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HomeMy WebLinkAboutCORRESPONDENCE - RFP - 8111 CONSTRUCTION MANAGEMENT & INSPECTION ON-CALLUtilities 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, LLC. WORK ORDER NUMBER: MRD CMS-10-2018 PROJECT TITLE: Mulberry/Riverside Outfall Drainage Improvements Construction Management Services ORIGINAL BID/RFP NUMBER & NAME: 8111 Construction Management & Inspection Services On-Call MASTER AGREEMENT EFFECTIVE DATE: 7/1/15 ARCHITECT/ENGINEER: Ditesco, LLC OWNER’S REPRESENTATIVE: Jason Stutzman WORK ORDER COMMENCEMENT DATE: October 2018 WORK ORDER COMPLETION DATE: December 2018 MAXIMUM FEE: (time and reimbursable direct costs): $27,796 PROJECT DESCRIPTION/SCOPE OF SERVICES: See Attached 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 Eight (8) 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, LLC. By: Date: Name: Title: DocuSign Envelope ID: F32470A5-FE38-4F68-A8FB-D6CBA1C48131 Owner/Manager 10/30/2018 KEITH MEYER 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: Jason Stutzman, Project Manager REVIEWED: Date: Elliot Dale, Senior Buyer APPROVED AS TO FORM: Date: Name,City Attorney's Title (if greater than $1,000,000) ACCEPTANCE: Date: Owen Randall, Chief Engineer ACCEPTANCE: Date: Theresa Connor, Water Eng Fld Svcs Op Mgr 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) DocuSign Envelope ID: F32470A5-FE38-4F68-A8FB-D6CBA1C48131 N/A N/A N/A 10/30/2018 N/A N/A N/A 10/31/2018 10/31/2018 10/31/2018 Utilities Work Order Form Official Purchasing Form Last updated 10/2017 ATTACHMENT A WORK ORDER SCOPE OF SERVICES DocuSign Envelope ID: F32470A5-FE38-4F68-A8FB-D6CBA1C48131 Page 1 of 5 2133 S. Timberline Road – Suite 110 Fort Collins, CO 80525 ditescoservices.com Delivery by email jstutzman@fcgov.com October 19, 2018 Mr. Jason Stutzman, PE Special Projects Manager City of Fort Collins 700 Wood Street Fort Collins, CO 80521 RE: Mulberry Riverside Storm Drainage Project Dear Jason: Thank you for the opportunity to present this proposal for continuation of Construction Management services for the Mulberry Riverside Storm Drainage Improvement Project. The City has obtained an approved change order to improve the Spring Natural Area Outfall, with an approximate start date of October 22, 2018. This agreement will expand Ditesco’s resident engineering and construction management tasks, as described below in Exhibit A. Exhibit B is a pay summary through 09/30/18, showing funds expended on the original contract. Our services will include full time resident engineering/construction management for the project. We will ensure quality construction according to the drawings and specifications. We will assist the City in tracking and managing the project through construction according to terms in your FEMA grant agreement. Thank you again for this opportunity. We look forward to a successful project! 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 work Cc: George Latour file DocuSign Envelope ID: F32470A5-FE38-4F68-A8FB-D6CBA1C48131 Page 2 of 5 Exhibit A Mulberry Riverside Storm Drainage Construction Management Scope of Services Project Understanding The City of Fort Collins Utilities plans to construct a new storm drainage collection system along Cowan and Myrtle Streets in downtown Fort Collins. The project includes new reinforced concrete pipe, inlets, road repair, concrete flatwork and site restoration. Change Order 01 adds the improvements to the Springer Natural Area to the scope of contract work. This scope of services is meant to provide construction management overseeing day-to-day activities of the general contractor. Our work will include resident engineering, quality assurance, daily quantity tracking, pay application review and approval, change and schedule control, grant compliance and document control. Phase: Construction Management During this phase Ditesco will provide full time Resident Engineering / Construction Management services to assist in work coordination and ensure compliance with contract documents/specifications. • During the construction phase, we will establish a Procore document management site for design team and contractor access. This site will manage all design and construction phase communications including design plans, submittal review, RFIs, meeting minutes, test results, correspondence and reports. • Our staff will coordinate, attend and document weekly construction meetings. • We will conduct weekly progress meetings on site with the contractor and their subcontractors. We will provide meeting minutes for all meetings. • We will review and recommend approval of pay applications to the City, review and manage contract changes for approval by the City, generate