HomeMy WebLinkAboutCORRESPONDENCE - RFP - 8827 CONSULTING ENGINEERING SERVICES WATER TREATMENT FACILITY DESIGN AND CONSTRUCTION FOR CAPITAL IMPROVEMENTS (5)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: HDR AWIA WO 3
PROJECT TITLE: AWIA Risk and Resiliency Assessment
ORIGINAL BID/RFP NUMBER & NAME: 8827, Consulting Engineering Services
for Water Treatment Facility Design & Construction Services
MASTER AGREEMENT EFFECTIVE DATE: February 20, 2019
ARCHITECT/ENGINEER: HDR Engineering, Inc
OWNER’S REPRESENTATIVE: Mark Kempton, Director of Plant Operations
WORK ORDER COMMENCEMENT DATE: July 20, 2020
WORK ORDER COMPLETION DATE: December 31, 2020
MAXIMUM FEE: (time and reimbursable direct costs): $129,900
PROJECT DESCRIPTION/SCOPE OF SERVICES: Engineering consultant work to ensure the
City’s compliance with the America’s Water Infrastructure Act (AWIA) Risk and Resiliency
Assessment. Work includes project management, update status of the mitigation measures in
the existing Vulnerability Assessment and provide an implementation plan for the previously
established mitigation measures. Develop cost-benefit analysis for mitigation measures.
Update the Emergency Response Plan (ERP) to comply with AWIA, as identified in the Gap
Memo. Develop and conduct a training exercise on the ERP and/or implement mitigation
measures.
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 (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: HDR Engineering, Inc.
By: Date:
Name: Title:
DocuSign Envelope ID: E0E40D88-172F-4FB1-B617-25D78A5EA541
Senior Vice President
7/21/2020
R. Bradley Martin
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:
Mark Kempton, Project Manager
REVIEWED: Date:
Marisa Donegon, Buyer II
APPROVED AS TO FORM: Date:
Name,City Attorney's Title
(if greater than $1,000,000)
ACCEPTANCE: Date:
Carol Webb, Deputy Director Water Resources & Treatment
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: E0E40D88-172F-4FB1-B617-25D78A5EA541
7/20/2020
7/20/2020
7/20/2020
7/20/2020
Utilities Work Order Form Official Purchasing Form
Last updated 10/2017
ATTACHMENT A
WORK ORDER SCOPE OF SERVICES
DocuSign Envelope ID: E0E40D88-172F-4FB1-B617-25D78A5EA541
Scope of Work
Date: Thursday, May 21, 2020
Project: America’s Water Infrastructure Act (AWIA) Risk and Resiliency Assessment
To: Mark Kempton, PE
From: Jamie Eichenberger, PE
Project Background
America’s Water Infrastructure Act of 2018 requires that all community water systems serving
populations greater than 3,300 persons shall assess the risks to, and resilience of, its system
(referred to hereinafter as the Risk and Resilience Assessment or “RRA”). The RRA includes
the following elements:
Risk to the system from malevolent acts and natural hazards,
Resilience of the infrastructure, including SCADA/cyber resilience
The monitoring practices of the system
The financial infrastructure of the system
The use, storage, or handling of various chemicals by the system
The operation and maintenance of the system
The detailed RRA culminates with an implementation plan for capital and operational needs for
risk and resilience management of the system. The assessment is to be finalized and then
certified to the Administrator of the Environmental Protection Agency (EPA) by March 31, 2020,
in the case of systems serving a population of more than 100,000.
The RRA must be reviewed at least every five years to determine if the assessment shall be
revised. Upon review, the water system shall recertify the original assessment or certify a
revision to the assessment.
Within six months of completion of the RRA, America’s Water Infrastructure Act of 2018 also
requires a letter of certification to EPA that the Emergency Response Plan (ERP) for a utility is
updated, and at least every 5 years thereafter. For the Water Utility, ERP certification is required
by September 30, 2020. The ERP must contain the following elements:
Strategies and resources to improve the resilience of the system, including the physical
security and cybersecurity of the system,
Plans and procedures that can be implemented, and identification of equipment that can
be utilized, in the event of a malevolent act or natural hazard that threatens the ability of
the community water system to deliver safe drinking water,
Actions, procedures, and equipment which can obviate or significantly lessen the impact
of a malevolent act or natural hazard on the public health and the safety and supply of
DocuSign Envelope ID: E0E40D88-172F-4FB1-B617-25D78A5EA541
drinking water provided to communities and individuals, including the development of
alternative source water options, relocation of water intakes, and construction of flood
protection barriers; and
Strategies that can be used to aid in the detection of malevolent acts or natural hazards
that threaten the security or resilience of the system.
