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Home My WebLink AboutCORRESPONDENCE - RFP - 8073 ENGINEERING SERVICES FOR WATER, WASTEWATER & STORMWATER FACILITIES CAPITAL IMPROVEMENTS PROJECTS (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 HDR ENGINEERING, INC. WORK ORDER NUMBER: UH-HWSP-2018-1 PROJECT TITLE: UCommunity Engagement Planning for Halligan Water Supply Project ORIGINAL BID/RFP NUMBER & NAME: U8073, Engineering Services for Water, WW and Stormwater Facilities Capital Improvements MASTER AGREEMENT EFFECTIVE DATE: UMay 15, 2015 ARCHITECT/ENGINEER: U HDR Engineering, Inc OWNER’S REPRESENTATIVE: UEileen Dornfest WORK ORDER COMMENCEMENT DATE: UNovember 26, 2018 WORK ORDER COMPLETION DATE: UMarch 1, 2019 MAXIMUM FEE: (time and reimbursable direct costs): U$17,332.00 PROJECT DESCRIPTION/SCOPE OF SERVICES: UStrategy development and support for the Halligan Water Supply Project community engagement. See attached supporting documentations. 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 UfourU (4) 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: HDR Engineering, Inc. By: Date: Name: Title: Page 1 of 10 DocuSign Envelope ID: CDDCF7B6-8A8A-4F28-9F28-C457D4289485 November 29, 2018 Brad Martin Senior Vice President 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: Theresa Connor, Deputy Director – Water Engineering & Field Services ACCEPTANCE: Date: Carol Webb, Deputy Director – Water Resources & Treatment Operations 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 10 DocuSign Envelope ID: CDDCF7B6-8A8A-4F28-9F28-C457D4289485 November 26, 2018 November 26, 2018 November 30, 2018 December 1, 2018 November 30, 2018 Utilities Work Order Form Official Purchasing Form Last updated 10/2017 ATTACHMENT A WORK ORDER SCOPE OF SERVICES Page 3 of 10 DocuSign Envelope ID: CDDCF7B6-8A8A-4F28-9F28-C457D4289485 1 Support for Communications and Outreach Plan Development Halligan Water Supply Project – City of Fort Collins Utilities Phase 1 Scope of Work (11/13/2018) HDR’s Strategic Communications Team is pleased to partner with the Fort Collins Utilities team in supporting their development of a communications and engagement program that informs, educates and engages the public and key stakeholders about the Halligan Project’s purpose and need and builds community support and acceptance of the project from pre-design through project completion. Strategy HDR will support the Fort Collins Utilities’ internal lead for communications and engagement in the organization’s efforts to design and conduct the first phase of research and planning that will inform subsequent collaborative development of a comprehensive Communications and Engagement Plan for the Halligan Water Supply Project. Phase 1 Tasks 1. Workshop Planning and Preparation: Hold a 1-hour kickoff and planning session with the lead for communications and engagement to set desired outcomes, format and agenda for Nov. 26 workshop. 2. Materials/Data Collection and Review: Gather background information and data from Ft. Collins’ communications team for review to aid in workshop preparations. This includes the existing draft Communications and Engagement Plan, project details, communications and outreach work history to-date (including links and samples), social and traditional media coverage, survey results, audience profiles, and other pertinent information. 3. Strategic Planning Workshop: Conduct a facilitated 4-hour session with key Fort Collins Utilities staff to set priorities; agree on key audiences and stakeholders; draw out critical issues; and determine key points of internal and external conflict and consensus; set agreed-upon desired outcomes; develop preliminary messages and craft components of additional key message points by audience; confirm alignment on project purpose and need; determine desired level of public involvement; and establish timeframes and next steps. Conduct follow-up interviews with key staff, if necessary. Prepare summary of workshop and interviews. Page 4 of 10 DocuSign Envelope ID: CDDCF7B6-8A8A-4F28-9F28-C457D4289485 2 4. Review existing audience analysis data: Review Fort Collins Utilities’ existing stakeholders list and make recommendations, as necessary. Review information gathered on project supporters and opponents, other key stakeholders and the targeted public, including their influence, interest, activities related to the Halligan Project, levels of awareness, and demographic profiles. 