and coordinate responses to RFIs and provide for overall administration of the construction contract. • Our staff will perform daily site inspections (full time) to ensure quality construction and conformity to the plans and specifications. Inspections will include pipe, manhole, concrete flatwork and asphalt paving. We are assuming City and LCUASS prevail over this project. • We will provide field engineering support addressing field changes quickly to avoid construction delays. We will provide the City with monthly reports documenting the contractor’s work progress, contract times and other pertinent information. We will also document daily work progress in the form of daily logs. • We will assist in review of all project submittals providing comments directly to the general contractor and coordinated with the City and ICON. • Ditesco staff will review all material test reports, where applicable. We will comment on reports not meeting specifications and recommend remediation measures if necessary. We will ensure the appropriate numbers of tests are taken and that they are sampled according to industry standards and the project specifications. We have assumed the City will provide these services through one of their on-call material testing contracts. • We will maintain a photographic log of the project documenting pre-construction, construction and post construction conditions. This work is expected to include brief descriptions of each photograph with a filename, time and date reference. DocuSign Envelope ID: F32470A5-FE38-4F68-A8FB-D6CBA1C48131 Page 3 of 5 • We will coordinate work between the City, general contractor and outside agencies (e.g. utility companies, City crews) affected by the project. • We will maintain project records including contracts, schedules (overall job and three week look-ahead), progress meeting minutes, material test results, weekly reports, correspondence, pay applications, change orders, routine photographs, submittals, RFIs, permits and post construction close-out paperwork (punch lists, lien waivers, substantial completion/final acceptance). • We will conduct a final punch list walk through and document punch list work with the substantial completion certificate. • Ditesco personnel will ensure that an as-built plan set is maintained and transmitted to the design engineer upon completion of the project. This will be a redlined drawing set maintained by our staff and will be coordinated with plan changes that may be documented by the general contractor. We expect this as-built red-lined set to be maintained and updated through use of a Bluebeam Studio session. • Ditesco staff will also assist City personnel and other consultants with grant compliance. This work will involve tracking and reporting of daily pay quantities that are grant eligible, reconciliation of pay applications, tracking to cost codes and ensuring the construction paperwork support the grant agreement. We will prepare requests for reimbursement monthly and coordinate submittal of these documents to the Department of Homeland Security and Office of Emergency Management. • We will create and maintain a risk register for the project as necessary. Phase: Post Construction • During the Post Construction Phase Ditesco staff will compile all job records in both an electronic format for submission to the City. All project files are expected to be provided electronic as PDF. We will also participate in an 11th and 23rd month warranty walkthrough of the project. Deliverables • Deliverables will include full project documentation presented electronically including: bid information, construction correspondence, pay applications, change orders, field orders, work change directives, schedules, submittals, transmittals, reports, photographs, meeting notes, record drawings and other relevant information produced throughout the construction phase. All documents will also be provided in an electronic form external drives for City use. Schedule The anticipated schedule is as follows: Construction of Change Order 01 October through November 2018 Project close out and grant documentation December 2018 Fee Estimate Estimated Fee: $27,796.00 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, not to exceed basis based on the rates provided for in our on-call services contract and as shown below on page 4. All reimbursable expenses will be billed at direct cost. DocuSign Envelope ID: F32470A5-FE38-4F68-A8FB-D6CBA1C48131 Utilities Work Order Form Official Purchasing Form Last updated 10/2017 ATTACHMENT B WORK ORDER COST DETAIL DocuSign Envelope ID: F32470A5-FE38-4F68-A8FB-D6CBA1C48131 Cost & Price Analysis Form Official Purchasing Form Last updated 7/2016 COST AND PRICE