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Home My WebLink AboutWORK ORDER - RFP - 8134 VINE LEMAY BNSF IMPROVEMENTS PROJECTWORK ORDER FORM PURSUANT TO AN AGREEMENT BETWEEN THE CITY OF FORT COLLINS AND AECOM DATED: September 29, 2015 Work Order Number: 1 Purchase Order Number: Project Title: 8134 Vine & Lemay BNSF Improvements Commencement Date: Upon signing by Purchasing Director Completion Date: December 31, 2015 Maximum Fee: (time and reimbursable direct costs): $100,000.00 (See Exhibit B – Compensation) Project Description: See attached Exhibit A – Scope of Work. Scope of Services: See attached Exhibit A – Scope of Work. 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 Professional Services Agreement between the parties. In the event of a conflict between or ambiguity in the terms of the Professional Services Agreement and this work order (including the attached forms) the Professional Services Agreement shall control. The attached forms consisting of ten (10) pages are hereby accepted and incorporated herein, by this reference, and Notice to Proceed is hereby given. PROFESSIONAL By:_______________________________ Date:_____________________________ CITY OF FORT COLLINS By:_________________________________ Project Manager Date: ______________________________ By: _______________________________ Gerry Paul Purchasing Director (over $60,000.00) Date: ____________________________ DocuSign Envelope ID: F57E9CC9-3C96-4D20-B76C-539ABFFE2EAB 10/7/2015 10/14/2015 10/14/2015 1. GENERAL INFORMATION A. INTRODUCTION This Scope of Work (SOW) details Stage 1 which includes preliminary alternatives concept design and analysis, public outreach and railroad coordination of the Vine/Lemay/BNSF Improvements Project (Project) for the City of Fort Collins (City) in Colorado. Stage 1 includes initial data collection, planning, preliminary engineering, right-of-way verification, public outreach, and analysis to identify community support and concerns, right of way requirements, and potential environmental impacts. The tasks for Stage 1 of the Vine/Lemay/BNSF Improvement Project are: x Project coordination and team meetings x Coordination with CDOT and Utilities x Preliminary design and analysis of the three alternatives of a realigned Lemay Avenue at the BNSF and existing Vine Drive crossings x Creation of exhibits and presentations for Railroad Meeting #2 and Public Meeting #1 x Coordination with BNSF which includes Railroad Meeting #2 x Public Engagement Plan and Public outreach with neighborhoods and stakeholders which includes Public Meeting #1 This schedule for this scope of work is estimate to be September 10 to December 31, 2015. The initial Public Meeting #1 is estimated for early to mid-November. 2. SCOPE OF WORK The contracted work shall be performed by the AECOM Project Team including subconsultants (referred to as AECOM). A. PROJECT MANAGEMENT Kick-off Work session AECOM will coordinate a kick-off work session with the City Project Management Team (PMT). With the input of the PMT, the consultant will prepare a Life-Cycle Strategy Plan for the project. The Strategy Plan will specify the roles and responsibilities of the consultant and other study participants, identify specific work tasks, sub tasks, and provide a timeline/schedule of work. Part of the strategy session will be mapping out scenarios and overlap of technical design, funding, and milestone decision points in the project development process. EXHIBIT A - SCOPE OF WORK DocuSign Envelope ID: F57E9CC9-3C96-4D20-B76C-539ABFFE2EAB Progress Meetings The City’s Project Manager and the AECOM Project Manager will be responsible for the day-to-day management of the Scope of Work. Specifically, the Project Manager’s will meet every two weeks to cover the following: a. Activities completed since the last meeting b. Review of outstanding/late activities c. Activities to be completed by the next meeting d. Solutions proposed for unresolved and/or anticipated issues e. Task order financial status and invoicing f. A total of seven (7) 1 –hour progress meetings are scoped Progress meetings will generally be conducted as conference-calls, however occasionally it may be coordinated that in-person meetings can be achieved. The consultant will provide monthly invoices to the City Project Manager stating progress on the project tasks and highlighting