HomeMy WebLinkAboutCORRESPONDENCE - RFP - 7616 WETLAND RIVER & FLOODPLAIN ECOLOGICAL RESTORATION (7)MEMORANDUM
Kingfisher Change Order Memo.docx Page 1 of 3 April 10, 2018
DATE: April 10, 2018 ACE PROJECT NO.: COBIOHBTS03
TO: Michael Lighthiser, Biohabitats, Inc.
FROM: Brian Smith, Anderson Consulting Engineers, Inc.
SUBJECT: Change Order Request and Documentation for Kingfisher Ecological Restoration Project
During the course of this project Anderson Consulting Engineers, Inc. (ACE) conducted efforts that were
considered to be outside their original scope of work and budget. These efforts consisted of hydraulic
modeling and evaluations associated with the Timberline Levee and the conceptual design and
incorporation of a pedestrian bridge into the proposed project conditions as requested and approved by
Biohabitats and COFC Natural Areas staff. Due to these out of scope efforts, budgetary reserves were not
realized as part of the ACE’s efforts for the CLOMR preparation. Therefore, per our original scope of work
and contract, efforts to address review comments from the City, County and FEMA are subject to change
order requests on time and materials basis. With the CLOMR submittal recently approved by the City and
County, and successfully submitted to FEMA, ACE is respectfully requesting a change order to cover the
out of scope costs incurred to date. The following provides a summary and associated costs of the out of
scope work efforts conducted to date.
Efforts Associated with the Timberline Levee Analysis:
As a result of the on-going RiskMap project that is currently updating the hydraulic modeling and flood
hazard mapping along the Poudre River, 100-year water surface elevations within the Kingfisher Natural
Area and adjacent to the Timberline Levee will increase in relation to currently effective values. Increases
in water surface elevations associated with the RiskMap project will result in a freeboard deficiency for
the Timberline Levee, which will require the City to recertify the levee to meet FEMA’s freeboard
standards. Since the hydraulic modeling associated with Kingfisher CLOMR incorporated the RiskMap
data to update pre-project conditions, it was questioned if the levee freeboard deficiency would impact
the ability of the project to obtain a CLOMR without improvements first being conducted to the levee to
increase freeboard. In April 2017, a meeting was held with Biohabitats, COFC Natural Areas, and COFC
Stormwater staff to discuss this issue. Based on this meeting, and coordination with FEMA review staff,
it was determined that Kingfisher Project could move forward with a CLOMR submittal since the City will
be entering into an agreement (Provisionally Accredited Levee) with FEMA to address the levee freeboard
issues in the future. ACE’s out of scope efforts associated with this included the following:
• Conducted hydraulic evaluations and developed a plan and profile illustrating the effective,
corrected effective and post-project levee freeboard conditions;
• Meetings and coordination with Biohabitats, COFC Natural Area, COFC Stormwater, and FEMA
staff; and
• Review and comment on a Technical Memorandum developed by Biohabitats.
In addition to the efforts noted above, City Stormwater Staff requested that ACE develop a figure and
letter to notify the Army Corps of Engineers of the proposed project as part of their review comments for
the CLOMR submittal. This notification was determined to be required due to the proposed project
improvements located within the critical area of the levee and ACE has prepared the letter and figure.
Levee Costs ........................................... $6,015
MEMORANDUM
Kingfisher Change Order Memo.docx Page 2 of 3 April 10, 2018
Efforts Associated with the Pedestrian Bridge Analysis:
Based on an August 2017 meeting, it was realized that Natural Areas is considering the installation of a
trail head/parking lot near Mulberry Street and a pedestrian bridge to provide a pedestrian connection
between the trail head and the Poudre River trail as part of a future project. It was discussed that including
the proposed pedestrian bridge as part of the Kingfisher Project would allow any potential rises associated
with the proposed bridge to be offset by the added conveyance associated with the river restoration.
Therefore, Natural Areas requested that ACE conduct conceptual design and hydraulic evaluations to
include a proposed pedestrian bridge as part of the final CLOMR submittal. ACE’s out of scope efforts
associated with this included the following:
• Conducted conceptual design for three alternative bridge locations. This included the
development of grading plans, bridge geometry and associated abutment geometry, and
potential trail connections to and from the bridge location for all three alternatives;
• Coordination efforts with a geotechnical and structural engineer to inform the conceptual
bridge abutment design;
• Coordination efforts and meetings with a potential bridge supplier to obtain maximum bridge
spans and typical bridge geometry for inclusion in the hydraulic modeling and CLOMR
submittal documentation, as well as obtain conceptual bridge costs for Natural Areas staff
consideration;
• Preliminary hydraulic evaluation of all three conceptual bridge alternatives to determine
impacts on water surface elevations;
• Coordination efforts and a site visit with Biohabitats, COFC Stormwater, and COFC Natural
Area staff to review the results of the alternative bridge evaluation and determine a preferred
alternative; and
• Final hydraulic evaluation of the preferred bridge alternative and incorporation of the
proposed conceptual bridge design into CLOMR hydraulic model and report documentation.
