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HomeMy WebLinkAboutCHANGE ORDER - RFP - 7503 MISCELLANEOUS SUSTAINABILITY SERVICES (2)SECTION 00950 CHANGE ORDER NO. Z PROJECT TITLE: 13021 Fort Collins Sustainability Services CONTRACTOR: Clarion (Brendle Group sub -contractor) PROJECT NUMBER: PO # 9134540 DESCRIPTION: 1. Reason for change: The Project timeline has been extended by two months, and additional resources have been made available to accomplish additional technical analyses and consulting assistance. 2. Description of Change: Additional funding has been added to the contract to increase the resources available for the Climate Action Plan technical analysis. See Attached Scope of Work Adjustment. 3. Change in Contract Cost: Raised from $55,364 to $88,000 4. Change in Contract Time: Extension to April 2015 ORIGINAL CONTRACT COST (for CAP task) $ 55,364.00 TOTAL APPROVED CHANGE ORDER $32,636.00 TOTAL PENDING CHANGE ORDER $0 .00 TOTAL THIS CHANGE ORDER $32,636.00 TOTAL % OF THIS CHANGE ORDER 100% TOTAL C.O.% OF ORIGINAL CONTRACT 58.9 % ADJUSTED CONTRACT COST $ 88,000.00 (Assuming all change orders approved) ACCEPTED BY: DATE: 9/19114 Contractor's Representative �.ccciinda'Q REVIEWED BY DATE: 9/16/14 Project Manager APPROVED BY: DA Director of Purchasing & Risk Management (over $60,000) cc: City Clerk Contractor Engineer Project File Architect Purchasing Brendle Group — CAP Scope of Work Amendment (September 16, 2014) Task 3: Climate Action Plan Update This scope of work includes six tasks necessary to complete the Climate Action Plan Update. 3.1 Refine Baseline and Forecast Under this task, the City of Fort Collins will complete items a, b, and d below. The subcontractor will complete items c (with City staff providing supporting information about existing programs) and item e below. The subcontractor will also provide support and guidance for items a, b and d. The subcontractor will support the City to develop an update of the GHG emission forecast for Fort Collins community. This update will result in at least a business -as -usual (BAU) scenario that will be used as the baseline for measuring the effectiveness of the CAP at achieving the City's targets. Additional forecast scenarios will be considered if it is determined that there are key unknowns that have a significant impact on the community's capacity to reach its targets. The forecast process will be informed by a number of data sources: a) Current GHG emissions and historical trends from the City's GEMS database; b) Forecasting approaches previously employed (e.g. in the previous Climate Task Force/CAP effort); c) The current and projected performance of existing programs; d) Forecasted changes in demographics and from other models (e.g. population, employment, transportation, etc.); e) External factors (e.g. State policies, CAFE standards, PRPA BAU resource mix, etc.). The work product for this task will be a spreadsheet containing an updated, year -by -year, forecast for GHG emissions through the CAP planning horizon (e.g. 2050). This forecast will include citations documenting the source and approach for forecasting emissions in each segment of the inventory. The final work product will reviewed with Staff involved in the CAP process. 3.2 Identification of Opportunities: Looking Locally and Internationally Task 3.2 is being led through coordination with the Rocky Mountain Institute and engagement of key national experts to identify opportunities and best practices, however the subcontractor will still be involved. The subcontractor will review nascent local initiatives, leading edge climate action plans nationwide and research to identify emerging opportunities for GHG mitigation for Fort Collins. The CAP may also address opportunities to reduce emissions from sources that were not considered in the previous CAP but may be included in the new inventory under ICLEI's Community Protocol. The team will support the identification of mitigation opportunities for these new sources. Through the stakeholder engagement process input from the Citizen Advisory Committee and other stakeholders will be gathered and integrated into a comprehensive list of opportunities for analysis. The work product for Task 3.2 will be a spreadsheet documenting the opportunities identified through the above processes. This spreadsheet will include a description of the opportunity, its sources, and available information on its effectiveness. The opportunity identification process of Task 3.2 will be very iterative and the subcontractor anticipate significant engagement with Staff throughout the process. The subcontractor will seek the input of Staff on mitigation opportunities as well as review of the list of opportunities as it develops. 3.3 Technical Analysis The analysis is anticipated to cover 16-20 strategies. The subcontractor will develop an Excel -based analysis too] (based on the wireframe shown below) to analyze the strategies and scenarios and will lead the modeling and scenarios analysis efforts. Specific strategies including programs, technologies, and policies will first be evaluated individually so that scenarios can be developed based on a common definition of the strategies. These strategies will build on our topic area expertise and may include concepts such smart grid (FortZED), district heat and energy, electric vehicles, deep energy retrofits, geothermal heating, and carbon sequestration; and regulatory changes. Other possibilities include market -based instruments (e.g. further carbon pricing); education and communication actions; alterations to institutional structures; and changes to infrastructure. The criteria that will be considered when evaluating community -wide strategies will include • annual emissions reduction potential, • first -cost, • ongoing/annual