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HomeMy WebLinkAboutCORRESPONDENCE - RFP - 8073 ENGINEERING SERVICES FOR WATER, WASTEWATER & STORMWATER FACILITIES CAPITAL IMPROVEMENTS PROJECTSUtilities Work Order Form Official Purchasing Form Last updated 10/2017 WORK ORDER PURSUANT TO A MASTER AGREEMENT BETWEEN THE CITY OF FORT COLLINS AND AYRES ASSOCIATES WORK ORDER NUMBER: SC @ Edora-AYRES-404 PROJECT TITLE: Spring Creek Rehab at Edora Park ORIGINAL BID/RFP NUMBER & NAME: 8073 Engineering Services For Future Water, Wastewater and Stormwater Facilities Capital Improvements MASTER AGREEMENT EFFECTIVE DATE: 5/15/2015 ARCHITECT/ENGINEER: Ayres Associates OWNER’S REPRESENTATIVE: Jason Stutzman WORK ORDER COMMENCEMENT DATE: June 1, 2020 WORK ORDER COMPLETION DATE: December 31, 2022 MAXIMUM FEE: (time and reimbursable direct costs): $ 29,256.00 PROJECT DESCRIPTION/SCOPE OF SERVICES: 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 Three (3) 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: Ayres Associates By: Date: Name: Title: DocuSign Envelope ID: A5F90CDC-B05C-45DF-95FF-89949C3241BE John Hunt May 18, 2020 Manager-River Engineering 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: Pat Johnson, Senior Buyer REQUISITION ENTERED BY: Date: ACCEPTANCE: Date: Matt Fater, Director of Engineering ACCEPTANCE: Date: Andrew Gingerich, Interim Deputy Director, Water Engineering & Field Services ACCEPTANCE: Date: 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: A5F90CDC-B05C-45DF-95FF-89949C3241BE Melissa Walker May 14, 2020 Coordinator, Finance May 15, 2020 May 18, 2020 May 18, 2020 May 18, 2020 Utilities Work Order Form Official Purchasing Form Last updated 10/2017 ATTACHMENT A WORK ORDER SCOPE OF SERVICES DocuSign Envelope ID: A5F90CDC-B05C-45DF-95FF-89949C3241BE Sole Source Request Form Official Purchasing Form Last updated 7/2016 EXCEPTION TO COMPETITIVE PURCHASING PROCESS “SOLE SOURCE” JUSTIFICATION PROJECT NAME: Spring Creek SREP at Edora PURCHASE AMOUNT: $29,256 APPROPRIATED BUDGET AMOUNT: $1,801,000 SCOPE OF SERVICES/MATERIALS TO BE PURCHASED: Performance of Improvements and 404 Permit Requirements SUPPLIER: Ayres Associates EXCEPTION TO THE COMPETITIVE PROCESS RATIONALE PER CITY CODE (check all that apply): A contract for materials, professional services or services may be awarded without competition if the Purchasing Agent determines in writing that one (1) or more of the following conditions exists: ☐ There exists only one (1) responsible source; ☐ Although there exists more than one (1) responsible source, a competitive process cannot reasonably be used or, if used, will result in a substantially higher cost to the City, will otherwise injure the City's financial interests or will substantially impede the City's administrative functions or the delivery of services to the public; ☒ A particular material or service is required to maintain interchangeability or compatibility as a part of an existing integrated system; ☒ A particular material, professional service or service is required in order to standardize or maintain standardization for the purpose of reducing financial investment or simplifying administration; ☐ The material is perishable; ☐ The material qualifies as an object of fine art; ☐ A particular material is required to match materials in use, so as to produce visual harmony; ☐ A particular material is required to enable use by a specific individual; ☐ A particular material is prescribed by a professional advisor; ☐ The material, professional service or service is the subject of a change order. BACKGROUND/JUSTIFICATION (Attach Supporting Documentation): ☒ Attach quote (Required) Provide brief justification narrative supporting the reason(s) for the exception(s) to the competitive process selected above. Ayres Associates was responsible for the project design, floodplain and 404 permitting applications. Construction was completed in the summer of 2019 and has now moved into the final phase for closeout. The final project phase requires detailed observation and reporting for the performance of the improvements installed and for 404 Permitting compliance and closeout. Due to the unpredictable nature of native vegetation growth and density establishment, this process could take 2 or more years to complete. The proposed scope of work extends as far as the 2022 seasonal review, but will only utilize the amount work necessary for establishment acceptance. The Ayres contract for this work expires in May 2020 and thus will require this approval