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HomeMy WebLinkAboutCORRESPONDENCE - RFP - 8073 ENGINEERING SERVICES FOR WATER, WASTEWATER & STORMWATER FACILITIES CAPITAL IMPROVEMENTS PROJECTS (14)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 AYRES ASSOCIATES WORK ORDER NUMBER: MC-SREP-AYRES-04-2018 PROJECT TITLE: Mail Creek Rehab Design at section 3-1 ORIGINAL BID/RFP NUMBER & NAME: 8073 Engineering Services For Future Water, Wastewater and Storm water Facilities Capital Improvements MASTER AGREEMENT EFFECTIVE DATE: 5/15/16 ARCHITECT/ENGINEER: Ayres Associates OWNER’S REPRESENTATIVE: Jason Stutzman WORK ORDER COMMENCEMENT DATE: May 2018 WORK ORDER COMPLETION DATE: March 2019 MAXIMUM FEE: (time and reimbursable direct costs): $106,840 PROJECT DESCRIPTION/SCOPE OF SERVICES: See Attached 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 Five (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: Ayres Associates By: Date: Name: Title: DocuSign Envelope ID: A2467E0F-19F9-49E8-9A47-F0A381F56CD8 John Hunt Manager-River Engineering 4/26/2018 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 APPROVED AS TO FORM: Date: Name,City Attorney's Title (if greater than $1,000,000) ACCEPTANCE: Date: Owen Randall, Chief Engineer ACCEPTANCE: Date: Theresa Conner, Intrm Wtr Eng Fld Svcs Op Mgr 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: A2467E0F-19F9-49E8-9A47-F0A381F56CD8 N/A N/A N/A N/A 4/26/2018 4/26/2018 4/27/2018 4/27/2018 4/27/2018 Utilities Work Order Form Official Purchasing Form Last updated 10/2017 ATTACHMENT A WORK ORDER SCOPE OF SERVICES DocuSign Envelope ID: A2467E0F-19F9-49E8-9A47-F0A381F56CD8 April 24, 2018 1 MAIL CREEK DESIGN PROJECT OBJECTIVE: Develop a final site stream rehabilitation design for Mail Creek Reach 3-1 from the private land/HOA boundary downstream to Meadow Passway. GENERAL Ayres will provide planning, site design, permitting, and management services required to complete the final design of the Stream Rehabilitation and Enhancement Project on Reach 3-1 of Mail Creek. The following scope of services outlines the tasks required to complete the final design. 1 Task 1 – Administrative 1.1 Management and coordination. This task covers general project management, coordination with client, internal and sub-consultant coordination, and invoicing. 1.2 Progress Meetings. Regularly scheduled, team progress meetings will be held as needed. These meetings may include City, Ayres, Connell, BHA, and may also include Potentially Affected Individuals (PAIs). A total of 12 progress meetings, as well as a preliminary scoping meeting with City Stormwater Master Planning and Floodplain to delineate hydrology, hydraulics and floodplain submittal requirements, are included in this scope. At and following the meetings, Ayres will provide the following:  Meeting Agenda  Summary of meeting minutes including action items and decision log  Written updates via email at other times as deemed necessary by the Consultants and City staff 1.3 Public Meetings. Due to the project location within an HOA and on private property it is anticipated multiple meetings will be required during the design process. A total of 4 public meetings are included in this scope. 1.4 Assist with Construction Planning. This task covers coordination with Connell and City staff to coordinate construction activities anticipated to occur under a future contract. 2 Task 2 –Design and Plans 2.1 30% design and plans. Ayres will develop a 30% design and plan set. The design will incorporate concepts developed during the preliminary design phase. 2.2 60% design, plans, and specs. 