HomeMy WebLinkAboutCORRESPONDENCE - RFP - 9134 BRIDGE INSPECTION, MAINTENANCE, REPAIR AND REPLACEMENT (2)Work Order Form
Official Purchasing Form
Last updated 10/2017
WORK ORDER FORM
PURSUANT TO A MASTER AGREEMENT BETWEEN
THE CITY OF FORT COLLINS
AND
WORK ORDER NUMBER:
PROJECT TITLE:
ORIGINAL BID/RFP NUMBER & NAME:
MASTER AGREEMENT EFFECTIVE DATE (Contract Signed):
WORK ORDER COMMENCEMENT DATE:
WORK ORDER COMPLETION DATE:
MAXIMUM FEE: (time and reimbursable direct costs):
PROJECT DESCRIPTION/SCOPE OF SERVICES:
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 ( ) page(s) 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: Date:
,
ACCEPTANCE: Date:
, Project Manager
REVIEWED: Date:
, Buyer or Senior Buyer
ACCEPTANCE: Date:
Gerry Paul, Purchasing Director
(if greater than $60,000)
DocuSign Envelope ID: ABBA90E7-EF57-432B-99FF-E600E61C4532
Planning for Parks Asset Management system design, including Information Gathering, Goal
Establishment, Development of Electronic Screening Sheets, Establishment of Evaluation Criteria and
Weighted Matrix, Preparation for Data Collection and Project Quality Control Review. See attached
scope for more detail.
10/6/2020
Parks Asset Management Plan Phase 1
six
$145,475
9134 Bridge Inspection, Maintenance, Repair & Replacement
August 1, 2020
October 6, 2020
6
3/30/2020
Jill Wuertz
October 7, 2020
Elliot Dale
2021
William Epp
Alfred Benesch & Company
Senior Vice President
October 7, 2020
October 7, 2020
Benesch Project No. P2015300 EXHIBIT A
Asset Management Fee
2020 Bridge Asset Management Program
Fort Collins, Colorado
Classification PIC SPM PEII PEI TSII
Hourly Rate $225.00/hr. $210.00/hr. $125.00/hr. $115.00/hr. $100.00/hr.
Parks and Recreation Asset Management Program
Task 1 - Information Gathering & Goal Establishment
1.1 Compile/Manipulate Existing GIS Data; Create Reference Tables 8 hrs. 8 hrs. 32 hrs. $5,880
1.2 Establish City Specific Asset Management Goals 2 hrs. 12 hrs. 24 hrs. 24 hrs. $8,730
1.3 Determine Ranking & Program Criteria with City Staff 2 hrs. 8 hrs. 12 hrs. 24 hrs. $6,030
1.4 Prepare Template Layouts for Inspection Files/Photo Logs 12 hrs. 40 hrs. 40 hrs. 40 hrs. $16,120
1.5 Establish Levels of Service 1 hrs. 8 hrs. 16 hrs. 40 hrs. $7,905
1.6 Establish Triggers/Thresholds for City Inventory 8 hrs. 40 hrs. $5,000
1.7 Review Prevent./Maint./Rehab Options (Set City/Contr. Activities) 40 hrs. 40 hrs. 40 hrs. $13,600
1.8 Establish Budget Constraints for CIP/Distribution of Funding 8 hrs. 16 hrs. $3,680
Task 2 - Development of Electronic Screening Sheets
2.1 Create Triggers/Thresholds for City Inventory 2 hrs. 4 hrs. 32 hrs. $4,120
2.2 Confirm Reference Unit Prices for Tables 2 hrs. 40 hrs. 8 hrs. $6,220
2.3 Confirm Assumption Tables Used for High-Level Cost Estimates 2 hrs. 24 hrs. 4 hrs. $3,820
2.4 Incorporate Benefit/Cost & ROI Variables into Screening Formula 12 hrs. 12 hrs. 12 hrs. 12 hrs. $6,600
2.5 Establish Deliverables & Graphical User Interface Functions 8 hrs. 40 hrs. $5,680
Task 3 - Establishment of Evaluation Criteria | Weighted Matrix
3.1 Coordinate w/City Personnel 2 hrs. 4 hrs. 24 hrs. $3,690
3.2 Finalize Screening Variables & Establish Relative Weight 4 hrs. 8 hrs. $1,640
3.3 Incorporate City Input into Screening Worksheets 2 hrs. 4 hrs. 8 hrs. $1,720
Task 4 - Data Collection & Preparation
4.1 Create Survey123 Condition Assessment Forms 30 hrs. 50 hrs. 80 hrs. $20,050
Task 5 - Project Management & Quality Control Review
5.1 Program Kick-Off Meeting (Prior to Initiating Scope Tasks) 2 hrs. 3 hrs. 6 hrs. 3 hrs. $2,130
5.2 Program Coordination Meetings (4) at Milestones (TBD By City) 4 hrs. 12 hrs. 24 hrs. 12 hrs. $7,620
12.5 Project Administration, Invoicing & Internal Meetings 8 hrs. 48 hrs. $11,880
12.6 Quality Control & Assurance Reviews 16 hrs. $3,360
MANHOUR SUBTOTAL 21 hrs. 201 hrs. 278 hrs. 166 hrs. 447 hrs. 1,113 hrs.