This scope of services includes the following tasks identified during the first phase of this
project:
Update status of mitigation measures in existing VA and provide an implementation plan
(as an Excel table) for the previously established mitigation measures.
Develop Cost-Benefit analysis for mitigation measures.
Update the ERP to comply with AWIA, as identified in the Gap Memo.
Develop and conduct a training exercise on the ERP and/or implement mitigation
measures.
Task 100 – Project Management and Meetings
Task 100.1 Project Management, Accounting and Quality Control
Initiate project accounting, budget, and resource management tools.
Prepare monthly invoices and progress reports.
Perform QA/QC reviews of reports and supporting documents.
Perform project closeout.
Task 100.2 Project Coordination
Prepare and maintain Decision/Action Item Log.
Key Assumptions:
6-month project schedule
Deliverables:
Monthly invoices and progress reports
Task 400 – Develop Mitigation Measure Implementation Plan
The mitigation measures chosen by the City in the previous VA will be reviewed by key city staff
in a virtual workshop facilitated by Consultant to consider priorities and revisions to the
mitigation measures. Mitigation measure priorities shall be established in an implementation
plan in Excel, which can be used by the City to prioritize and schedule implementation to
improve resiliency.
Key Assumptions:
City will be available for phone meetings as required
Electronic editable copies of the mitigation plan will be made available
Deliverables:
Updated mitigation measure implementation plan
DocuSign Envelope ID: E0E40D88-172F-4FB1-B617-25D78A5EA541
Task 500 – Mitigation Measure Cost-Benefit Analysis
As part of the J100 process, a Cost-Benefit analysis is performed on mitigation measures for
high-risk threat-asset pairs. There was not a Cost-Benefit analysis in the existing 2017 VA, but
one can be added through the following activities:
The risk analysis will be revised during three 2-hour virtual workshops with City staff to
establish updated consequence of loss, vulnerability, and threat values to determine risk
for each threat-asset pair.
Preparation is needed for review of the existing risk assumptions and for the calculations
to be set up in the J100 sheets used for this analysis. After the risk equation components
are established for each threat-asset pair, they can be lowered when the effects of each
mitigation measure are considered during the workshop.
An order-of-magnitude cost estimate for each mitigation measure will be developed for
use in the cost benefit analysis.
The cost-benefit calculation will be provided in an Excel table to the City, and the results
will be explained via a phone meeting.
Key Assumptions:
City will be available for meetings and phone calls as required
City will provide data to support development of conceptual cost estimates
Deliverables:
Excel table summarizing cost-benefit analysis
Task 600 – Update Emergency Response Plan (ERP)
An outline for the revised ERP will be prepared and a phone meeting held to review the outline
and revise as needed. Following confirmation of the ERP outline, the content of the ERP will be
updated through three 2-hour virtual workshops with the City’s ERP Team, and representatives
from outside agencies such as City/County emergency management, police, fire, HAZMAT,
Department of Environmental Protection, and others related to emergency response. Inclusion
of outside agencies from the Local Emergency Planning Committee is a requirement of the
AWIA. It is paramount that decision-makers for the City attend the workshops so that the
contents of the ERP contain procedures with leadership approval.
The three virtual workshops will address gaps and updates from the existing ERP and the
outline for contents of the revised ERP document. At a minimum, this will include:
Review existing incident action checklists for emergency response for the water system,
including responses to the threats identified in the risk assessment.
Confirmation of the Incident Management Team (as per the Incident Command System)
with three people for each role,
Strategies for detection of malevolent acts or natural hazards that threaten the security
or resilience of the system,
Strategies/Procedures for alternate water supplies and flood protection,
Resilience measures, and
DocuSign Envelope ID: E0E40D88-172F-4FB1-B617-25D78A5EA541
Identification of equipment needed for preparedness and response.
Meetings/phone calls with individual staff may be needed, in addition to the workshops, to
complete the information collection to develop a draft ERP.
Based on information gained from earlier tasks and on industry guidance, the Consultant team
will draft a revised ERP. A final version of the ERP to the City electronically with one bound
copy.
