The URL can be used to link to this page

Home My WebLink AboutCORRESPONDENCE - RFP - 9134 BRIDGE INSPECTION, MAINTENANCE, REPAIR AND REPLACEMENT (3)Official Purchasing Document Last updated 10/2017 EXHIBIT A WORK ORDER FORM PURSUANT TO A MASTER AGREEMENT BETWEEN THE CITY OF FORT COLLINS AND ALFRED BENESCH & COMPANY WORK ORDER NUMBER: PROJECT TITLE: ORIGINAL BID/RFP NUMBER & NAME: 9134 Bridge Inspection, Maintenance, Repair & Replacement MASTER AGREEMENT EFFECTIVE DATE: August 1, 2020 WORK ORDER COMMENCEMENT DATE: WORK ORDER COMPLETION DATE: MAXIMUM FEE: (time and reimbursable direct costs): PROJECT DESCRIPTION/SCOPE OF SERVICES: Professional 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. PROFESSIONAL: Date: ACCEPTANCE: Date: REVIEWED: Date: ACCEPTANCE: Date: Professional Services Agreement - Work Order Type 9134 Bridge Inspection, Maintenance, Repair and Replacement Page 8 of 31 DocuSign Envelope ID: ABFA36BF-3B56-488D-AF08-873C1158DBD1 six 6 See attached $47,710.00 December 31, 2021 October 22, 2020 Data Management Solutions 400902100-BENESCH-2020-01 DocuSign Envelope ID: CFF9A529-C0C8-488D-BE1D-E530F42A3EFC 10/22/2020 William Epp Senior Vice President Civil Engineer II 10/22/2020 Caleb Feaver Dan Woodward Engineering - Capital Projects 10/23/2020 Sr. Buyer 10/26/2020 Elliot Dale Alfred Benesch & Company 7979 E. Tufts Avenue, Suite 800 Denver, CO 80237 www.benesch.com P 303-771-6868 F 303-741-6745 October 21, 2020 Jin Wang Project Manager City of Fort Collins 215 N Mason Street Fort Collins, CO 80522 RE: Bridge Inspection, Maintenance, Repair, and Replacement Data Management – Solutions Requirements & Documentation – REV 1 Dear Mr. Wang: We appreciate the opportunity to provide you with this proposal to identify solutions to improve the data management process at Fort Collins within the Road and Bridge department. We are confident we can help improve the collection, storage, transfer, and flow of information within the department and reduce the workload of your staff. We are proposing to perform the planning tasks identified in the attached Scope of Work. This task will help identify the necessary solutions but will not include any implementation of those solutions. The scope of the implementation effort will be determined as part of this task for the City’s review. We propose to complete this task for a fee not-to-exceed $47,710. A detailed estimate is attached for your reference. Please review and let me know if you have any questions or concerns. Sincerely, Steven G. Hakes, PE William H. Epp, PE SE Project Manager Senior Vice President Attachments: 1. Exhibit B - Scope of Work 2. Benesch Fee Proposal DocuSign Envelope ID: CFF9A529-C0C8-488D-BE1D-E530F42A3EFC Exhibit B – Scope of Services for Solutions Requirements & Documentation City of Fort Collins, Colorado 1 | P a g e Exhibit B Scope of Services for Solutions Requirements & Documentation The City of Fort Collins Engineering Department has expressed interest in evaluating new processes and technology solutions for the purpose of supporting the Bridge Inspection, Maintenance, Repair, and Replacement Program. The solutions in consideration cover several different areas of need. These areas, or “tracks”, include: • Data Collection Tools • Asset Management Analytics & Programming • Data Fusion & Storage • Data Management & Reporting The purpose of this Scope of Services is to initiate an evaluation of potential solutions to meet goals and objectives of the City, and to help establish the benefits, opportunities, costs, and recommendations framework of implementation. Through this evaluation, a “menu” of solutions will be developed, and the City can make informed decisions on the appropriate next steps. This work will include collaborating to prepare detailed scopes of work to advance the solutions to implementation. Background To date, the City has held several meetings with Benesch, and subconsultant partner Atkins, to discuss the general challenges and opportunities for potential process and technology solutions that can help to enhance the current business operations related to the bridge and asset management programs. Through these conversations, it was determined that a first step to defining the recommended solutions is to formalize the goals & objectives and perform the due diligence to provide the best solutions recommendations. For the purposes of initiating the Solutions Requirements & Documentation effort, the starting point will be based upon the four primary solutions tracks. While each of these tracks brings a unique viewpoint to with specific objectives, they are all inter-related and therefore it is most beneficial to consider all solutions holistically. The four tracks and objectives are: Data Collection Tools. The general objective is to enhance data collection with electronic tools that collate bridge/field data, photos, utilities, and support rehabilitation/replacement alternatives and costing. Asset Management Analytics & Programming. The general objective is to enhance the analytical tools that screen/prioritize bridge program needs, estimate condition deterioration/forecasting, and establish programmatic budgeting/implementation strategies. Data Fusion & Storage. The general objective is to improve the fusion of all data to reduce effort and human error and establish data storage in a manner that supports other identified objectives. Data Management & Reporting. The general objective is to enhance tools that help to view, process, and report on the above objectives for bridge and asset management programs. We recognize that the tracks may progress at different rates and with varying resource allocation at the discretion of the City. This task order is set up to accommodate the flexibility to adapt to the City’s needs and desires. Roles & Responsibilities The project team (Benesch: prime consultant, Atkins: subconsultant) will be responsible for the development of the Scope of Services and end deliverables. DocuSign Envelope ID: CFF9A529-C0C8-488D-BE1D-E530F42A3EFC Exhibit B – Scope of Services for Solutions Requirements & Documentation City of Fort Collins, Colorado 2 | P a g e The work will be performed on behalf of the City of Fort Collins. We understand there may be several departments that will want to partner with the Benesch-Atkins team for these services, however this scope of work will focus on the Engineering Department and needs specific to the Department. Scope of Services The project team will be responsible for investigating the current processes and workflows used by the City for collecting, processing and storing the applicable NBI (National Bridge Inspection) data. The investigation will focus on the four tracks and objectives. After analysis of the investigation results, the project team will prepare a Solutions Requirements Document that will present the discovered requirements and make recommendations for potential future adoption. Scope of Services Outline Task 1 | Information Gathering Task 2 | Review of Information and Development of Solutions Task 3 | Reporting of Gathered Information Task 4 | Develop Additional Scopes of Work TASK 1 | Information Gathering The project team will conduct a series of online meetings and follow up emails to gather information on the NBI data and lifecycle. Meetings will be targeted to answer who uses the data, what information is collected and in what format, when does the data change, where is the data stored and how is the data processed, analyzed and reported. Below are the anticipated meetings that are used as a baseline for this Scope of Services. Additional meeting may be added for coordination as needed. Due to overlap some of these meetings may be combined for efficiency if the tracks are progressing at the same rates. (1) Initial group meeting/kick-off for all tracks (4) Track-specific progress meetings to discuss progress and get additional information (4) Final track-specific meetings to discuss findings and recommendations and to discuss next steps and scope Task 1.1 | Data Collection Tools This task includes gathering information regarding the NBI data as collected using the data collection tools. The project team will conduct a meeting or a series of meeting if necessary to understand who performs the collection, what information is collected and in what format, when does the data change during the collection, where is the data stored during collection and how is that data transferred in its lifecycle and how is the collection preformed. Task 1.2 | Asset Management Analytics & Programming This task includes gathering information regarding the analytical and programing (A&P) tools using the NBI data. The project team will conduct a meeting or a series of meetings if necessary, to understand who uses the tools, what the various tools are, when does the NBI data input and output from these tools, where is the data stored used by these tools and in what format and how are these tools used with the NBI data. Benesch and the City have already had advanced conversations about this process and we will continue those conversations as we gather additional information. It is anticipated that this work could be the beginning of developing the Maintenance Program for the City. Task 1.3 | Data Fusion & Storage This task includes gathering information regarding potential data fusion opportunities in the NBI data lifecycle to reduce effort and human error and establish data storage in a manner