LABOR SUBTOTAL $4,725.00 $42,210.00 $34,750.00 $19,090.00 $44,700.00 $145,475.00
SUMMARY
Parks and Recreation Asset Management Program $145,475
$145,475
Program Deliverables
Scope Exclusions
(1) Summary Report describing Level of Service, asset condition rating and prioritization methodology, and cost estimating procedures.
(1) No engineering surveying, geotechnical, or utility engineering/coordination is included as part of this scope of services.
The following deliverables will be submitted to the City as Part of Benesch's Scope of Services for the Parks and Recreation Asset Management Program:
(2) No DBE goals are established for this scope and agreement.
(2) Program deliverables will be provided in both PDF and paper copies, other than the GIS layer for CityWorks which will be submitted in the appropriate
electronic file format.
The following items are not included in this scope of services, but if requested by City will be negotiated through a future supplement.
TOTAL
COST
TOTAL COST ESTIMATE FOR ENGINEERING SERVICES
Prepared by: S. Roth
Date: 09/28/2020
Revision No. 0
Alfred Benesch & Company
7979 East Tufts Ave; Ste 800
Denver, CO 80237
Page 1 of 1
DocuSign Envelope ID: ABBA90E7-EF57-432B-99FF-E600E61C4532
Exhibit B – Scope of Services (Asset Management Services)
City of Fort Collins, Colorado
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Exhibit B
Scope of Services (Parks and Recreation Asset Management)
The City of Fort Collins, Colorado Parks Department’s 2020 Parks and Recreation Asset Management Project (AMP) involves
the collection of applicable field data, the development of data management tools, and the creation of deterioration and cost
estimating models for the assets in the following asset categories.
• Buildings – Park buildings include restrooms, shade structures, picnic shelters, etc. Each asset type will be
reviewed individually. The ranking criteria for each structure will be the same. The condition rating system will
consider each asset type holistically and will not rate Individual components such as the roof, walls, foundation,
etc.
• Courts – Courts include tennis, basketball, volleyball, multiuse courts, horseshoe, racquet/handball, inline hockey,
and pickleball courts. Each asset type will be reviewed individually. The ranking criteria for each court will be the
same. The condition rating system will consider each asset type holistically and will not rate Individual
components such as the playing surface, paint markings, etc.
• Fields – Fields include both softball and baseball fields. Both asset types will be reviewed individually. The
ranking criteria for each field will be the same. The condition rating system will consider each asset type
holistically and will not rate Individual components such as the infield, outfield, fencing, etc.
• Hardscapes – Hardscapes include walkways, plazas, parking lots, entries, drives, etc. Each asset type will be
reviewed individually. The ranking criteria for each court will be the same. The condition rating system will
consider each asset type holistically and will not rate Individual components such as the pavement condition,
paint markings, etc.
• Irrigation – This asset category has been studied separately and is not included within this scope of work.
• Playgrounds – Playgrounds are a unique and individual asset. The condition rating system will consider
playgrounds holistically and will not rate Individual components such as the slides, ladders, climbers, ramps, etc.
