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HomeMy WebLinkAboutCHANGE ORDER - RFP - 7390 CONSTRUCTION MANAGER FOR MAX BRT (2)CHANGE ORDER NO.02 PROJECT TITLE: Mason Corridor - MAX BRT CONTRACTOR: CH2M HILL, Inc PROJECT NUMBER: 7390 PURCHASE ORDER NO.: 9124400 (Closed) 9125602 (Active) DESCRIPTION: Construction Management Services for MAX BRT 1. Reason for change: This change order primarily adds scope and staff to support the Safety and Security Certification of the MAX BRT project. Additionally, the change adjusts the level of effort from Ditesco to provide additional administrative support for the project. 2. Description of Change: The changes included in this contract are summarized below and described on the attached change order summary form. 1. Add scope, personnel and budget to support safety and security certification for.the project 2. Add additional budget for Ditesco staff to provide administrative support for the project. 3. Change in Contract Cost: $73,794.06 4. Change in Contract Time: 0 calendar days for final completion ORIGINAL CONTRACT COST $3,835,369.00 TOTAL APPROVED CHANGE ORDERS $0.06 TOTAL PENDING CHANGE ORDERS $0.00 TOTAL THIS CHANGE ORDER . $ 73,794.00 TOTAL % OF ORIGINAL CONTRACT, THIS C.O. 1.92% TOTAL % OF ORIGINAL CONTRACT, ALL C.O.'S 1.92% ADJUSTED CONTRACT COST n $3,909,163.00 ACCEPTED BY. • 5_11� DATE: 15-Mar-13 CH2M HILL Represe ta'"tive APPROVED BY- DATE: t2 City Project Mana er APPROVED BY: DATE: City Engineer ` r - L� APPROVED BY: � � DATE: �- Purchasing Agent over $60,000 cc: City Clerk Architect Contractor Engineer Project File Purchasing independent Cost Estimate: City Engineering Staffing needs for MAX BRT Project MAX Project Construction Management and Administrative 1 +r' TMIaS;� .„ OrganWtlan. 'f 1 Raaponalba8y NWaI (Hours/� Manthh)'1 I on I rRata fj ! iRonr I � } Tolalr ((MthsOuraeanb CityE hreef• COFC OverallProjectres nsible party Time Inducted In estimate is 10 fnirs/ a k.for 16 mortis permrstrutlbn scheddeand 40 18 S 65 $ 46,600.00 2 months for project closeout January 2013 ttrough Jute 2014 Assistant la City Engineer, wondnetes all construction and adminatratIve related City Project Manager COFC activities. Coondrmtionwith outside agendes; gArc grows; Time Included in estimate for 50 hsAseek 16 months per wmhxVon Schaal and2 Comtrucfon management consistent ovenslgh months for project closeout. January 2013 0mugh June 2014 216.5 18 5 60 f 233,820.00 DIRT Conslution Manager COFC Assists CM Win 91 conslution and adminstraNe related activities Time Included in estimate for 50 hsMeek 16 me We per consincvon schedde and 2 216.5 18 $ 45 $ 175.365.00 mortis for project closeout, January 2013 thowh June 2014 Senor Inspector COFC/Conrad Field Inspection 'Augmt 2011 ihmgh February 2012, 50 trsfAeek 216.5 7 5 45 $ 68,197.50 Senor Inspector COFC/Contract Field inspection *Anvil 2012 thangh J"2014, 50 hslveek 24 months forpre,mnsVuclbn, 216.5 26 $ 45 $ 253.305.00 mu nstllon related activities and 2 marina closeout Inspector COFC/Contract Field Inseolon p 'February 2012 though J"2014,50 tashveek: 26 months for premretution, 216.5 20 $ 35 S 272,17constriction constriction related seMbes arid morf closeout Inspector COFC/Contract Field Inspection 'September2011 ilrowhJure2014, 50lrshw ek 31 mortis farpre amru bon 216.5 33' S 35 $ 250.057.E cou nsttion related activities and 2 morAhs closeout AdminstrativeS Support wpo COFC S capon management staff staff vAN atlminsUetive swport 'No vember 2012 though Jure 2014. 20hrshveek 20 masts for construction related % 20 $� 25 S' 43,000.00 ectiviam and mortis closeout morcloseout 'Start dates for Inspectors based on date fired Total $ 1.282,715 -Administrative Assistant slan date based on start of wnstutlon Title: CH2M Hill Change order 2 Date: 4-22-13 CONTRACT CHECKLIST FOR NON-COMPETITIVE PROPOSALS (SOLE SOURCE) Checklist Item Contract File Comments Location 7) Independent Cost Estimate The City made and documented an YES independent cost estimate before receipt of proposals. 10) Unnecessary Experience and Excessive Bonding Unnecessary experience and excessive NO bonding requirements were not included in this solicitation or contract documents. 11) Organizational Conflict of Interest (OCI) If there is an apparent or potential OCI the solicitation contains provisions to eliminate or mitigate the conflict (e.g. by inserting a clause NO that prohibits the contractor from competing for the follow-on contract to the current design or research contact) and OCI Certification is submitted by the contractor. 12) Arbitrary Action There was no arbitrary action in the procurement process. (An example of arbitrary action is when award is made to NO other than the contractor who most satisfied all the City requirements as specified in the solicitation and as evaluated by staff. 