60% design plans will be developed and will include;  Existing and Proposed topography  Plan and profile sheets  Conceptual rehabilitation/enhancement components  Approximate utility locations  Proposed planting/landscape plan  May not include all design details at this phase  Quantities including cut and fill for contractor bid schedule DocuSign Envelope ID: A2467E0F-19F9-49E8-9A47-F0A381F56CD8 April 24, 2018 2  Design report with decision log, meeting minutes, and design narrative/discussion and any new, updated, modified SREP specifications. This task may involve multiple iterations and review processes to reach the 60% design. 2.3 Final design – Ayres will develop the final site design. Including the following items:  Final grading  All required design details  Final quantities  Edits based on comments It is assumed that this will be a multi-step process with input from the City and Contractor. 2.4 Final report - The 60% design draft report will be updated to describe all items included in the final design, hydraulic analysis, and design calculations. 3 Task 3 – Hydraulic Analysis The following task are required to inform the design and to obtain a City of Fort Collins floodplain permit. 3.1 Duplicate Effective Model. Ayres will prepare Duplicate Effective (DE) model by extracting a portion of the model from the currently effective Mail Creek Floodplain model. 3.2 Corrected Conditions Model. Ayres will modify the DE model to create a Corrected Effective (CE) model by adding cross sections at the locations where they will eventually be needed to correctly model the proposed conditions. The added cross sections will incorporate the same topographic mapping as the current effective model. The resulting water surface profile changes, if any, will reflect the added cross section locations. 3.3 Existing Condition Model. Ayres will modify the CE model to create an Existing Condition (EC) model by updating the cross-section data to the new topographic data at all relevant cross sections. The resulting water surface profile changes, if any, will reflect the changes to the topography that have resulted from the changing plan form and erosion. 3.4 Proposed Conditions Model (60%). Ayres will modify the EC model to create a Proposed Condition (PC) model by updating the cross-section data to reflect any proposed changes associated with the Mail Creek project. The resulting water surface profile changes, if any, will reflect the proposed stream restoration project. It is anticipated that the proposed design will alter the floodplain limits and may cause a rise in some locations. However, due to the incised nature of Mail Creek, it is anticipated that the changes will not impact structures and may not impact private parcels other than the HOA open space. 3.5 Proposed Conditions Models (100%). This task allows Ayres to modify the PC model associated with the 60% design, as needed to reflect design revisions. The resulting water surface profile changes, if any, will reflect the proposed changes to Mail Creek. 3.6 Floodplain Modeling Report and Workmaps. Ayres will prepare a Floodplain Modeling Report that follows the City of Fort Collins guidelines. The report describes the modeling approach for each model in the series and compares the results of the models in order to document the no-rise criteria, or explain why the increase any changes to the Base Flood Elevation. The report will include printouts of model results in graphical and tabular format DocuSign Envelope ID: A2467E0F-19F9-49E8-9A47-F0A381F56CD8 April 24, 2018 3 (including tables comparing elevations for the various conditions) in the Appendices. Also under this task Ayres will prepare updated workmaps, showing the 100-year flood inundation for both existing and proposed conditions. 4 Task 4 – Permitting 4.1 Coordination with 404 permitting agencies – Meetings (or phone/email correspondence) will be held with pertinent agencies including USACE, CDPHE, USFWS, and others as appropriate. 4.2 Create and submit 404 permit – Ayres will complete and submit all appropriate environmental permit applications. 4.3 Respond to comments – Ayres will address any comments related to the 405 permit. 