The ranking system will not include compliance with codes or standards such as Consumer Product Safety
Commission (CPSC) Guidelines, American Society for Testing and Materials (ASTM), etc.
• Streetscapes – This asset category is not included within this scope of work.
• Structures – This asset category has been studied separately and is not included within this scope of work.
• Trails – Trails include both paved and unpaved. Each asset type will be reviewed and rated separately. While no
distinction will be made in the rating system between paved trail surfacing types, paved and unpaved trails will
have separate and unique rating systems.
• Water – This asset category includes a number of diverse asset types including ponds, creeks, ditches, head gates,
pipes, etc. Assets will be rated based on open conveyance vs. closed conveyance systems and flow metering
devices. Each of these three asset types will have an individual rating system.
In summary ten (10) separate asset types will be identified and rated. While the rating systems will be generic enough to
encompass a variety of different situations, they will provide a high-level determination for the City to focus future efforts in
areas in the greatest need. The following set of tasks detail the work to be performed.
DocuSign Envelope ID: ABBA90E7-EF57-432B-99FF-E600E61C4532
Exhibit B – Scope of Services (Asset Management Services)
City of Fort Collins, Colorado
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Base Services
Task 1 | Information Gathering & Goal Establishment
Task 2 | Development of Electronic Screening Sheets
Task 3 | Establishment of Evaluation Criteria & Weighted Matrix
Task 4 | Preparation for Data Collection
Task 5 | Project Management & Quality Control Review
This Scope of Services (Exhibit B) and the accompanying Fee Proposal (Exhibit A) apply to of the above-referenced project, and
were developed based on the pre-scoping meeting between Alfred Benesch & Company (Benesch) and the City of Fort Collins,
Colorado Parks Department (City) on August 11, 2020 .
TASK 1 | INFORMATION GATHERING & GOAL ESTABLISHMENT
Alfred Benesch & Company (Benesch) shall be responsible for the following tasks/activities associated with the collection and
consolidation of applicable asset condition data in each of the City’s asset categories, along with the establishment of
immediate and long-range goals associated with the City’s Asset Management Program. Since it is important to coordinate
and achieve consensus, the establishment of goals citywide, this effort will be done in conjunction with the City’s AMP for
bridges.
Task 1.1 | Compile/Manipulate Existing GIS Data; Create Reference Tables
This task includes the activities and effort related to collecting the applicable Geographic Information System (GIS) data on file
from the City as it pertains to each of the asset categories. GIS data will be provided by City and will be formatted
appropriately to be included in new reference tables that will be part of summary reports, asset tools, and CityWorks.
Benesch will not be responsible for creating new GIS data, or editing the data provided by the City to include additional
features.
Task 1.2 | Establish City Specific Asset Management Goals
This task includes the activities and effort related to documenting the overall goals for the City. Goals for condition states and
level of service will be established with the involvement of City/Park Staff. These goals will be used in the subsequent asset
management tool interfaces to show current and projected asset conditions relative to the goals set by the City. Once the
AMP goals have been set, a gap analysis will be performed to determine what the data needs for the project are in
comparison to what data is available.
Task 1.3 | Determine Ranking & Program Criteria with City Staff
This task includes the activities and effort related to quantifying the overall ranking system and the prioritization scores that
will be assigned to each asset type. The ranking system and prioritization scores will be used to generate plan of actions for
each Fiscal Year (FY), as well as providing the framework for the comparisons of all assets against other assets at some point in
the future. Involvement with City staff in the process is required to achieve overall acceptance of the results.
Task 1.4 | Prepare Template Layouts for Inspection Files/Photo Logs
This task includes the activities and effort related to establishing the templates to be used for documentation of field data
collected by Benesch as part of this project. Field notes, site photographs, and applicable measurements will be collected
electronically using tablets using ESRI’s Survey123 software. The survey design files and collected data will be provided to the
City as a geodatabase and Microsoft Excel format.
DocuSign Envelope ID: ABBA90E7-EF57-432B-99FF-E600E61C4532
Exhibit B – Scope of Services (Asset Management Services)
City of Fort Collins, Colorado
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Task 1.5 | Establish Levels of Service
This task includes the activities and effort related to defining and documenting the City’s Level of Service Goals (as defined by
APWA’s asset management courses). The level of service (LOS) will define quantifiable metrics from the end user’s
perspective and how the metrics are connected to the technical inspection data collected and maintained as part of the City’s
AMP. This task only involves the development of a document that defines the LOS, no data collection or quantification of
current or future metrics is included.