any issues of concern. Deliverables: x (1) Kick-Off Worksession Plan x (7) Progress Meeting Minutes x Monthly invoices B. RAILROAD/PUC/UTILITIES/CDOT COORDINATION Railraod/PUC AECOM will assist in coordinating with BNSF/PUC for obtaining initial feedback of the preliminary alternatives. AECOM will discuss any near-term plans that would potentially impact the project. AECOM will share preliminary alternatives with BNSF/PUC and will discuss any comments received. One in- person meeting is assumed (Railroad Meeting #2) to initiate the alternatives discussion with BNSF and the PUC. Railroad Coordination, LLC, a subcontractor to AECOM, will facilitate Railroad Meeting #2 with BNSF/PUC staff to present the preliminary alternatives and discuss any other issues. AECOM and Railroad Coordination LLC will continue after the initial meeting to follow-up with BNSF/PUC and to define next steps in the process. Utilities AECOM will contact utility providers to discuss locations of existing utilities, potential conflicts, possible rerouting options, and any near-future plans of provider’s that would potentially impact the project. Given the timing of survey data collection, already available GIS based utility coordination and locations of existing utilities will be used as the basis of the first public meeting and conceptual design exhibits. DocuSign Envelope ID: F57E9CC9-3C96-4D20-B76C-539ABFFE2EAB CDOT AECOM will assist in coordinating with CDOT to discuss the potential for federal funding and the impact on the federal NEPA process. One in-person meeting with the CDOT Regional Environmental Program Manager will be conducted. Deliverables: x BNSF/PUC Meeting #2, minutes and follow-up actions x Utility provider outreach and minutes x CDOT meeting #1 and minutes C. FRAMEWORK TO SUPPORT STAGE 1 ALTERNATIVES ANALYSIS AECOM will gather relevant data with the assistance of the City to define the framework of alternative analysis in the context of City plans and policies and the site specific characteristics. Initial purpose and need, criteria, and key issues will be clearly outlined that will define the basis of the alternatives analysis. Key areas of consideration will include: x Neighborhood Circulation x Bike/Ped Connectivity x Environment x Safety x Capacity x Design Standards x Railroad and Utility Compatibility Deliverables: x Purpose and Need x Alternatives Analysis Criteria and Key Issues Framework D. CONCEPT DESIGN EXHIBITS AND PRESENTATION Concept alternatives drawings on aerial and GIS data backgrounds will be used to quantify and visualize the alternatives for comparison. The physical layout will include layering of available data, such as drainage systems, future Suniga Drive alignment, utilities (including overhead power lines), railroad alignment, and right-of-way boundaries. In addition to the plan view representation of the alternatives, up to two (2) sketch-level 3D renderings will be developed to support the communication of the alternatives and features. These visual renderings will be used to help stakeholders and the public understand the concept of the alternatives during Public Meeting #1. DocuSign Envelope ID: F57E9CC9-3C96-4D20-B76C-539ABFFE2EAB The AECOM team will develop exhibits and presentations needed to portray the alternative concepts and analysis results for Public Meeting #1. These exhibits will include large-scale printing, presentation boards, and other visual aids to help the public have a better understanding of the alternative concepts. The presentation will include a brief Power Point slide briefing that will complement the presentation boards. Deliverables: x Presentation boards – up to 10 x Roll-plots of each alternative x PowerPoint presentation E. PUBLIC ENGAGEMENT PLAN AND PUBLIC MEETING #1 Communications Infrastructure Group (CIG), a subcontractor to AECOM, will prepare a Public Engagement Plan as part of the early project planning effort. This plan will outline the stakeholders, public process and stages, and planned materials and venues for the public process. Also as part of this Stage 1 scope of work, CIG and AECOM will conduct a public meeting #1 to provide information on the alternative concepts with the main goal to gather public, neighborhood and stakeholder feedback about the alternatives under consideration. Outreach efforts for advertising Public Meeting #1 will include a postcard mailer, City of Fort Collins webpage announcement, and newspaper press release. The postcard mailer will include both tenants and owners to ensure comprehensive outreach to low income and/or minority populations. Language translation is not assumed in this scope of work. Meeting materials will include sign-in sheets, comment forms, and project summary handouts. Deliverables: x Public Engagement Plan x Stakeholder list x Media press release x Postcard announcements x Comment forms x Project summary handout END OF SCOPE OF WORK DocuSign Envelope ID: F57E9CC9-3C96-4D20-B76C-539ABFFE2EAB Line/Lemay/BNSF Improvements Project Stage 1 Scope of Work, 9/16/2015 CIG RR Coordination LLC Toole Ayres A. Eckman J. Sabo H. Mathis L. Sousa M. Giardetti T. Tyrrell L. Candelaria M. Sayouth Principal PM Engineer III Sr. Planner Jr. Planner Sr. Manager Engineer II Admin $ 250 $ 190 $ 130 $ 190 $ 85 $ 210 $ 95 $ 60 Project Management Kick-Off Work Session and Strategy Plan 8 8 8 16 8 Progress Meetings 14 14 Subtotal Hours 8 22 0 8 0 0 16 22 Task Labor Costs $ 2,000 $ 4,180 $ - $ 1,520 $ - $ - $ 1,520 $ 1,320 $ - $ - $ - $ - Total Task Labor Costs $ 10,540 Railroad/PUC/Utilities/CDOT Coordination Railroad/PUC 8 8 8 8 $ 3,000 Utilities 2 4 12 CDOT 1 2 4 Subtotal Hours 9 12 12 4 0 8 12 0 Task Labor Costs $ 2,250 $ 2,280 $ 1,560 $ 760 $ - $ 1,680 $ 1,140 $ - $ - $ 3,000 $ - $ - Total Task Labor Costs $ 12,670 Framework to Support Stage 1 Alternatives Analysis Purpose and Need, Criteria, and Key Issues 2 4 40 40 $ 7,080 $ 2,000 Subtotal Hours 2 4 0 40 0 0 40 0 Task Labor Costs $ 500 $ 760 $ - $ 7,600 $ - $ - $ 3,800 $ - $ - $ - $ 7,080 $ 2,000 Total Task Labor Costs $ 21,740 Concept Design Exhibits and Presentation Presentation Boards 4 16 4 40 Sketch-level 3D renderings 4 4 60 Roll-plot alternative exhibits 4 40 4 24 Powerpoint Presentation 2 8 8 8 Subtotal Hours 2 20 56 20 60 0 64 8 Task Labor Costs $ 500 $ 3,800 $ 7,280 $ 3,800 $ 5,100 $ - $ 6,080 $ 480 $ - $ - $ - $ - Total Task Labor Costs $ 27,040 Public Engagement Plan and Public Meeting #1 Public Engagement Plan and Public Meeting #1 8 24 24 8 $ 12,380 Subtotal Hours 8 24 0 24 0 0 8 0 Task Labor Costs $ 2,000 $ 4,560 $ - $ 4,560 $ - $ - $ 760 $ - $ 12,380 $ - $ - $ - Total Task Labor Costs $ 24,260 Total AECOM Hours 29 82 68 96 60 8 140 30 Sub Total Labor Cost $ 7,250 $ 15,580 $ 8,840 $ 18,240 $ 5,100 $ 1,680 $ 13,300 $ 1,800 $ 12,380 $ 3,100 $ 7,080 $ 2,000 AECOM Labor Cost $ 71,790 Subconsultant Labor Cost $ 24,560 Total Labor Cost $ 96,350 Reimbursable Expenses (AECOM) Mileage at $0.575 $ 380 Mailing/Courier $ 25 Printing $ 300 subtotal AECOM Expenses $ 705 Reimbursable Expenses (Subconsultants) CIG $ 2,445 RR Coordination LLC $ 100 Toole Design $ 400 Ayres Assoc. $ - subtotal Subconsultant Expenses $ 2,945 Grand Total $ 100,000 AECOM Labor Subconsultants Labor DocuSign Envelope ID: F57E9CC9-3C96-4D20-B76C-539ABFFE2EAB EXHIBIT B - COMPENSATION PI Estimate -‐ Vine & Lemay -‐-‐ 2015 Deliverables 9/1/15 -‐-‐ 11/30/15 Personnel costs Estimated hours Hourly rate Total cost Develop PI Plan 32 $ 125.00 $ 4,000.00 Prepare list of stakeholders 8 $ 115.00 $ 920.00 Attend project management meetings 10 $ 125.00 $ 1,250.00 Draft/distribute public meeting media release 6 $ 115.00 $ 690.00 Coordinate Stage 1 public meeting (logistics/staffing, promotion, materials development, facilitation, meeting summary) 48 $ 115.00 $ 5,520.00 Subtotal personnel costs $ 12,380.00 Hard costs Units Price/unit Total cost Mileage 600 0.575 $ 345.00 Print graphics/boards for public meeting 10 $ 75.00 $ 750.00 Venue rental for Vine and Lemay Intersection- Drainage and Water Quality BACKGROUND: The existing Vine and Lemay intersection is close to “failing” and is pushing the limits of the City’s Adequate Public Facilities (APF) Ordinance. There are 8 to 10 trains per day at this crossing and 20-30 minutes for traffic queues to clear per train crossing. Improvement of the intersection has become a safety issue for BNSF, emergency services and the travelling public. The City has been working in partnership with BNSF, area businesses and local neighborhood groups to determine the best plan to appropriately serve the project area and increase safety and vitality of the affected neighborhoods. This project consists of an alternative analysis of the Lemay and Vine