13) Brand Name Restrictions Brand Name or Equal. When it is impractical or uneconomical to provide a clear and accurate description of the technical requirements of the property to be acquired, a "brand name or equal" description may be used to define the performance or other salient characteristics of a specific type of property. The City must identify the salient characteristics of the named brand that NO offerors must provide. When using a "brand name" specification, the City does not need to reverse -engineer a complicated part to identify precise measurements or specifications in order to describe its salient characteristics. FT A's "Best Practices Procurement Manual," (BPPM) contains additional information on preparation of specifications including examples with specific language. 14) Geographic Preferences The solicitation contains no in -State or local NO geographic preference except where Federal statutes mandate or encourage them. 15) Contract Term Limitation The contract period of performance for rolling stock and replacement parts does not exceed five (5) years inclusive of options without prior NA written FTA approval. For all other types of contracts, the procurement file contains evidence that the contract term is based on sound business judgment. 18) Award to Responsible Contractor The City made a determination that it was awarding to a responsible contractor considering such matters as contractor integrity, compliance with public policy, record of past performance, and financial and 1. Y technical resources. 2. Y 1. Appropriate Financial, equipment, facility 3. Y and personnel. (Y/N) 4.Y 2. Ability to meet delivery schedule. (Y/N) 5. Y 3. Satisfactory period of performance. (Y/N) 4. Satisfactory record of integrity, not on declined or suspended listings. (Y/N) 5. Receipt of all necessary data from vendor. (Y/N) 19) Sound and Complete Agreement This contract is a sound and complete agreement. In addition, it includes remedies YES CHANGE ORDER for breach of contract and provisions covering termination for cause and convenience. 24) Clear, Accurate, and Complete Specification A complete, adequate, and realistic specification or purchased description was YES available and included any specifications and pertinent attachments which define the items or services sought in order for the bidder to properly respond. 38) Sole Source if other Award is Infeasible The contract file contains documentation that award of a contract was infeasible under small purchase procedures, sealed bids, or competitive proposals and at least one of the following circumstances applies: (1) The item was available only from a single source. (Verify prices are no higher than price for such item by likely customers.) CHANGE ORDER (2) Public exigency for the requirement did CONTRACTOR IS CH2M HIII not permit a delay resulting from a competitive solicitation. (3) An emergency for the requirement did not permit a delay resulting from a competitive solicitation. (4) The FT A authorized noncompetitive negotiations. (5) Competition was determined inadequate after solicitation of a number of sources. 39) Cost Analysis Required Cost analysis and profit negations were performed (initial award and modifications) And documented for price reasonableness YES was established on the basis of a catalog or market price of a commercial product sold in substantial quantities to the general public or on the basis of prices set by law or regulation. 40) Evaluation of Options The option quantities or periods contained in the contractor's bid or offer were evaluated in order to determine contract award. (To be NA eligible for Federal funding, options must be evaluated as part of the price evaluation of offers, or must be treated as sole source awards. 42) Written Record of Procurement History The file contains records detailing the history YES ORIGINALLY SELECTED of this procurement. At a minimum, these BY RFP PROCESS records include: CONSULTANT HAS BEEN (1) the rationale for the method of RESPONSIVE AND PRICES procurement, (2) Selection of contract type, ARE FROM EXISTING LINE (3) reasons for contractor selection or ITEM PRICING FROM BID rejection, and 4 the basis for the contract price. 43) Exercise of Options The grantee exercised an option on this contract adhering to the terms and conditions of the option stated in the contract and determined that the option price was better NO than prices available in the market or that the option was a more advantageous offer at the time the option was exercised. If an option was not exercised under this contract, check NA. 44) Out of Scope Changes The grantee amended this contract outside the'scope of the original contract. The YES, THE WORK IS OUTSIDE amendment was treated as a sole source THE ORIGINAL AGREEMENT procurement (complying with the FTA requirements for a justification, cost analysis and profit negotiation). 45) Advance Payment Provisions The contractor did not receive an advance payment utilizing FTA funds and the contract NO does not contain advance payment provisions or, if it did, prior written concurrence was obtained from FTA. 46) Progress Payment Provisions The contract contains progress payments based on costs incurred (as opposed to percent of completion) and the contract contains a provision giving the grantee title to YES property (materials, work in progress, and finished goods) for which progress payments are made. The contract may contain other security in lieu of obtaining title. 