to complete. DocuSign Envelope ID: A5F90CDC-B05C-45DF-95FF-89949C3241BE Sole Source Request Form Official Purchasing Form Last updated 7/2016 COST/PRICE ANALYSIS (Attach Supporting Documentation): Normally competition supports establishment of price reasonableness. When adequate price competition does not exist, the reasonableness of the offered price is determined with a Price or Cost Analysis. Complete Price OR Cost Analysis. ☒ Price Analysis – Comparison of quoted price with known indicators of reasonableness without analyzing cost elements (Check all that apply) ☐ Consistent with Independent Cost Estimate (ICE); ☐ 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; ☐ Unique or innovative process/service/product; ☐ 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. SUBMITTED BY: PRINTED: DEPARTMENT: DATE: APPROVED BY: PRINTED: DEPARTMENT MANAGER/SUPERVISOR (Required) PRINTED: REQUESTING DEPARTMENT HEAD (over $60,000) PRINTED: BUYER PRINTED: PURCHASING DIRECTOR RESOLUTION BY CITY COUNCIL (over $200,000) Resolution # Date Passed: ☐ Resolution document attached DocuSign Envelope ID: 2285154F-80E6-4006-BECD-F9C43A8F6E64 City of Fort Collins - Water Utilities 5/5/2020 Jason Stutzman 5/5/2020 Matt Fater 5/12/2020 Pat Johnson 5/12/2020 Gerry Paul DocuSign Envelope ID: A5F90CDC-B05C-45DF-95FF-89949C3241BE April 28, 2020 1 SPRING CREEK MONITORING PROJECT OBJECTIVE: Monitor Spring Creek stream rehabilitation project at Edora Park for project performance and 404 permit requirements over a three year period. TASKS The following Scope of Services outlines the tasks required for this project. 1. Task 1 – Project Administration 1.1. Client coordination and administration – This task covers general project management, contracting, invoicing, and client coordination. 1.2. Site visits – Ayres staff will visit the project site approximately 4 times a year including 1-2 normal trips and after significant flows in the channel. The purpose of the site visits will be to assess progress of vegetation, stability of project features, and design performance during higher than normal flows. 2. Task 2 – 404 Permit Monitoring 2.1. 2020 site assessment and report – See subconsultant scope 2.2. 2021 site assessment and report – See subconsultant scope 2.3. 2022 site assessment and report – See subconsultant scope SUMMARY OF PROJECT DELIVERABLES • Memos summarizing any project maintenance needs • 404 assessment reports (3) DocuSign Envelope ID: 2285154F-A5F90CDC-80E6-B05C-4006-45DF-BECD-95FF-F9C43A8F6E64 89949C3241BE Utilities Work Order Form Official Purchasing Form Last updated 10/2017 ATTACHMENT B WORK ORDER COST DETAIL DocuSign Envelope ID: A5F90CDC-B05C-45DF-95FF-89949C3241BE Spring Creek Monitoring - Fee Task # Task Name Total Fee Direct Costs Sub- Consultant Total Labor Costs Total Hours Senior Project Manager Professional II Admin 1 Project Plan Fee Hours 2 Project Manager Dusty Robinson 3 Client City of Fort Collins 4 Client Contact Jason Stutzman 5 Rates $175.00 $115.00 $75.00 6 Spring Creek Monitoring $29,256 $60 $18,186 $11,010 78 42 24 12 7 Task 1 Project Administration $11,070 $60 $0 $11,010 78 42 24 12 8 1.1 Client coordination and project administration $4,050 $4,050 30 18 12 9 1.2 Site visits $7,020 $60 $6,960 48 24 24 18 Task 2 404 Permit Monitoring $18,186 $0 $18,186 $0 0 0 0 0 19 2.1 2020 site assessment and report $6,062 $6,062 $0 0 20 2.2 2021 site assessment and report $6,062 $6,062 $0 0 21 2.3 2022 site assessment and report $6,062 $6,062 $0 0 Exported on April 28, 2020 11:15:36 AM MDT Page 1 of 1 DocuSign Envelope ID: 2285154F-A5F90CDC-80E6-B05C-4006-45DF-BECD-95FF-F9C43A8F6E64 89949C3241BE 1127 ADAMS STREET, DENVER, CO 80206 TEL: 303-586-5014 WEB: ALPINE-ECO.COM Spring Creek Wetland Mitigation Monitoring Scope of Work for 2020 through 2022 April 27, 2020 This is the scope of work for AlpineEco to assist the City of Fort Collins (City) and Ayres Associates with monitoring the Spring Creek at Edora Park compensatory wetland mitigation site in Fort Collins, Colorado. The work involves assessing the site in 2020, 2021, and 2022 for compliance with the Section 404 of the Clean Water Act Permit performance standards. Future years of monitoring may be required but are not included. The specific work includes a field visit in September of each year to collect the necessary data and the subsequent preparation of a Performance Monitoring Report. The report will be prepared in accordance with US Army Corps of Engineers Regulatory Guidance Letter (RGL) 08-03. The work conducted