intersection. Ayres Associates is a sub consultant to AECOM for the drainage, floodplain and water quality aspects of the project. Ayres Associates’ project manager will be Jaclyn Michaelsen 223-5556 (office); 310-1547 (cell) Other Ayres Staff: Pat Schoenecker 223-5556 (office) Task 1 – Drainage and Water Quality Coordination Ayres Associates will review the three selected alternatives, to be provided to Ayres by AECOM. For each of the alternatives Ayres will provide conceptual level recommendations on how to address the drainage and water quality needs. The recommendations will be summarized in a Drainage and Water Quality Recommendations memo. Fee Ayres Associates proposes to complete the work outlined in this proposal, for a fee not to exceed $2000.00. DocuSign Envelope ID: F57E9CC9-3C96-4D20-B76C-539ABFFE2EAB AECOM Vine/Lemay/BNSFImprovementsProject DraftScopeofWork August 26, 2015 As requested, Toole Design Group, LLC (TDG) is pleased to submit the attached Scope of Work and Fee Proposal to AECOM for planning services for the above referenced project. The Scope of Work reflects our understanding of the project. The following tasks describe TDG’s scope of work for this project: Task 1 – Project Management TDG will participate in a kickoff meeting with the project team to coordinate a project schedule, goals of project, identify key stakeholders, and identify data needs. On-going coordination will include calls between the TDG project manager and AECOM, as needed. TDG will prepare monthly invoices and progress reports including task accomplishments, status of deliverables, and expected upcoming activities. Task 1 Deliverables/Meetings: x Kickoff Meeting with project team x Monthly progress reports x One (1) conference call with team Task 2 – Public Involvement TDG will participate in a public meeting and stakeholder meeting, and provide input on the Public Participation Plan. Task 2 Deliverables/Meetings: x Public Meeting (1) x Stakeholder Meeting (1) Task 3 –Design Review TDG will perform a review of the previously-developed designs for the project, and will note issues, opportunities, operational considerations, and potential concept revisions. The review will not include the development of detailed drawings. Task 3 Deliverables: x Narrative summarizing multimodal design review DocuSign Envelope ID: F57E9CC9-3C96-4D20-B76C-539ABFFE2EAB Budget The project will be completed for a fee of seven thousand four hundred eighty dollars and nineteen cents ($7,480.19). The budget assumes a three-month project schedule. Principal Project Manager Landscape Architect Planner 171.76 145.62 83.24 71.37 Task 1 Project Management Kick-off Meeting 1 5 1 1 Monthly Reporting 4 Task 2 Public Involvement Review Public Involvement Plan 2 Attend Public Meeting (1) 6 Attend Stakeholder Meeting (1) 6 Task 3 Design Review Review Design and Opportunities 4 8 12 14 Total Hours 5 25 13 21 Total Labor $ 858.80 $ 3,640.50 $ 1,082.12 $ 1,498.77 $ 7,080.19 Expenses $ 400.00 Total TDG Fee $ 7,480.19 DocuSign Envelope ID: F57E9CC9-3C96-4D20-B76C-539ABFFE2EAB RRC Project Manager RRC Project Assistant Estimated Mileage Costs Grabler Kevwitch $185.00 $75.00 A. TEAM CONFERENCE CALLS $ Two Team Progress conference calls with AECOM 3 3 $ 555.00 $ 555.00 B. OCT 2015 MEETING PREP & NOV 2015 PUBLIC MEETING $ Prep and coordination for one Oct 2015 meeting 3 3 $ 555.00 $ 555.00 Attend Public Meeting #1 on November 4, 2015. 4 4 $ 740.00 $ 740.00 C REVIEW PLANING DOCUMENTS $ Review scenario planning documents 3 3 $ 555.00 $ 555.00 D. PRELIMINARY REVIEW ALTERNATIVES $ Preliminary review alternatives for RR concepts 3 3 $ 555.00 $ 555.00 E MISC TASKS $ Actual Expenses for travel expenses (Parking, Hotel), if required $ $ Actual Federal Mileage rate at $0.575 per mile, estimated at 160 miles, will charge actual mileage only. $92.00 $ 92.00 Accounting and Billing 2 2 $ 150.00 $ 150.00 TOTAL HOURS 16 2 18 $ 3110.00 $ 3202.00 FT. COLLINS VINE/LEMAY PROJECT TASK DESCRIPTION - AECOM Total Task Hours Labor Total Total Cost DocuSign Envelope ID: F57E9CC9-3C96-4D20-B76C-539ABFFE2EAB public meeting 1 $ 250.00 $ 250.00 Refreshments for public meeting 1 $ 50.00 $ 50.00 Printing/distribution costs for 1,000 postcards 3,000 $ 0.35 $ 1,050.00 Subtotal hard costs $ 2,445.00 Total PI costs $ 14,825.00 DocuSign Envelope ID: F57E9CC9-3C96-4D20-B76C-539ABFFE2EAB