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HomeMy WebLinkAboutCORRESPONDENCE - RFP - 8745 CONSULTING ENGINEERING SERVICES FOR FUTURE WATER WW & STORMWATER FACILITIES CAPITAL IMPROVEMENTS (2)Utilities Work Order Form Official Purchasing Form Last updated 10/2017 WORK ORDER PURSUANT TO A MASTER AGREEMENT BETWEEN THE CITY OF FORT COLLINS AND DITESCO WORK ORDER NUMBER: UD-WRF-2018-23 PROJECT TITLE: UDWRF Project Management Support ORIGINAL BID/RFP NUMBER & NAME: U8745 Engineering Services for Water, WW & Wastewater and Stormwater Facilities Capital Improvements - On-Call MASTER AGREEMENT EFFECTIVE DATE: UAugust 7, 2018 ARCHITECT/ENGINEER: UDitesco OWNER’S REPRESENTATIVE: UEileen Dornfest WORK ORDER COMMENCEMENT DATE: USeptember 19, 2018 WORK ORDER COMPLETION DATE: UMarch 15, 2019 MAXIMUM FEE: (time and reimbursable direct costs): U$61,890.00 PROJECT DESCRIPTION/SCOPE OF SERVICES: UProject Management support for DWRF projects: Dewatering, Sludge Strain Press and Digester Circulation Pumps Replacement. See attached supporting documentation. Service Provider agrees to perform the services identified above and on the attached forms in accordance with the terms and conditions contained herein and in the Master Agreement between the parties. In the event of a conflict between or ambiguity in the terms of the Master Agreement and this Work Order (including the attached forms) the Master Agreement shall control. The attached forms consisting of UfiveU (5) pages are hereby accepted and incorporated herein, by this reference, and Notice to Proceed is hereby given after all parties have signed this document. SERVICE PROVIDER: Ditesco By: Date: Name: Title: Page 1 of 9 DocuSign Envelope ID: 7DF3BA76-40FA-4CC3-B4B6-5D1BCE6C3ABA September 13, 2018 KEITH MEYER Owner/Manager Utilities Work Order Form Official Purchasing Form Last updated 10/2017 OWNER’S ACCEPTANCE & EXECUTION: This Work Order and the attached Contract Documents are hereby accepted and incorporated herein by this reference. ACCEPTANCE: Date: Eileen Dornfest, Civil Engineer III REVIEWED: Date: Pat Johnson, Senior Buyer APPROVED AS TO FORM: Date: Name,City Attorney's Title (if greater than $1,000,000) ACCEPTANCE: Date: Owen Randall, Civil Engineering Director ACCEPTANCE: Date: Jason Graham, Plant Operations Director ACCEPTANCE: Date: Carol Webb, Utilities Deputy Director ACCEPTANCE: Date: Kevin Gertig, Utilities Executive Director (if greater than $1,000,000) ACCEPTANCE: Date: Gerry Paul, Purchasing Director (if greater than $60,000) ACCEPTANCE: Date: Darin Atteberry, City Manager (if greater than $1,000,000) ATTEST: Date: City Clerk (if greater than $1,000,000) Page 2 of 9 DocuSign Envelope ID: 7DF3BA76-40FA-4CC3-B4B6-5D1BCE6C3ABA September 11, 2018 September 11, 2018 Nick Smiley September 17, 2018 September 14, 2018 September 18, 2018 September 19, 2018 Utilities Work Order Form Official Purchasing Form Last updated 10/2017 ATTACHMENT A WORK ORDER SCOPE OF SERVICES, COST DETAIL & SCHEDULE DETAIL Page 3 of 9 DocuSign Envelope ID: 7DF3BA76-40FA-4CC3-B4B6-5D1BCE6C3ABA Page 1 of 5 2133 S Timberline Rd – Suite 110 Fort Collins, CO 80525 ditescoservices.com Delivery by email to: jgraham@fcgov.com August 31, 2018 Mr. Jason Graham Water Reclamation & Biosolids Manager City of Fort Collins 3036 Environmental Drive Fort Collins, CO 80525 RE: Water Reclamation Facility Project Management Support Proposal and Scope of Work Dear Jason: Thank you for giving Ditesco the opportunity to provide project management services for various