ANALYSIS PROJECT BID/RFP NO.: 8111 Construction Management and Inspection Services On-Call PROJECT NAME: Mulberry - Riverside Outfall Drainage Improvements PURCHASE AMOUNT: $27,796.00 SCOPE OF SERVICES/MATERIALS TO BE PURCHASED: Provide construction management services to oversee construction of the Mulberry-Riverside Outfall Drainage Improvement project activities SUPPLIER: Ditesco LLC A Cost or Price Analysis must be performed in connection with all procurements, including contract modifications utilizing federal funds. The method and degree of analysis is dependent on the facts surrounding the particular procurement. A Price Analysis is a comparison of the quoted price with known indicators of reasonableness without analyzing cost elements. A Price Analysis may be performed when the Purchasing Agent determines that competition was adequate. A Cost Analysis is an element-by-element analysis of estimated cost based on supplier’s cost or pricing data. A Cost Analysis must be performed when a Price Analysis will not provide sufficient information to determine the reasonableness of the contract cost for: (1) Procurements which require that offerors submit detailed elements of direct and indirect costs; (2) Procurements where adequate price competition is lacking; and/or (3) Sole source procurements, unless price reasonableness can be established by market prices ___________________________________________________________________________________________________________ ☐ Price Analysis – Comparison of quoted price with known indicators of reasonableness without analyzing cost elements (check all that apply) ☐ Compare to prices obtained through market research for same or similar items; ☒ For services, hourly rates consistent with rates offered in the market for similar level professionals; ☐ Consistent with published price lists; ☒ Reviewed analysis of pricing information provided by supplier; ☐ Quoted price consistent with previous prices paid (historical); ☐ Other: ☐ Cost Analysis – Element-by-element analysis of estimated cost based on supplier’s cost or pricing data. Please attach Cost Analysis. PREPARED: DEPARTMENT: DATE: APPROVED BY: PRINTED: BUYER PRINTED: PURCHASING DIRECTOR DocuSign Envelope ID: F32470A5-FE38-4F68-A8FB-D6CBA1C48131 Water Engineering, Utilites 10/30/2018 Elliot Dale 10/31/2018 Date of Estimate: 16-Oct-18 Contract Type: PSA - RFP 8111 Existing Contract or Purchase Order (Y/N): Y Description of Goods (A) or Services (B): I have obtained the following estimate from: Published Price List / Past Pricing (date) Engineering or Technical Estimate (performed by) Jason Stutzman Independent Third Party Estimate (performed by) Other (specify) Item/Task: Construction Management Services Principal Project Mgr Proj Engineer Administrative Materials or Work Description (hrs) (hrs) (hrs) (hrs) TOTAL $ 142.00 $ 120.00 $ 95.00 $ 65.00 Preconstruction - project setup & meetings 1 8 8 $ 1,622.00 Contract Management for construction (pay apps, CO's, schedules, etc.) 3 20 $ 2,826.00 Progress Meetings 6 8 16 $ 2,852.00 Resident engineering (on site services) 6 90 $ 11,652.00 Project files (catalog, response, routing, and maintenance) 2 21 30 $ 4,754.00 Punch List walk through 1 3 $ 502.00 Record Drawings 1 4 $ 622.00 Project Closeout 4 8 10 $ 2,178.00 Reimbursables Other direct costs at 5% (mileage, reproduction, etc.) $ 1,269.30 Total Hours 23 154 0 56 233 Total Costs $ 3,266.00 $ 18,480.00 $ - $ 3,640.00 $ 28,277.30 Signature of Preparer: Jason Stutzman, PE, LEED AP Independent Cost Estimate / Cost Reasonableness This estimate is for construction management services and oversight of construction for the Mulberry/Riverside Outfall Drainage Improvements. The construction work includes a rock rip-rap outfall and slope embankment, erosion control and seeding at the Springer Natural Area outfall. Change Order 01 adds the improvements to the Mulberry Riverside Drainage improvements construction contract. This CMS scope is for the addition of this work. Cost Estimate Details: (Estimate calculated in US Dollars) Cost of Services, Repairs, or Non-Standard Items DocuSign Envelope ID: F32470A5-FE38-4F68-A8FB-D6CBA1C48131 City of Fort Collins Utilities Mulberry - Riverside Storm Drainage Improvements - Change Order 01 10/19/2018 Keith Meyer Mike Roman Cassidy Hill Principal Project / Construction Manager Administrative (hrs) (hrs) (hrs) $142 $120 $65 Construction Phase $27,251 1.1 Contract Management - Construction 8 12 0 $2,528 1.3 Create and compile job files 0 2 2 $357 1.6 Preconstruction Photographs and Video 0 0 2 $130 1.7 Preconstruction Meeting (minutes, contact lists, etc.) 0 0 0 $0 1.8 Schedule Management 0 2 0 $216 1.9 Submittal/shop drawing coordination