Task 1.6 | Establish Triggers/Thresholds for City Inventory
This task includes the activities and effort related to establishing the Microsoft Excel Visual Basic Applications (VBA) coding
logic that will determine priority ranking scores for the subcomponents that constitute the component scores (condition,
functionality, essentiality, etc.). The triggers will be based on the thresholds established by Benesch for similar agencies but
will be tailored to reflect the conditions, needs, and desires of the City more accurately.
Task 1.7 | Review Preventative/Maintenance/Rehabilitation Options (Set City/Contractor Activities)
This task includes the activities and effort related to establishing the potential options that can be employed within the asset
management tools. Options or actions related to preventative care, maintenance, and rehabilitation/repair of assets will be
populated into reference tables. These reference tables will ultimately set the potential actions that can be suggested by
Benesch and future inspection/asset management staff. The reference tables will also designate whether actions will be
completed by internal City staff or will be outsourced to contractors. This differentiation will influence the estimated project
costs developed for the City.
Task 1.8 | Establish Budget Constraints for CIP & Distribution of Funding
This task includes the activities and effort related to defining the planning budget constraints for each FY in the 10-year CIP
being created for park assets. Overall project budgets, as well as individual pools of funds (ex. rehabs, replacements,
preventative care) will be set (with City input). These budget constraints will factor into the designation of individual projects
into a specific FY. It will also allow for a “gap analysis” to be developed, which will be presented in a graph of the available
funds versus the “needed funds” associated with the level of service and asset goals set in Tasks 1.2 and 1.5.
TASK 2 | Development of Electronic Screening Sheets
Alfred Benesch & Company (Benesch) shall be responsible for the following tasks/activities associated with the development
of electronic screening sheets that will incorporate VBA logic that quantifies condition and asset variables into a matrix that
screens assets for current and future actions.
Task 2.1 | Create Triggers/Thresholds for City Inventory
This task includes the activities and effort related to building the VBA code that screens and assigns weighted priority scores
for individual assets based on the criteria that was established with the City during Task 1.6. The code will assign scores to
each subcomponent (if applicable) in order to establish individual scores for components (condition, functionality, essentiality,
etc.), as well as overall asset scores which incorporates weighted values for each component and subcomponent.
Task 2.2 | Confirm Reference Unit Prices for Tables
This task includes the activities and effort related to establishing unit costs for each of the potential activities identified during
Task 1.7. Present day costs and units will be assigned to the potential activities, which will be referenced by future electronic
tools developed as part of this project scope. Inflation tables, profit percentages, logic for engineering design and inspection,
ROW costs, and utility costs will also be assigned (with input from the City).
Task 2.3 | Confirm Assumption Tables Used for High-Level Cost Estimates
This task includes the activities and effort related to establishing the planning assumptions that will be used for such items as
existing ROW, construction limits, clear zone preferences, closure vs staging, design type preferences, contingency values, and
costs for other assets that would be impacted by major rehabilitations or full replacements of assets within each category.
Decisions from this task will establish the logic built into the electronic tools that develop current and future cost estimates.
DocuSign Envelope ID: ABBA90E7-EF57-432B-99FF-E600E61C4532
Exhibit B – Scope of Services (Asset Management Services)
City of Fort Collins, Colorado
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Task 2.4 | Incorporate Benefit/Cost & ROI Variables into Screening Formula
This task includes the activities and effort related to establishing the logic that dictates thresholds for if and when projects will
be assigned to a particular FY based on benefit/cost ratios, as well as “Return on Investment” criteria. Similar to Tasks 2.2, 2.3,
and 2.5, this task will involve City input.
Task 2.5 | Establish Deliverables & Graphical User Interface Functions
This task includes the activities and effort related to documenting the functions the City desires for the Graphical User
Interface (GUI), including accessibility of existing data such as plans, cost estimates, inspection data, and other relevant
information pertaining to the assets in each category. The GUI will be developed to permit this support information to be
accessed from the interface once the City compiles the information at some point in the future.