projects at the Drake Water Reclamation Facility (DWRF). Our attached scope of services covers project management services associated with the DWRF Dewatering/Strain Press project, Digester Circulation Pump project, Base Mapping Project, and miscellaneous project management support. Please let me know if you have any questions or require further information regarding this proposal, I can be reached by phone at 970.988.8605 and email keith.meyer@ditescoservices.com. Sincerely, Keith Meyer, P.E. Enc. scope of services Cc: Jill Burrell, P.E. file Page 4 of 9 DocuSign Envelope ID: 7DF3BA76-40FA-4CC3-B4B6-5D1BCE6C3ABA Page 2 of 5 Exhibit A Drake Water Reclamation Facility Project Management Support Scope of Services Project Understanding The City of Fort Collins Utilities (FCU) is transitioning project managers at the Drake Water Reclamation Facility (DWRF). In this interim period, FCU has requested Ditesco provide project management services to complete the projects currently underway: • Dewatering/Strain Press • Digester Recirculation Pump • DWRF Base Mapping Overall, our scope of services is to provide project management support and act as the primary point of contact for City staff and the Design/Construction teams through project completion. We will coordinate directly with the Water Reclamation & Biosolids Manager to ensure communication continuity, participate in project meetings, collect and implement of decisions made, create weekly and monthly updates, and review contracts, pay applications, and schedules. We will work directly with the City’s new project manager, beginning in September 2018 to assist in on- boarding at DWRF. The overall schedule for this role is expected to last up to 6 months. These projects are being delivered using the Utilities Alternative Project Delivery System (APDS). Hydro Construction is the general contractor for all projects. Scope of Work • Ditesco will act as the primary project manager for the above listed projects. We will perform contract management and oversite for all open work orders (engineer and contractor), including review of all pay applications, contracts, and prepare and process any change orders, as necessary. We will also review and assist in management of the overall project schedule. Our work will replace the City’s normal project management role as the direct conduit of the Owner to the Engineers and Contractors working on the various projects at DWRF. • We will coordinate bi-weekly with Eileen Dornfest; Eileen will act as the Contract Administrator for these projects through close-out. She will continue pay application, invoice and contract authorization. • For the purposes of this scope of work, we have assumed the following progress meetings for this contract: o Dewatering/Strain Press project (20 meetings) o Digester Circulation pump project (8 meetings) o DWRF Base Mapping project (6 meetings) o Weekly coordination meetings with Jason Graham (24 meetings) o Monthly DWRF management meetings (6 meetings) • We will prepare and distribute weekly and monthly project updates to DWRF management. We will attend the meetings as outlined above and any others requested by DWRF management. • We will review and process any special submittals as needed. These will be coordinated with plant staff and operators as necessary to gain their input. • We will provide project management for the construction phase of each project. This work will include work coordination with plant staff, project site visits, startup coordination, and