Key Assumptions:
The City will be available for phone meetings and workshops as required
Electronic editable copies of the existing ERP will be made available
The City will provide an updated contact list (in electronic format) for the ERP within 10
days of completion of virtual Workshop No. 3.
Deliverables:
Draft ERP (PDF only)
Final ERP (one hard copy and PDF)
Meeting materials
Task 700 – ERP Tabletop Exercise
A Tabletop Exercise using the EPA-designed tool for Drinking Water and Wastewater Utilities
(TTX Tool) will be conducted to provide the City with a tabletop exercise that focuses on Water
Sector-related incidents and challenges.
A half-day classroom training event will be prepared and facilitated to assist City staff in
becoming familiar with the ERP and with their role during an emergency.
Key Assumptions:
The City will provide staff with electronic and/or paper copies of the ERP so that each
staff member has access to the document during the training and exercise. At least one
person representing each Incident Management Team position will be present during the
training, so that staff understand how to organize and work together during an
emergency.
Any changes to the ERP during or after this training will be tracked by the City for their
next document update and are not part of this task.
City will be available for phone meetings and workshops as required
Deliverables:
Workshop materials
DocuSign Envelope ID: E0E40D88-172F-4FB1-B617-25D78A5EA541
Utilities Work Order Form Official Purchasing Form
Last updated 10/2017
ATTACHMENT B
WORK ORDER COST DETAIL
DocuSign Envelope ID: E0E40D88-172F-4FB1-B617-25D78A5EA541
WORK BREAKDOWN STRUCTURE
Fee Estimate for: AWIA Phase III - ERP Update
Date: 5/21/2020
Firm Name: HDR Engineering, Inc.
Mark Beebe
QA/QC
Jamie
Eichenberger
Project Manager
Tiffany Schick
Senior
Accountant
Total Labor
(Hours)
Total Labor
($)
Total Expenses
($)
HDR Total Fee
(Labor &
Expenses)
Hourly Rate $240.00 $230.00 $125.00
Task 100 - Project Management 4 26 12 42 $8,440.00 $250.00 $8,690.00 $0.00 $8,690.00
100.1 Project Management, Accounting and Quality Control
Project Initiation and Closeout 2 2 $460.00 $460.00 $460.00
Project Invoicing 12 12 24 $4,260.00 $4,260.00 $4,260.00
QA/QC 4 4 $960.00 $960.00 $960.00
100.2 Project Coordination 12 12 $2,760.00 $250.00 $3,010.00 $3,010.00
Task 400 - Develop Mitigation Measure Implementation Plan
0 8 0 8 $1,840.00 $250.00 $2,090.00 $13,500.00 $15,590.00
400.1 - Develop Mitigation Measure Implementation Plan 8 8 $1,840.00 $250.00 $2,090.00 $13,500.00 $15,590.00
Task 500 - Mitigation Measure Cost-Benefit Analysis 0 16 0 16 $3,680.00 $250.00 $3,930.00 $22,000.00 $25,930.00
500.1 - Mitigation Measure Cost-Benefit Analysis 16 16 $3,680.00 $250.00 $3,930.00 $22,000.00 $25,930.00
Task 600 - Update Emergency Response Plan 0 16 0 16 $3,680.00 $250.00 $3,930.00 $41,500.00 $45,430.00
600.1 - Update Emergency Response Plan 16 16 $3,680.00 $250.00 $3,930.00 $41,500.00 $45,430.00
Task 700 - Tabletop Exercise 0 16 0 16 $3,680.00 $500.00 $4,180.00 $25,000.00 $29,180.00
700.1 - Tabletop Exercise 16 16 $3,680.00 $500.00 $4,180.00 $25,000.00 $29,180.00
TOTAL HOURS 4 82 12 98
TOTAL LABOR $960.00 $18,860.00 $1,500.00 $21,320.00 $1,500.00 $22,820.00 $102,000.00 $124,820.00
MARK-UP ON SUB-CONSULTANTS $5,100.00 $5,100.00
TOTAL FEE (ROUNDED) $129,900.00
Subconsultants
Launch!
Consulting
TOTAL FEE
DocuSign Envelope ID: E0E40D88-172F-4FB1-B617-25D78A5EA541
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: E0E40D88-172F-4FB1-B617-25D78A5EA541