TASK 3 | ESTABLISHMENT OF EVALUATION CRITERIA & WEIGHTED MATRIX
Alfred Benesch & Company (Benesch), in collaboration with Park staff shall be responsible for the following tasks/activities
associated with identifying criteria and their respective weights as it pertains to the prioritization and ranking of each asset.
Task 3.1 | Coordinate with City Personnel
This task includes the activities and effort related to confirming the weight values for screening criteria related to assigning
projects to a specific FY. This task will build upon decisions that were made as part of Tasks 1 and 2. Following the
establishment of this criteria, Benesch will develop a preliminary priority ranking that will be reviewed with the City to
determine if results appear reasonable.
Task 3.2 | Finalize Screening Variables & Establish Relative Weight
This task includes the activities and effort related to establishing the criteria (and the VBA logic) that will permit all projects to
be compared against each other, regardless of asset type or category.
Task 3.3 | Incorporate City Input into Screening Worksheets
This task includes the activities and effort related to the addressing comments and requests from the City during Task 3.1 of
this scope. It is assumed that modifications related to Task 3 activities will be limited to the manhours shown in Exhibit A.
TASK 4 | PREPARATION FOR DATA COLLECTION
Alfred Benesch & Company (Benesch) shall be responsible for the following tasks/activities associated with finalizing
preparations for the field data collection.
Task 4.1 | Create Survey123 Condition Assessment Forms
This task includes the development of Survey123 forms in preparation for asset condition assessment activities. It is
anticipated that these forms will include elements that will allow City staff to photograph, inspect, and assign a condition
rating for each asset. Depending on the asset, the inspection will include both a visual and operational inspection to
determine the condition and functionality of the asset. The inspections criteria will be based on the rating system developed
as part of Task 1.3.
The forms will also allow for the compilation of field notes to detail the condition of the asset as well as capture information
on any observed damage or loss of functionality. Photographs of significant damage or deterioration will be taken at the
discretion of the field staff to support suggested repair or replacement actions.
TASK 5 | PROJECT MANAGEMENT & QUALITY CONTROL REVIEW
Alfred Benesch & Company (Benesch) shall be responsible for the following tasks/activities associated with the project
management, administration, and quality control review of tasks/deliverables included in Tasks 1 through 11.
DocuSign Envelope ID: ABBA90E7-EF57-432B-99FF-E600E61C4532
Exhibit B – Scope of Services (Asset Management Services)
City of Fort Collins, Colorado
5 | P a g e
Task 5.1 | Program Kick-Off Meeting (Prior to Initiating Scope Tasks)
This task includes the activities and effort related to the Project Kick-Off Meeting to be held virtually. This task includes one
(1) meeting with City Staff and is assumed to take no longer than 3 hours. Benesch will have a maximum of three (3) staff in
attendance. This meeting will focus on confirm project expectations, schedules, and the communication plan.
Task 5.2 | Program Coordination Meetings (4) at Milestones (TBD By City)
This task includes the activities and effort related to attending four (4) project progress meetings. Meetings will be held
virtually and are assumed to take no longer than 2 hours. The City will determine the exact dates of these meetings, but they
will likely occur on roughly a monthly basis around milestone completion dates. Benesch will have a maximum of three (3)
staff in attendance.
Task 5.3 | Project Administration, Invoicing & Internal Meetings
This task includes the activities and effort related to project administration, internal project meetings, monthly invoicing,
weekly progress reports, maintaining necessary staffing, and overseeing Benesch project team activities. The manhours for
this task were based on a 9-month project schedule.
Task 5.4 | Quality Control & Assurance Reviews
This task includes the activities and effort related to the quality control and assurance reviews of services and deliverables
developed in Tasks 1 through 11 of this scope of services. Quality Control and Assurance reviews will be completed by senior
staff from the appropriate technical fields. QC/QA reviews will be completed in accordance with Benesch “Project Quality
Management Plan (PQMP)” which will be developed at the initiation of the project. A copy of the PQMP will be provided to
the City upon request.
DocuSign Envelope ID: ABBA90E7-EF57-432B-99FF-E600E61C4532