SWMP), which will follow the City of Fort Collins Storm Water guidelines. Project Management and Communication: Claudia Browne will be the project administrator and will be responsible for overall project administration, staffing, budget tracking and compliance, and meeting our scope commitments. Any project administration -related inquiries should be addressed directly to her. Vince Sortman and Mike Lighthiser will be the construction supervisors for all grading activities, and Samantha Clark will be the construction supervisor for plant installation. Construction -related inquiries should be addressed to the respective construction supervisor, who will respond, as appropriate. Biohabitats will hold weekly team meetings onsite to discuss the progress of construction, upcoming work, site conditions, and any health and safety considerations. The City project managers, Rick Bachand or Rachel Steeves (or both), will also attend the team meeting to directly observe construction progress, provide input, and express any questions or concerns. Biohabitats will prepare a daily construction summary to document the work completed each day, site conditions, or additional observations worth noting. In addition, the summary will include a record of any communications that occurred with site visitors and any notes on minor adjustments that are made in the field. The summaries will be prepared electronically and sent by email to the City project managers and construction team before the start of work the following day. Biohabitats will compile electronic copies of the summaries and submit them to the City once the project is complete. Inspections: After rough grade excavation is complete and prior to planting, Biohabitats will meet with the City on site to inspect the project and create a punch list of follow-up items. Biohabitats will address the punch list items and meet with the City again for their approval, after which planting will commence. Biohabitats and the City will go through this same process for the planting work —a preliminary punch -list meeting and then final inspection after planting will be conducted to review conditions and site cleanup. Biohabitats expects, depending on the phasing of construction, that it may be necessary to repeat this inspection process — once for the river channel work and again for the floodplain excavation and pond filling work. This scope of work assumes two separate sets of inspection meetings for the channel and for the flood plain/pond. 2.4 Construction Earthwork Site Preparation: At the outset of the earthwork, we will complete construction staking and establishment of benchmark elevations and arrange for utility clearances. This scope of work assumes that the City will be responsible for posting public notices of the project and communicating with adjacent landowners. The City will also provide the orange blaze construction fencing and T- posts, which Biohabitats will install, as appropriate. Well before grading occurs, preferably during spring/early summer 2012, we will work with Natural Areas' crew and equipment to complete four to six test pits to confirm the expected conditions after grading and assist with final planning of topsoil needs. We anticipate locating three to four test pits in the floodplain on the western portion of the site and one pit close to known areas of artificial rubble, and one to two pits closer to and, in particular, to the east of the east pond. Specific locations will be determined in the field. The test pits will be excavated to an approximate depth of five to six feet to observe depth to ground water, subsurface soil texture, cobble extent, and existence of artificial rubble. Based on the results of the test pits, we will review our soil management plans for stockpiling, treatment, and amendments. Our preliminary soil management plan is to remove the uppermost vegetation and O-horizon from cut areas to be used as fill in the ponds as we did in Phase 1 to help reduce the reintroduction of invasive plant species and the spread of the weed seed bank across the site. Approximately 4 to 6 inches of the underlying topsoil (or A -horizon, if present) will then be stockpiled for replacement at the end of grading. Based on our estimates and experience with Phase 1, no imported topsoil is expected to be needed for the project. However, we need the results from the test pits to finalize soil management. If the soil profiles in the test pits are similar to conditions encountered in Phase 1, then no soil sampling and analyses will be conducted. If, however, a significant new soil type is observed that may alter soil management plans for the project, then a grab sample will be collected and submitted for characterization and comparison to other on -site soils. If needed, the samples will be submitted to the CSU soil laboratory for routine soil test including: pH, electrical conductivity, percent organic matter, and macronutrients. Depending on the soil profile and characterization results, we will work with the City to discuss type, volume, and timing of amendments and any budgetary implications. We will also discuss any