costs/savings, • return on investment, • technical feasibility (qualitative) • financial feasibility (qualitative), and • climate adaptation opportunities (qualitative). Additional strategy analysis will include: • economic impact (who pays and who saves) according to end user (various depending on the strategy), City government, Fort Collins Utilities (elec price impact), and outside investor ) A wedge analysis will be applied to understand the contribution of individual strategies toward the overall GHG reduction targets. This type of evaluation creates an effective visualization that includes current emissions, future growth in emissions, and the relative and cumulative impacts of individual strategies. The set of potential strategies will be combined to generate various scenarios for the emissions trajectory through 2050. The first scenario will be a baseline; additional scenarios will be defined and may include themes such as a sector (residential/commercial) focus, energy supply focus, transportation focus, interim target achievement focus, emerging technology focus, sequencing, and/or aggressive vs. conservative implementation to explore a variety of approaches for achieving targets. The final list of scenarios will be driven by the list of strategies selected but is anticipated to cover 4-6 total scenarios. Scenario analysis will include, but is not limited to: • An aggregate emissions reduction potential and cost benefit analysis for each scenario based on the strategies included in each. The modeled quantitative information for each scenario will include: o Net cost/savings in key milestone years o Net first cost and on -going costs/savings by user groups (end user, City government, FC Utilities, outside investor) The work product for Task 3.3 will be a spreadsheet containing a year -by -year evaluation of the performance of each strategy and aggregated scenarios that consider the mentioned approaches to strategy implementation. The cost -benefit analysis process of Task 3.3 will be very iterative and the team anticipate significant engagement with Staff throughout the process. The subcontractor will seek the input of Staff on preferred approaches for modeling strategies. Data to support the analysis will also be sought from Staff. 3.4 Evaluate CAP with Triple Bottom Line Decision Support Tool The subcontractor will work closely with the staff lead for TBL Analysis in defining the scope and implementation of this task. Subcontractor will support City staff in the selection of an ideal tool from the draft toolbox, and support the analysis. This will support TBL analysis of up to 3 scenarios. The work product for Task 3.4 will be a completed TBL analysis for a selected CAP scenario (dependent on completion of work products for task 4, below). 3.5 Updated CAP Document The purpose of this task is to develop a draft and final CAP. The City would lead Task 3.5 with the subcontractor providing general support. The document will be graphic -rich, text -light, and easily accessible for the general public audience. This document can be presented as a traditional PDF or may instead be developed as a light -weight website (e.g. in Word Press or other acceptable content management system) for easy access and navigation by the audience and updating by City staff. Likely elements to be included in the CAP include: — Acknowledgements — Documentation of Fort Collin's existing programs and integration across plans and programs — Summary of the plan development and engagement process — Baseline GHG inventory and forecast — Plan framework, topic areas, and principles — Targets — Strategies and scenarios considered — Implementation and monitoring framework — Appendices with additional documentation Scoping meeting to discuss formats for reporting and select one for the CAP. The work products will be the draft and final plans. The subcontractor will iterate with Staff on two rounds of revisions, and finalize the plan in the selected format (PDF or web -based). 3.6 Engagement Activities Throughout the CAP update project, the subcontractor will play an active role in stakeholder engagement including preparation for and attendance at meetings to share progress on the project, gather input from the Board/stakeholders, and answer questions as needed. The budget includes preparation for and participation in up to 8 stakeholder meetings and 2 City Council sessions plus some additional general support and guidance on the stakeholder engagement process. Exhibit A Project Budget* Task 3: Climate Action Plan Update Budget 3.1 Refine Baseline and Forecast $18,300 3.2 Identification of Opportunities $5,500 3.3 Technical Analysis $44,900 3.4 Support'1'13I. Evaluation of CAP scenarios $3,200 3.5 Updated CAP Document $3,600 3.6 Engagement Activities $12,500 Total $88,000 • Budget may be shifted across categories to accommodate changing project needs in consultation with Project Manager Exhibit B Project Schedule Task 3: Climate Action Plan Update July Aug Sep Oct Nov Dec 3.1 Refine Baseline and Forecast External factors.;;, Adaptation/high heat scenario 3.2 Identification of Opportunities Preliminary list of opportunities _. , Incorporate stakeholder input 3.3 Technical Analysis Model framework developed Draft strategy analysis Expert content incorporated h` u Draft scenario analysis Finalize analysis 3.4 Evaluate CAP w/ TBL Support Tool Support City staff in analysis? 3.5 Updated CAP Document Technical content developed �x"a OEM 3.6 Review draft plan from City Engagement Activities CAC Workshops i 23„`Jul27 , 18- ,za `?Au ; i`+Se�, _ ,u 9-Oct 20- Dec .t Nov 15 Jan 7 Council Session :;125>, Au � - 28 ri '- rDe`'c9�Feblr7_h t May be cancelled and material integrated into August and October workshops; dependent on timing of RMI results 'May be moved to November 1 ri r� T