response to general inquiries pertaining to the contract documents/specifications. We will coordinate directly with plant staff, Hydro Construction, and Carollo Engineers. Page 5 of 9 DocuSign Envelope ID: 7DF3BA76-40FA-4CC3-B4B6-5D1BCE6C3ABA Page 3 of 5 • Our team will coordinate with supply vendors as necessary to ensure the City’s specifications and goals are met through delivery of the design and construction phases. • We will complete project close documentation out for each project, including substantial completion and final completion forms, and take part in the final project walk-through to ensure any punch-list items have been addressed. We will coordinate final advertisement, consent of surety and retainage release allowing each project to proceed into the warranty phase. Deliverables: • Expected Deliverables and Format: o Weekly Updates (email format) o Monthly Updates (email format) o Pay Applications; reviewed, signed with recommendation for payment o Change Order Documentation (as necessary) o All email and other relevant forms of communication with the project team and plant staff o Project Close-out documentation Schedule The anticipated schedule for project management at DWRF is as follows. ½ Time Project Management: September-December 2018 ¼ Time Project Management January-February 2019 Fee Estimate We have based our fee estimate on the following assumptions of the project schedule. • 4 month ½ time phase • 2 month ¼ time phase Total Estimated Fee: Project Management: $60,504.00 Reimbursable Costs: $1,386.00 Total: $61,890.00 A detailed task breakdown is included. Please find this on page 5 of this scope of work proposal. The fee shown above is to be billed on a time and material basis based on the rates shown in the table on page 4 and 5 of this proposal. All reimbursable expenses will be billed at direct cost. Page 6 of 9 DocuSign Envelope ID: 7DF3BA76-40FA-4CC3-B4B6-5D1BCE6C3ABA Page 4 of 5 Ditesco City of Fort Collins Utilities Consulting Engineering Services – Water, Wastewater, Stormwater 2018-2019 Wage Rate Schedule Principal: $136.00 - $154.00 per hour Project Manager: $120.00 - $139.00 per hour Associate Project Manager: $110.00 - $124.00 per hour Project Engineer: $95.00 - $120.00 per hour Construction Manager/Resident Engineer: $112.00 - $132.00 per hour Project Engineer: $88.00 - $121.00 per hour CAD Design: $67.00 - $88.00 per hour Administrative: $57.00 - $69.00 per hour Subcontractor markup: 5% of Cost Mileage Reimbursement: IRS rate All other costs at direct expense Terms 30 days net Page 7 of 9 DocuSign Envelope ID: 7DF3BA76-40FA-4CC3-B4B6-5D1BCE6C3ABA City of Fort Collins Utilities DWRF Project Management 8/31/2018 Keith Meyer Jill Burrell Principal Project Manager (hrs) (hrs) $135 $120 Project Management 1/2 Time (through Dec. 2018) $42,072 PM 1.1 - Contract Management (Contract and Budget Management) 12 34 $5,748 PM 1.2 - Meetings/Correspondence (Progress/Update Meetings) 12 69 $9,876 PM 1.2 - Weekly Coordination Meetings/Management Meeting Attendance 0 42 $5,088 PM 1.3 - Reports (Weekly/Monthly Reports) 0 40 $4,848 PE 1.6 - Site Coordination with Plant Staff, Contractor (8 hrs per week) 0 138 $16,512 Project Management 1/4 Time (through February 2019) $18,432 PM 1.1 - Contract Management (Contract and Budget Management) 4 43 $5,700 PM 1.2 - Meetings/Correspondence (Progress/Update Meetings) 4 26 $3,636 PM 1.2 - Weekly Coordination Meetings/Management Meeting Attendance 0 21 $2,544 PM 1.3 - Reports (Weekly/Monthly Reports) 0 20 $2,424 PE 1.6 - Site Coordination with Plant Staff (4 hrs per week) 0 34 $4,128 Other Direct Costs $1,386 Plan/Specification Reproduction $726 Mileage (Assume 1200 miles at $0.545/mile) $660 Work Effort Subtotal 32 468 $60,504 ODCs $1,386 Cost per labor category $4,320.00 $56,184.00 Effort (days) 4 59 Effort (weeks) 1 12 Total Contract Value: $61,890 Assumptions: - 6 month project duration - Project Start - September 2018 - Project End - March 2019 Phase/Task Description Classification Task Total Page 5 of 5 Page 8 of 9 DocuSign Envelope ID: 7DF3BA76-40FA-4CC3-B4B6-5D1BCE6C3ABA Utilities Work Order Form Official Purchasing Form Last updated 10/2017 ATTACHMENT B CERTIFICATE OF INSURANCE CONTRACTOR shall submit Certificate of Insurance in compliance with the Contract Documents. Page 9 of 9 DocuSign Envelope ID: 7DF3BA76-40FA-4CC3-B4B6-5D1BCE6C3ABA The ACORD name and logo are registered marks of ACORD CERTIFICATE HOLDER © 1988-2014 ACORD CORPORATION. All rights reserved. ACORD 25 (2014/01) AUTHORIZED REPRESENTATIVE CANCELLATION CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) JECT LOC PRO- POLICY GEN'L AGGREGATE LIMIT APPLIES PER: CLAIMS-MADE OCCUR COMMERCIAL GENERAL LIABILITY PREMISES (Ea occurrence) $ DAMAGE TO RENTED EACH OCCURRENCE $ MED EXP (Any one person) $ PERSONAL & ADV INJURY $ GENERAL AGGREGATE $ PRODUCTS - COMP/OP AGG $ DED RETENTION $ CLAIMS-MADE OCCUR $ AGGREGATE $ UMBRELLA LIAB EACH OCCURRENCE $ EXCESS LIAB DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) INSR LTR TYPE OF INSURANCE POLICY NUMBER POLICY EFF (MM/DD/YYYY) POLICY EXP (MM/DD/YYYY) LIMITS PER STATUTE OTH- ER E.L. EACH ACCIDENT E.L. DISEASE - EA EMPLOYEE E.L. DISEASE - POLICY LIMIT $ $ $ ANY PROPRIETOR/PARTNER/EXECUTIVE If yes, describe under DESCRIPTION OF OPERATIONS below (Mandatory in NH) OFFICER/MEMBER EXCLUDED? WORKERS COMPENSATION AND EMPLOYERS' LIABILITY Y / N AUTOMOBILE LIABILITY ANY AUTO ALL OWNED SCHEDULED HIRED AUTOS NON-OWNED AUTOS AUTOS AUTOS COMBINED SINGLE LIMIT BODILY INJURY (Per person) BODILY INJURY (Per accident) PROPERTY DAMAGE $ $ $ $ THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSD ADDL WVD SUBR N / A $ $ (Ea accident) (Per accident) OTHER: THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: INSURED PHONE (A/C, No, Ext): PRODUCER ADDRESS: E-MAIL FAX (A/C, No): CONTACT NAME: NAIC # INSURER A : INSURER B : INSURER C : INSURER D : INSURER E : INSURER F : INSURER(S) AFFORDING COVERAGE SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. INS025 (201401) 9/13/2018 Flood and Peterson PO Box 578 Greeley CO 80632 Javier Perez (970)356-0123 (970)330-1867 JPerez@FloodPeterson.com Ditesco, LLC 2133 S. Timberline Road, Unit 110 Fort Collins CO 80525 The Cincinnati Insurance Co. 10677 National Fire Insurance Co of 20478 Lloyd's of London CL1792919793 A X X X X Y ECP0458347 10/3/2017 10/3/2018 1,000,000 300,000 10,000 1,000,000 2,000,000 2,000,000 A X X X X Y ECP0458347 10/3/2017 10/3/2018 1,000,000 B 2097624212 3/15/2018 3/15/2019 X 500,000 500,000 500,000 C Professional Liability B0621PDITE117 10/5/2017 10/5/2018 Limit Occurrence/Aggregate $ 1/2,000,000 Retention $ 10,000 RE: DWRF Project Management Support The City of Fort Collins is included as Additional Insured as required by written contract but only as respects to liability arising out of work performed by the named insured. Waiver of subrogation applies. Javier Perez/JPEREZ Y City of Fort Collins Utilities 700 Wood Street Fort Collins, CO 80521 Y DocuSign Envelope ID: 7DF3BA76-40FA-4CC3-B4B6-5D1BCE6C3ABA