that supports other identified objectives. The project team will conduct a meeting or a series of meeting if necessary, to understand who plays a role in the NBI data lifecycle, what are the DocuSign Envelope ID: CFF9A529-C0C8-488D-BE1D-E530F42A3EFC Exhibit B – Scope of Services for Solutions Requirements & Documentation City of Fort Collins, Colorado 3 | P a g e data lifecycle transition points, when are data lifecycle actions, where is data stored during the lifecycle and how can human error and effort be reduced. Task 1.4 | Data Management & Reporting This task includes gathering information regarding the data management and reporting of the NBI data. The project team will conduct a meeting or a series of meeting if necessary, to understand who manages, edits and consumes reported NBI data, what NBI data is managed and reported, when are reporting actions taken, where and how is the NBI data managed and reported and for how long. TASK 2 | Review of Information and Development of Solutions The project team will compile and review the information gathered in the Task 1 meetings. Various diagrams and charts will be produced to help understand and visualize the information gathered for the four tracks. This track may also include research into proposed solution recommendations. Task 2.1 | Data Collection Tools This task includes compilation and review of the information gathered in the Task 1.1 meetings. The project team will produce a data flow diagram for the data collection tools used with the NBI data to help develop recommendations for potential data collection tools. Task 2.2 | Asset Management Analytics & Programming This task includes compilation and review of the information gathered in the Task 1.2 meetings. The project team will produce a data flow diagram to understand the various tools used to analyze and use the NBI data to help develop recommendations for potential improvements with these tools. Task 2.3 | Data Fusion & Storage This task includes compilation and review of the information gathered in the Task 1.3 meetings. The project team will produce a simplified business process diagram to help develop recommendations for potential data fusion opportunities. The team will also produce a data storage diagram to help develop recommendation for potential improvements in data access, storage and retrieval. Task 2.4 | Data Management & Reporting This task includes compilation and review of the information gathered in the Task 1.4 meetings. The project team will produce a flowchart to help develop recommendations for potential data management and reporting improvements. TASK 3 | Reporting of Gathered Information The project team will prepare a Solution Requirements Document that will present the findings of the information gathering meetings and make recommendations for potential improvements. The document will only make recommendations and provide reasons for these recommendations. The document will not address requirements needed to develop or deploy recommended solutions. The purpose of this document is to provide the City with the information to make decisions about possible recommendations to adopt in the future. Task 3.1 | Data Collection Tools This task includes preparation and delivery of a section in the Solutions Requirement Document addressing the data collection tool information gathering results, the review of those results and recommendations. Task 3.2 | Asset Management Analytics & Programming This task includes preparation and delivery of a section in the Solutions Requirement Document addressing the asset management analytic and programing information gathering results, the review of those results and recommendations. DocuSign Envelope ID: CFF9A529-C0C8-488D-BE1D-E530F42A3EFC Exhibit B – Scope of Services for Solutions Requirements & Documentation City of Fort Collins, Colorado 4 | P a g e Task 3.3 | Data Fusion & Storage This task includes preparation and delivery of a section in the Solutions Requirement Document addressing the data fusion and storage information gathering results, the review of those results and recommendations. Task 3.4 | Data Management & Reporting This task includes preparation and delivery of a section in the Solutions Requirement Document addressing the data management and reporting information gathering results, the review of those results and recommendations. TASK 4 | Develop Additional Scopes of Work The project team will develop the necessary scope of work required to move the Data Management from the planning to the execution phase. The scope of work will be developed based on the Solutions Documents and the agreed upon next steps. In some instances, the next step may to be to continue reviewing the information