4.4 Coordination with City for floodplain permit – Ayres will meet with City of Fort Collins floodplain permitting staff to discuss the requirements for this project. 4.5 Create and submit floodplain permit – Ayres will create and submit the required floodplain permit documents. 4.6 Respond to comments for floodplain permit – Ayres will address any comments from the City related to the floodplain permit. 4.7 Submit revised floodplain permit – Ayres will submit revised floodplain permit documentation after addressing comments. SUMMARY OF PROJECT DELIVERABLES  Meeting minute summaries as pertains to the stream rehabilitation project  Exhibits created for meetings  30%, 60%, and Final design plans, quantities, and specs  Draft and final design report  Hydraulic models used for design and floodplain permits  Floodplain modeling report and workmaps  404 permit documentation  Floodplain permit documentation  Digital files related to design, hydraulic analysis, meetings, and permits. DocuSign Envelope ID: A2467E0F-19F9-49E8-9A47-F0A381F56CD8 Utilities Work Order Form Official Purchasing Form Last updated 10/2017 ATTACHMENT B WORK ORDER COST DETAIL DocuSign Envelope ID: A2467E0F-19F9-49E8-9A47-F0A381F56CD8 Estimated Fee Task # Task Name Total By Task Direct Costs Sub- Consultant Total Labor Costs Senior Engineer Project Manager Project Engineer CAD/GIS Admin 1 Fee Proposal Fee Hours 2 Project Name Mail Creek Design 3 Project Manager Dusty Robinson 4 Client Contact Jason Stutzman 5 Ayres Staff John Hunt Dusty Robinson Ron Ricks 6 Rates $185.00 $150.00 $115.00 $120.00 $75.00 7 Project Totals $106,840 $400 $11,800 $94,640 8 291 310 108 12 8 Task 1 Management and Coordination $26,490 $150 $1,200 $25,140 2 136 26 4 12 9 1.1 Management and coordination $8,470 $8,470 2 48 12 10 1.2 Progress meetings (13) $10,480 $100 $1,200 $9,180 52 12 11 1.3 Public meetings (4) $5,050 $50 $5,000 24 8 4 12 1.4 Assist with construction planning $2,490 $2,490 12 6 19 Task 2 Design and Plans $41,520 $0 $5,400 $36,120 4 80 124 76 0 20 2.1 30% design and plans $14,320 $2,400 $11,920 20 40 36 21 2.2 60% design, plans, and specs $10,160 $1,200 $8,960 16 32 24 22 2.3 Draft report $6,720 $600 $6,120 16 24 8 23 2.4 Final plans and specs $6,770 $600 $6,170 2 20 16 8 24 2.5 Final report $3,550 $600 $2,950 2 8 12 30 Task 3 Hydraulic Analysis $16,000 $0 $0 $16,000 2 27 84 16 0 31 3.1 Duplicate effective model $610 $610 1 4 32 3.2 Existing condition model $2,440 $2,440 4 16 33 3.3 Proposed condition model $3,360 $3,360 4 24 34 3.4 Floodplain modeling report and workmaps $9,590 $9,590 2 18 40 16 41 Task 4 Permitting $22,830 $250 $5,200 $17,380 0 48 76 12 0 42 4.1 Coordination with 404 permitting agencies $1,800 $1,200 $600 4 43 4.2 Create and submit 404 permit $5,840 $3,400 $2,440 4 16 44 4.3 Respond to comments for 404 permit $1,660 $600 $1,060 4 4 45 4.4 Coordination with City for floodplain permit $3,320 $3,320 16 8 46 4.5 Create and submit floodplain permit $5,650 $250 $5,400 8 24 12 47 4.6 Respond to comments for floodplain permit $3,040 $3,040 8 16 48 4.7 Submit revised floodplain permit $1,520 $1,520 4 8 Exported on April 24, 2018 9:49:16 AM MDT DocuSign Envelope ID: A2467E0F-19F9-49E8-9A47-F0A381F56CD8 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: A2467E0F-19F9-49E8-9A47-F0A381F56CD8 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 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 11/28/2017 (608) 203-3893 (877) 254-8586 13056 Ayres Associates Inc 3433 Oakwood Hills Pkwy Eau Claire, WI 54701 A Professional Liab RDP0029291 06/30/2017 Each Claim 5,000,000 A Professional Liab RDP0029291 06/30/2017 06/30/2018 Aggregate 10,000,000 City of Fort Collins 215 N Mason St Fort Collins, CO 80524 AYREASS-01 MMCQUILL Johnson Insurance Madison 525 Junction Road Madison, WI 53717 Mary Jo Nowak, AU, CIC, ARM, RPLU mnowak@johnsonins.com RLI Insurance Company 06/30/2018 DocuSign Envelope ID: 5D548912-A2467E0F-9371-19F9-444A-49E8-991E-9A47-03F08BCF037A F0A381F56CD8