alterations to the grading approach depending on the depth to the sand/cobble layer. Grading: We anticipate using up to two track hoes, two front loaders, and articulated dump trucks, as needed. Grading activities will be completed in accordance with the approved plan. Variations from the plans may be necessary depending on site conditions and new information and will be noted in the daily construction summary. Significant changes from the plans will be discussed with the City project managers prior to implementation. As part of the grading, City staff will finalize the locations of trails and designated fishing points. Biohabitats will create the rough grade for the trail and the fishing access areas. City staff will be responsible for completing the trail and fishing points. There appears to be extensive concrete and other types of rubble in one particular area on the left bank of the river channel, close to the old location of the crack willow and rope swirig that was removed in 2011 and extending further downstream. In addition, there are at least three old automobiles embedded, in the bank and may be others. As part of this scope of work, Biohabitats will be responsible for the removal and appropriate disposal of non -contaminated artificial rubble and the automobile encountered during grading. However, due to the uncertainty of the volume of material that will need to be removed and disposed, the fee for this work will have to be on a Time and Materials basis and will depend on the number of truckloads of material. We estimate that each truckload of material (15 cubic yards) taken to the landfill will cost $205. Soil Preparation: Barring any unforeseen subsurface conditions that may be encountered, soil preparation will proceed as follows. After rough grading, Biohabitats will rip to a depth of 12 inches areas compacted by heavy equipment. City will then conduct rock removal attempting to remove as much cobble material as is practical. Following these steps, Biohabitats will place stockpiled topsoil and compost. To prevent promotion of weed growth, no additional amendments or fertilizer will be added. Biohabitats will provide up to 2 inches of compost from a certified source over the 3-acre Cottonwood/Shrub Woodland zone. After the topsoil and compost are placed, we will then plant the trees in the Cottonwood/Shrub Woodland zone. Then, the City will disk the compost into the soil, which will also provide shallow soil loosening for areas that were driven on after the deeper ripping. The City will then seed the Cottonwood/Shrub Woodland zone and upland side slopes. Site Cleanup: We will work on maintaining a clean site throughout the project and will remove any trash upon completion. Construction fencing will be left in place for the City to relocate or remove at a future date of their choosing. Flagging individual trees for a variety of purposes will be limited to reduce overall need for cleanup. City will be responsible for removal of geese enclosure material once the need for the protection is no longer needed. 2.5 Planting Biohabitats will install the vegetation as listed on the planting schedules. Samantha Clark will be the construction supervisor during planting and will be onsite during planting activities. Nurserystock will be delivered directly to the site, at which time Biohabitats and, if available, a Natural Areas staff member will inspect the plants as soon as possible after delivery to confirm that they match the plant schedule and are of the appropriate size and condition. In addition to the purchased plants, we will spend one day with a tree spade to transplant trees up to 4 inches in diameter that would otherwise be removed due to grading activities. We will work with the City to ensure that appropriate trees are selected for transplanting. During installation, we will irrigate plants, as needed, depending on soil conditions. Once a plant is in the ground, the City will be responsible for watering during the establishment period. Vegetation protection from beaver and goose predation will be provided as listed below: • Beaver protection caging will consist of 3-foot high, 14-gauge welded wire fencing for each individual cottonwood tree. Each cage will consist of 10 feet of fencing, one 5-foot T post (provided by the City), and three 10-inch metal staples. Goose fencing for the areas of transition zone, wet meadow, and emergent wetland will be based on the City's wildlife fencing detail and consist of 2 strands of 14 gauge wire strung from 6' t-posts (or rebar as available from the City) placed in a grid 15-feet apart. Two 1.5- foot lengths of metallic Ragging tape will be attached between each t-post. As shown on the detail, we will install an additional top wire at 100-feet intervals. 