provided and/or investigating additional solutions. This determination will only be made in close coordination with the City. We will collaborate with the City to determine where resources are best spent and tailor the scopes of work accordingly. We anticipate a separate scope of work for each task except where it determined, in collaboration with the City, that work should be combined. Deliverables The primary deliverable for these Scope of Services is a Solutions Requirements Document. The document will formalize and define the goals and objectives, evaluation process, potential solutions with pros/cons, and recommendations. A tentative outline of content includes: 1. Statement of the solution purpose and goals 2. Definitions and acronyms 3. Solution recommendation perspective (understanding the solutions context and origin) 4. Recommended Solution features 5. Recommended Solution operating environment 6. Assumptions and dependencies of the recommended solutions 7. Solution implementation planning In addition to the Solutions Requirements Document, additional Scopes of Work will be developed as the City determines what efforts will be undertaken on each track. Timeframe The schedule can be discussed after concurrence of approach, but we anticipate the effort being completed 2 months after notice to proceed is given. We recognize that it would be in the best interest of the Benesch-Atkins team to complete the data collection track early so the solutions can be implemented into the bridge inspection tasks this winter. Fee The work will be completed for a fee not to exceed $47,975.00. A detailed breakdown of the fee is shown in the attached cost worksheet. DocuSign Envelope ID: CFF9A529-C0C8-488D-BE1D-E530F42A3EFC Fort Collins P2115031 Data Management Solution Requirements and Documentation 10/21/2020 Principal Senior Project Manager Project Manager II Project Engineer 1 Designer II Total Hours Benesch Labor Fee Division Manager GIS Group Manager GIS Analyst II Total Hours Atkins Labor Fee Mileage OOP Sub-Task Fees Hourly Rates: $ 225 $ 210 $ 185 $ 115 $ 100 $ 240 $ 175 $ 97 xxx General 2 3 3 3 3 14 $ 2,280 3 3 3 9 $ 1,536 - - $ 3,816 Kickoff Meeting/Workshop (virtual) 2 3 3 3 3 14 $ 2,280 3 3 3 9 $ 1,536 $ 3,816 0 - 0 $ - $ - Collection Tools 0.5 9.5 17.5 17 12 56.5 $ 8,500 4 8 6 17 $ 2,735 - - $ 11,235 1.1 Information Gathering 2 2 4 8 $ 1,250 1 2 3 $ 369 $ 1,619 2.1 Review of Information and Develop Solutions 4 8 8 12 32 $ 4,440 2 4 6 $ 738 $ 5,178 Progress Meeting (virtual) 1 1 1 3 $ 510 1 1 2 $ 415 $ 925 3.1 Prepare Solutions Document 1 2 4 7 $ 1,040 1 2 3 $ 590 $ 1,630 Final Meeting (virtual) 0.5 0.5 0.5 1.5 $ 310 0.5 0.5 1 $ 208 $ 518 4.1 Additional Scope of Work 1 4 5 $ 950 1 1 2 $ 415 $ 1,365 0 - 0 $ - $ - Asset Management Analytics & Programming 0.5 9.5 17.5 17 12 56.5 $ 8,500 4 8 6 17 $ 2,735 - - $ 11,235 1.2 Information Gathering 2 2 4 8 $ 1,250 1 2 3 $ 369 $ 1,619 2.2 Review of Information and Develop Solutions 4 8 8 12 32 $ 4,440 2 4 6 $ 738 $ 5,178 Progress Meeting (virtual) 1 1 1 3 $ 510 1 1 2 $ 415 $ 925 3.2 Prepare Solutions Document 1 2 4 7 $ 1,040 1 2 3 $ 590 $ 1,630 Final Meeting (virtual) 0.5 0.5 0.5 1.5 $ 310 0.5 0.5 1 $ 208 $ 518 4.2 Additional Scope of Work 1 4 5 $ 950 1 1 2 $ 415 $ 1,365 0 - 0 $ - $ - Data Fusion 0.5 6.5 8.5 8 0 23.5 $ 3,970 5 19 25 48 $ 6,743 - - $ 10,713 1.3 Information Gathering 1 1 2 4 $ 625 2 4 6 $ 738 $ 1,363 2.3 Review of Information and Develop Solutions 2 4 4 10 $ 1,620 8 20 28 $ 3,340 $ 4,960 Progress Meeting (virtual) 1 1 2 $ 395 1 1 1 3 $ 512 $ 907 3.3 Prepare Solutions Document 1 1 2 4 $ 625 2 4 6 $ 1,180 $ 1,805 Final Meeting (virtual) 0.5 0.5 0.5 1.5 $ 310 0.5 0.5 1 $ 208 $ 518 4.3 Additional Scope of Work 1 1 2 $ 395 1 3 4 $ 765 $ 1,160 0 - 0 $ - $ - Data Management & Reporting 0.5 6.5 8.5 8 0 23.5 $ 3,970 5 19 25 48 $ 6,743 - - $ 10,713 1.4 Information Gathering 1 1 2 4 $ 625 2 4 6 $ 738 $ 1,363 2.4 Review of Information and Develop Solutions 2 4 4 10 $ 1,620 8 20 28 $ 3,340 $ 4,960 Progress Meeting (virtual) 1 1 2 $ 395 1 1 1 3 $ 512 $ 907 3.4 Prepare Solutions Document 1 1 2 4 $ 625 2 4 6 $ 1,180 $ 1,805 Final Meeting (virtual) 0.5 0.5 0.5 1.5 $ 310 0.5 0.5 1 $ 208 $ 518 4.4 Additional Scope of Work 1 1 2 $ 395 1 3 4 $ 765 $ 1,160 0 - 0 $ - $ - 0 0 0 0 0 0 - 0 0 0 0 $ - - - - 0 - 0 $ - $ - 0 - 0 $ - $ - Total 4.0 35.0 55.0 53.0 27.0 174 $ 27,220 19 55 65 139 $ 20,490 $ - $ - $ 47,710.00 - HOURS 4.0 35.0 55.0 53.0 27.0 174.0 19.0 55.0 65.0 139.0 PROJECT FEE $ 27,220 $ 20,490 $ - $ - TOTAL PROJECT FEE $ 47,710.00 BENESCH ATKINS M:\Proposals\15 Colorado\FY21\P2115031 - Fort Collins - Data Management\Fee Estimate - Data Management.xlsx 10/21/2020 5:40 AM DocuSign Envelope ID: CFF9A529-C0C8-488D-BE1D-E530F42A3EFC