during the site visit will include: ▪ Collecting vegetation cover and diversity data along the established transects. ▪ Taking photographs from the established permanent photo point locations. ▪ Recording a complete list of plant species observed. ▪ Recording any information regarding the general ecology, vegetation, hydrology, and earthwork/soil that is relevant to achieving the desired outcome. Deliverables ▪ 2020 Draft and Final Performance Monitoring Report ▪ 2021 Draft and Final Performance Monitoring Report ▪ 2022 Draft and Final Performance Monitoring Report Schedule The work will begin immediately upon authorization. Fieldwork is planned for September of each year, with the draft report submitted by December 1. Cost The estimated cost for the above scope of work (three years) is $18,186 (see spreadsheet). DocuSign Envelope ID: 2285154F-A5F90CDC-80E6-B05C-4006-45DF-BECD-95FF-F9C43A8F6E64 89949C3241BE Page 2 of 2 1127 ADAMS STREET, DENVER, CO 80206 TEL: 303-586-5014 WEB: ALPINE-ECO.COM DocuSign Envelope ID: 2285154F-A5F90CDC-80E6-B05C-4006-45DF-BECD-95FF-F9C43A8F6E64 89949C3241BE 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: A5F90CDC-B05C-45DF-95FF-89949C3241BE ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? INSR ADDL SUBR LTR INSD WVD PRODUCER CONTACT NAME: PHONE FAX (A/C, No, Ext): (A/C, No): E-MAIL ADDRESS: INSURER A : INSURED INSURER B : INSURER C : INSURER D : INSURER E : INSURER F : POLICY NUMBER POLICY EFF POLICY EXP TYPE OF INSURANCE (MM/DD/YYYY) (MM/DD/YYYY) LIMITS AUTOMOBILE LIABILITY UMBRELLA LIAB EXCESS LIAB WORKERS COMPENSATION AND EMPLOYERS' LIABILITY DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) AUTHORIZED REPRESENTATIVE EACH OCCURRENCE $ CLAIMS-MADE OCCUR DAMAGE TO RENTED PREMISES (Ea occurrence) $ MED EXP (Any one person) $ PERSONAL & ADV INJURY $ GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ POLICY PRO- LOC JECT PRODUCTS - COMP/OP AGG OTHER: $ COMBINED SINGLE LIMIT (Ea accident) $ ANY AUTO BODILY INJURY (Per person) $ OWNED SCHEDULED AUTOS ONLY AUTOS BODILY INJURY (Per accident) $ HIRED NON-OWNED PROPERTY DAMAGE AUTOS ONLY AUTOS ONLY (Per accident) $ $ OCCUR EACH OCCURRENCE CLAIMS-MADE AGGREGATE $ DED RETENTION $ PER OTH- STATUTE ER E.L. EACH ACCIDENT E.L. DISEASE - EA EMPLOYEE $ If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT INSURER(S) AFFORDING COVERAGE NAIC # COMMERCIAL GENERAL LIABILITY Y / N N / A (Mandatory in NH) SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD 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 (MM/DD/YYYY) LIMITS 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 12/12/2019 Arthur J. Gallagher Risk Management Services, Inc. 245 South Executive Drive, Suite 200 Brookfield WI 53005 Sharon Bannach 262-792-2214 262-792-1712 Sharon_Bannach@ajg.com Travelers Property Casualty Co of America 25674 AYREASS-02 The Travelers Indemnity Company of CT 25682 AYRES ASSOCIATES INC 3433 Oakwood Hills Parkway Eau Claire WI 54701-7698 1057901372 A X 1,000,000 X 300,000 10,000 1,000,000 2,000,000 X X Y 6302183P260 1/1/2020 1/1/2021 2,000,000 A 1,000,000 X X X Y BA2L352245 1/1/2020 1/1/2021 A X X CUP9J784097 1/1/2020 1/1/2021 8,000,000 8,000,000 X 0 Products/Compl Ops 8,000,000 B X N UB9H943775 1/1/2020 1/1/2021 1,000,000 1,000,000 1,000,000 As respects 5-year open end contract agreement, City of Fort Collins, Colorado is included as an Additional Insured under the General Liability and Auto Policies. City of Fort Collins PO Box 580 Fort Collins CO 80522-0580 DocuSign Envelope ID: A5F90CDC-B05C-45DF-95FF-89949C3241BE 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. 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 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). COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: CERTIFICATE HOLDER CANCELLATION ACORD 25 (2016/03) © 1988-2015 ACORD CORPORATION. All rights reserved. CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) $ $ $ $ $ The ACORD name and logo are registered marks of ACORD 1/30/2020 (608) 203-3893 (877) 254-8586 13056 Ayres Associates Inc 3433 Oakwood Hills Pkwy Eau Claire, WI 54701 A Professional Liab RDP0036638 6/30/2019 Each Claim 5,000,000 A Professional Liab RDP0036638 6/30/2019 6/30/2020 Aggregate 10,000,000 City of Fort Collins 700 Wood Street Fort Collins, CO 80521 AYREASS-01 BHENDRIE Johnson Insurance Madison 525 Junction Road Madison, WI 53717 Mary Jo Nowak, AU, CIC, ARM, RPLU mnowak@johnsonfinancialgroup.com RLI Insurance Company 6/30/2020 DocuSign Envelope ID: A5F90CDC-B05C-45DF-95FF-89949C3241BE