Pedestrian Bridge Costs ....................... $12,817
Efforts Associated with Addressing City Review Comments:
Submittal of the preliminary CLOMR package to the City of Fort Collins and Larimer County occurred in
December 2017. In January 2018, the City provided ACE with their review comments on the preliminary
submittal. Most of the review comments required additional explanation or simple fixes to typographical
and grammatical errors in the report. However, one comment noted that two cross sections within the
study reach were uncontained for the 500-year event. Upon further review, it was determined that these
cross sections were located along the Timberline Levee and that they are uncontained due to the fact that
the levee will overtop during a 500-year event. Coordination was conducted with COFC Stormwater Staff
to arrive at a solution that did not require the definition of a split flow path to model the levee
overtopping, which would have required the extension of the study reach downstream of Timberline
Road. However, the agreed upon solution required the following work effort:
• Incorporation of a lateral weir in the hydraulic model to determine the amount of flow spilling
over the levee during the corrected effective and proposed conditions. This also required the
MEMORANDUM
Kingfisher Change Order Memo.docx Page 3 of 3 April 10, 2018
definition of separate geometries for the corrected effective and proposed conditions for the
500-year flow event in the hydraulic model.
• Incorporation of the proposed fill area for the excavated lime material on the north side of
the river into the cross-sectional geometry of the hydraulic model since this was not
accounted for in the previous submittal.
• Revisions to the flood hazard work maps to incorporate changes to the 500-year flood
delineation based on the modeling changes.
• Revisions to the report text, tables, profiles, and other documentation to reflect the
incorporation of the lateral weir and proposed fill area as noted above.
It is noted that our original scope of work stated that review comments from the City and County would
be addressed without a change order if budgetary reserves were realized. However, due to the out of
scope work efforts associated with the levee and pedestrian bridge evaluations, budgetary reserves were
not realized as part of the project design or CLOMR preparation. Therefore, addressing the review
comments on a time and materials basis has been incorporated into this change order request.
City and County Review Comments ....... $4,028
Total Change Order Request ................ $22,860
CLOMR Submittal Fee and Addressing FEMA Review Comment Costs:
Similar to addressing the City and County review comments, our original scope of work stated that review
comments from FEMA would be addressed without a change order if budgetary reserves were realized.
Since budgetary reserves have not been realized, ACE currently does not have the project funding to
address FEMA review comments. However, it is plausible that FEMA will waive the CLOMR submission
fee due to the habitat restoration aspects of the project. If FEMA does agree to waive the submission fee
for the project, ACE proposes to use its remaining project budget ($6,331.05), that would have gone to
pay for the submission fee, to provide initial funding for addressing FEMA review comments. Please note
that based on past experience it is difficult to anticipate the scope and budget required to address review
comments generated by FEMA. However, once comments from FEMA have been received, ACE will
estimate the costs to address the comments and inform Biohabitats if additional budget needs are
anticipated. If FEMA does not waive the CLOMR submission fee, it is anticipated that an additional change
order will be necessary to address review comments from FEMA.
Biohabitats, Inc. Invoice number 17894 Invoice date 05/31/2018
Page 1 of 2
Color Copies (in-house) 102.00 1.00 102.00
B&W Copies (in-house) 15.00 0.10 1.50
Units Rate
Billed
Amount
Reimbursables subtotal 103.50
Reimbursables
Tami L. Witham 2.00 74.00 148.00
Susan M. Parks 13.00 60.00 780.00
Mark R. Colhour 7.50 80.00 600.00
Lana R. Millard 6.75 82.00 553.50
Clark W. Kephart 167.50 82.00 13,735.00
Brian A. Smith 42.00 110.00 4,620.00
Benjamin N. Ackert 29.00 80.00 2,320.00
Hours Rate
Billed
Amount
Labor subtotal 267.75 22,756.50
Labor
Project Billing subtotal 22,860.00
Project Billing
Invoice total 22,860.00
17894 05/31/2018 22,860.00 22,860.00
Aging Summary
Invoice Number Invoice Date Outstanding Current Over 30 Over 60 Over 90 Over 120
Project Billing 22,860.00 0.00 22,860.00 100.00 0.00 22,860.00
Total 22,860.00 0.00 22,860.00 100.00 0.00 22,860.00
Invoice Summary
Description
Contract
Amount
Prior
Billed
Total
Billed
Percent
Complete
Remaining
Amount
Current
Billed
375 E. Horsetooth Road
Bldg. 5
Fort Collins, CO 80525-3102
970-226-0120
Professional Services for the Period Ending May 26, 2018.
Biohabitats, Inc.
1732 Wazee Street
Suite 209
Denver, CO 80202
Invoice number 17894
Date 05/31/2018
Project COBIOHBTS03A Hydraulic
Analysis/CLOMR for Kingfisher Point
Natural Areas-Additional Services
Date 05/31/2018
Biohabitats, Inc. Invoice number 17894
Project COBIOHBTS03A Hydraulic Analysis/CLOMR for Kingfisher Point Natural Areas-Additional Services
Biohabitats, Inc. Invoice number 17894 Invoice date 05/31/2018
Page 2 of 2
Total 22,860.00 22,860.00 0.00 0.00 0.00 0.00