5. Communications and Engagement Plan: Collaborate with Fort Collins Utilities’ communications team to review and offer recommendations on their draft plan, assuring it identifies social and political drivers; defines target audiences; sets clear goals and strategy; presents a schedule of communications; assigns team roles and responsibilities; and prescribes appropriate outreach methods. Will also review for appropriate key messaging, media relations approaches and social media engagement; digital and website components and methodology; contact and comment management protocol; informational materials production and distribution strategy; speakers’ bureau opportunities; elected officials strategy; and other appropriate outreach tools. Help set metrics to support activity/success tracking. 6. On-call support: Provide additional review, recommendations and support, as needed. Meetings • One 1-hour kickoff call with community engagement manager (as part of Task 1) • Two 1-hour workshop preparation calls with staff TBD (as part of Tasks 1 and 2) • One 1-hour interview with Fort Collins Utilities executive director (as part of Task 2) • One 4-hour workshop onsite (as part of Task 3) • Two 1-hour calls with staff on audience review and recommendations (as part of Task 4) • One 2-hour presentation onsite on Communications and Engagement Plan recommendations (as part of Task 5) Deliverables • Workshop agenda, materials and summary • Audience analysis review and recommendations • Communications and Engagement Plan review and recommendations Page 5 of 10 DocuSign Envelope ID: CDDCF7B6-8A8A-4F28-9F28-C457D4289485 3 Timeframe Tasks 1, 2 November 19 – 23 Task 3 November 26 Task 4 November 27 – December 14 Task 5 December 18 – January 4 Task 6 Ongoing Fees See Exhibit B Assumptions • Fort Collins will host the workshop, including sending invitations, managing RSVPs, reserving meeting venue and ordering refreshments, if desired. • One HDR staff member will participate in each meeting, Additional HDR staff may attend, but at no cost to Fort Collins Utilities. • Two rounds of review and edits are assumed for all deliverables. • No printing costs are assumed in this scope; all materials will be delivered electronically. Phase II Communication Plan Implementation - TBD This scope of work does not include tasks related to execution of the Communication and Engagement Plan. We recommend determining next phase tasks, staffing, necessary resources, timing, and more near the completion of Phase 1. Page 6 of 10 DocuSign Envelope ID: CDDCF7B6-8A8A-4F28-9F28-C457D4289485 Utilities Work Order Form Official Purchasing Form Last updated 10/2017 ATTACHMENT B WORK ORDER COST DETAIL Page 7 of 10 DocuSign Envelope ID: CDDCF7B6-8A8A-4F28-9F28-C457D4289485 Revised 11-19-2018 HDR Engineering Contract Manager/ Senior Project Manager Rich Thornton Senior Technical Advisor/ QC Communication /Public Outreach Director, Trina McGuire-Collier Communication Coordinator/Public Outreach Level III - Weismiller Communication Coordinator/Public OutreachGraphics Beermann Communication Coordinator/Public OutreachGraphics Langemach Senior Project Accountant Clerical Assistant Hours Labor Total Expenses HDR Fee $ 240 $ 260 $ 190 $ 130 $ 85 $ 110 $ 125 $ 65 Task Description Task 1 – Management, Coordination and Accounting 1.1 Project Management, Coordination, and Accounting 6 6 2 14 $ 2,320 $ - $ 2,320 Sub-total 6 0 0 0 0 0 6 2 14 $ 2,320 $ - $ 2,320 Task 2 – Phase 1 Communications Scope 1. Workshop Planning and Preparation 1 8 2 4 15 $ 2,380 $ 119 $ 2,499 2. Materials/Data Collection and Review 1 12 8 4 25 $ 3,920 $ 272 $ 4,192 3. Strategic Planning Workshop 14 14 $ 2,660 $ 209 $ 2,869 4. Review existing audience analysis 1 6 2 9 $ 1,570 $ 79 $ 1,649 5. Communications and Engagement Plan 1 8 0 2 2 13 $ 2,170 $ 185 $ 2,355 6. On-call Support 2 4 2 8 $ 1,410 $ 39 $ 1,449 Sub-total 0 6 52 10 12 2 0 2 84 $ 14,110 $ 902 $ 15,012 Hours 6 6 52 10 12 2 6 4 98 Fee $1,440 $1,560 $9,880 $1,300 $1,020 $220 $750 $260 $ 16,430 902 $ 17,332 City of Fort Collins Utilities Communications and Outreach Plan Development - Phase 1 Halligan Water Supply Project Page 8 of 10 DocuSign Envelope ID: CDDCF7B6-8A8A-4F28-9F28-C457D4289485 Utilities Work Order Form Official Purchasing Form Last updated 10/2017 ATTACHMENT C WORK ORDER SCHEDULE DETAIL Page 9 of 10 DocuSign Envelope ID: CDDCF7B6-8A8A-4F28-9F28-C457D4289485 Utilities Work Order Form Official Purchasing Form Last updated 10/2017 ATTACHMENT D CERTIFICATE OF INSURANCE CONTRACTOR shall submit Certificate of Insurance in compliance with the Contract Documents. 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