2.6 Post -Construction Activities At the completion of construction and the post -project survey for the LOMR submittal (by others), Biohabitats will use a GPS unit to locate and map the planting zone boundaries and will overlay the planting zone boundaries on top of the final survey provided by the City. SCHEDULE This scope of work is based on the approximate schedule as determined in recent past meetings, as follows: • 404permitting — Spring 2012 • Hydraulic modeling for floodplain permitting (by others) — Summer/Fall 2012 • Floodplain CLOMR submittal and review (by others) — Fall/Winter 2012/2013 • CLOMR approved, begin construction (earliest date possible) — Spring 2013 Once the CLOMR is approved by FEMA, then construction can begin. However, we will work with the City at that time to determine the best construction start date based on site and weather conditions, state of river flows, and the status of any other items that may influence the schedule. FEE The fee to complete the project described in this scope of work is listed below; it includes the labor, direct costs, reimbursables, and equipment required to complete the tasks outlined above. Additional tasks will be billed, with City approval, on a time and materials basis, based on our contract rates. Please refer to the fee breakdown spreadsheet attached to this scope of work for additional detail. Our fee associated with this scope of work is based on past discussions with City staff. If any assumptions in this scope of work are inconsistent with the City's understanding, Biohabitats would be more than happy to discuss them and revise our level of effort and associated fee accordingly. Our time and reimbursable direct costs fee for the Construction Phase is the following: Final Design Phase $ 17,969.00 Materials Procurement - 2012 items $135,000.00 CURRENTTOTAL $152,969.00 Future - 2013 Items $ 405,710.00 *Please note, the cost of rubble and debris removal and disposal will be billed on a time and material basis as the nature and extent of the material is unknown at this time. Assumptions The scope and fee estimate for Construction is based on the assumptions listed below: 1. The City is responsible for the coordination of their staff for any construction -related activities in which they are involved. 2. Biohabitats' scope of work does not include an assessment of water rights, property ownership, or other legal issues that may be associated with the project. 3. The scope, fee, and schedule do not include any hydraulic analysis related to floodplain regulations or attendance to meetings not covered by the existing work order and this construction scope of work. Should the project assumptions or design approach change, any additional analysis and coordination will be added on a time and reimbursable direct -cost fee based on our contract rates. In addition, the final construction cost may need to be modified depending on the results from the test pits and the permitting process, as well as schedule adjustments. 4. The construction budget is based on the current price of fuel: should the price go significantly up or down between scope approval and the start of work, we will work with the City to modify the scope and or fee accordingly. S. The City will be responsible for notifying adjoining land owners and providing signage and notification to the public of the restoration activities, goals, expectations and contact information for questions. 6. The following work items are not anticipated and are therefore not included in the fee estimate and proposed schedule: • Property boundary surveys • Geotechnical testing • Site topographic survey • Archeological, rare species, or cultural surveys • Utility relocation 7. 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. 8. Biohabitats will ensure all planted material receives thorough watering at the time of installation; subsequent irrigation will be the responsibility of the City. The price does not include a warranty for the plant material. Biohabitats will inspect all plant material for viability when it is delivered to the site and will inspect the planting operations of the planting subcontractors to ensure proper installation. The City may inform Biohabitats of their desire to conduct another plant inspection prior to installation, i.e., if the plants have been stored on -site for several days or been subject to extreme weather. 9. This scope of work does not include permit application fees, and financial obligations related to local, state, and federal permits. 10. This scope of work assumes that any debris or excavated material is nonhazardous and does not include testing. 11. The design is based on an expected balance of the earthwork material across the site by retaining removed materials on site and as close to the point of removal as possible. 12. No dewatering is anticipated during construction. 13. Revisions to drawings or other documents shall be considered extra services requiring adjustments to the fee and schedule. 14. This scope of work does not include weed control or a weed control plan. Construction activities will be managed to minimize the spread of invasive species fnto or across the site. 15. This proposal is valid for 90 days, after which it may be renegotiated. Please let me know if you need any more 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 cbrowne@biohabitats.com. Thank you for your time and consideration. Sincerely, BIOHABITATS, INC. Claudia Browne, Southern Rocky Mountain Bioregion Leader