and record keeping 0 4 0 $432 1.10 Construction progress meetings (1 per week for 3 weeks) 3 7 0 $1,290 1.11 Monthly Budget Reports 0 2 0 $216 1.12 Contract Management (pay applications, change orders, RFRs, etc.) 2 17 3 $2,476 1.13 RFI Response 0 3 0 $324 1.14 Construction Management/Resident Engineering - full time 8 90 0 $11,936 1.15 Daily Construction Logs 0 18 0 $2,160 1.16 Job Files (test reports, minutes, correspondence, photos, etc.) 0 4 2 $562 3.1 Punch list walk through 2 4 0 $764 3.2 Record Drawing Compilation 0 2 0 $240 3.3 Close out paperwork (substantial and final completion, etc.) 0 2 0 $240 3.4 Project Close Out (compilation of files, photos, job records, etc.) 0 2 4 $500 3.5 As built survey of outfall area 0 16 0 $1,920 3.7 Warranty walkthrough (11th and 23rd months) 0 8 0 $960 Reimbursables Other Direct Costs at 2% (mileage, reproduction, etc.) $545 Work Effort Subtotal 23 193 13 $27,251 % Job Assignment - Construction Phase 16% 134% 9% Subtotal Reimbursable Items $545 Cost per labor category $3,266 $23,172 $813 Effort (days) 3 24 2 Effort (weeks) 0.6 4.8 0.3 Total Contract Value: $27,796 Task Total Classification Phase/Task Description Page 5 of 5 DocuSign Envelope ID: F32470A5-FE38-4F68-A8FB-D6CBA1C48131 Page 4 of 5 Ditesco City of Fort Collins 8111 Construction Management and Inspection Services 2017-18 Wage Rate Schedule Principal: $128.00 - $145.00 per hour Project Manager: $105.00 - $135.00 per hour Engineer: $102.00 - $120.00 per hour Construction Manager/Resident Engineer: $106.00 - $125.00 per hour Project Engineer: $85.00 - $117.00 per hour Inspector: $75.00 to $98.00 per hour CAD Design $65.00 - $85.00 per hour Administrative: $55.00 - $65.00 per hour Mileage Reimbursement: IRS Rate Subconsultant Markup 5% of cost All other costs at direct expense Terms 30 days net DocuSign Envelope ID: F32470A5-FE38-4F68-A8FB-D6CBA1C48131 Utilities Work Order Form Official Purchasing Form Last updated 10/2017 ATTACHMENT C CERTIFICATE OF INSURANCE CONTRACTOR shall submit Certificate of Insurance in compliance with the Contract Documents. DocuSign Envelope ID: F32470A5-FE38-4F68-A8FB-D6CBA1C48131 10/05/2018 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 Rd Unit 110 Fort Collins CO 80525-4372 Cincinnati Insurance Co 10677 The Continental Insurance Company 35289 Lloyd's of London 43389 CL1810525479 A Y Y ECP 0458347 10/03/2018 10/03/2019 1,000,000 1,000,000 10,000 1,000,000 2,000,000 2,000,000 A Y Y ECP 0458347 10/03/2018 10/03/2019 1,000,000 Uninsured motorist combined single limit 1,000,000 B Y 2097624212 03/15/2018 03/15/2019 500,000 500,000 500,000 C Professional Liability B0621PDITE000118 10/05/2018 10/03/2019 Each Claim $ 1,000,000 Aggregate $ 2,000,000 Retention $ 10,000 Project: Mulberry Riverside Storm Drainage Project 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. City of Fort Collins 700 Wood Street Fort Collins CO 80521 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. INSURER(S) AFFORDING COVERAGE INSURER F : INSURER E : INSURER D : INSURER C : INSURER B : INSURER A : NAIC # NAME: CONTACT (A/C, No): FAX E-MAIL ADDRESS: PRODUCER (A/C, No, Ext): PHONE INSURED COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or 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). 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. OTHER: (Per accident) (Ea accident) $ $ N / A SUBR WVD ADDL INSD 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. $ $ $ PROPERTY DAMAGE $ BODILY INJURY (Per accident) BODILY INJURY (Per person) COMBINED SINGLE LIMIT AUTOS ONLY AUTOS ONLY AUTOS NON-OWNED OWNED SCHEDULED ANY AUTO AUTOMOBILE LIABILITY Y / N WORKERS COMPENSATION AND EMPLOYERS' LIABILITY OFFICER/MEMBER EXCLUDED? (Mandatory in NH) DESCRIPTION OF OPERATIONS below If yes, describe under ANY PROPRIETOR/PARTNER/EXECUTIVE $ $ $ E.L. DISEASE - POLICY LIMIT E.L. DISEASE - EA EMPLOYEE E.L. EACH ACCIDENT ER OTH- STATUTE PER (LIMITSMM/DD/YYYY) POLICY EXP (MM/DD/YYYY) POLICY EFF LTR TYPE OF INSURANCE POLICY NUMBER INSR DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) EXCESS LIAB UMBRELLA LIAB EACH OCCURRENCE $ AGGREGATE $ $ OCCUR CLAIMS-MADE DED RETENTION $ PRODUCTS - COMP/OP AGG $ GENERAL AGGREGATE $ PERSONAL & ADV INJURY $ MED EXP (Any one person) $ EACH OCCURRENCE $ DAMAGE TO RENTED PREMISES (Ea occurrence) $ COMMERCIAL GENERAL LIABILITY CLAIMS-MADE OCCUR GEN'L AGGREGATE LIMIT APPLIES PER: POLICY PRO- JECT LOC CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) CANCELLATION AUTHORIZED REPRESENTATIVE ACORD 25 (2016/03) © 1988-2015 ACORD CORPORATION. All rights reserved. CERTIFICATE HOLDER The ACORD name and logo are registered marks of ACORD HIRED AUTOS ONLY DocuSign Envelope ID: F32470A5-FE38-4F68-A8FB-D6CBA1C48131