47) Time and Materials Contracts This is a time and materials contract; the grantee determined that no other type of NO contract is suitable; and the contract specifies a ceiling rice. 48) Cost Plus Percentage of Cost This is not a cost plus a percentage of cost NO type contract. 49) Liquidated Damages Provisions This contract contains liquidated damages provisions and the assessment for damages NO is specified in the contract at a specific rate per day for each day of overrun in contract time. 50) Piggybacking 1) The file contains: Assignability provisions. NO 2) The procurement file contains: Price reasonableness determination. 56) Clauses This contract contains the appropriate FTA YES required clauses. Excluded Parties Search YES EPS run and include in the file. of ,,rt� COAtins Planning, Development & Transportation Engineering Department 281 North College Avenue P.O. Box 580 Fort Collins, CO 80522.0580 970.221.6605 970.221.6378 - fax fcgov, com/engineering To: John Stephen, Interim Director of Purchasing and Risk Management From: Erika Keeton, Special Projects give(�k .--_ Date: 4/17/2013 Re: C112M Hill - Cost Analysis and Change Order #2 Justification CH2M Hill requires an additional supplement (CO#2) for the MAX BRT project as the construction phase of the safety and security scope will be transferred from the AECOM scope and added to the CH2M Hill scope. Additionally, City administrative staff is being reduced and will be supplemented instead by CH2M Hill staff in the field office. AECOM performed the safety and security functions related to the design phase. It was expected the construction phase would also be performed by AECOM, but due to the necessary and substantial interaction with the construction management team, it has become apparent that a more integrated approach is warranted. This CO#2 will allow C112M Hill to perform additional construction phase safety and security services through the remainder of the project. C112M Hill is actively managing the construction activities and should be utilized for this particular work effort for maximum efficiency. C112M Hill is requesting a supplemental budget increase of $73,794.00 for the expansion of the safety and security scope and to provide the additional administrative support. I have prepared an Independent Cost Estimate (ICE) also attached, which is slightly higher in cost at $89,430. The ICE is based on the hours and rates from the AECOM scope to be removed and comparable City administrative staff that will be reduced. The ICE also takes into account that CH2M Hill has some safety and security tasks identified in the current scope totaling $66,000. The difference between the ICE and the proposal is due to a variation in hourly rates, as the hours proposed are comparable. Based on my experience, I believe the requested Change Order #2 for the amount of $73,794.00 is reasonable for the anticipated safety, security and administrative work remaining for the construction and testing/startup phase of the BRT project. I recommend approval of this Change Order. Cltyof Fort S Independent Cost Estimate Dale of Estimate: 4-Mar-I3 Contract Type: Existing Contract or PO (YIN): Y Description of Goods (A) or Services (B): Provide safety and security service to the MAX BRT project for construction activities. This task is reduced from AECOM scope and added hereto CH2MHil1. Also add consultant administrative staff to backfill reduced City staff. - I have obtained the following estimate from; Published Price List / Past Pricing (date) Engineering or Technical Estimate (performed by) Erika Keeton Independent Third Party Estimate (performed by) Other (specify) Cost Estimate Details: (Estimate calculated in US Dollars) Cnst of Standardltems Product Cost($/ea) Cost($/ea) Notes/Data Source Delivered No Freight Total Cost of Services, Repairs, or Non -Standard Items Item/Task: Materials or Work Description Other Direct Costs Labor Rate ($) Labor Hours Labor :Class Allocated Overhead SG8A` Profit TOTAL Admin Staff - 10 hours per week (10 months) Mar -Dec $ 25.00 400 $ 10,000.00 Construction Phase Safety and Security Oversight $ 270.57 40 $ 10,822.80 Safety and Security Lead $ 236.75 206 $ 48,770.50 Safety and Security Consultant $ 157.63 490 $ 77,336.70 Reduction for Existing CH2M Hill Scope $ (66,000.00 ODC's 10%) 1 $ 8,500.00 1 8,500.00 $ 89,430.00 Total Signature of Pr arer. fi Erika R. Kee on 'Seling, General and Ma int Vnflw Experne _9101^_ ! t/ `..' ` Mason Street 612T Proj cc[ iliaungement Services -Supplement No. 2 (Construction Plinie Services) Cost Gstimnlc - Junc, 2012 _:..r__.,- -._::s �..•-•• �N.,GumVucl unllasc__-,._. ::.�,Mr--.••1-. ..a--.-�a-s•�®®®® �9��lAIR��11l��Illl��wt'lArlfflNA1n91��R�TI�nRltllf RlA�nwRln�911�eol.�r.1}�101er.9�f few�Yl�nRf�Rlllne9l II?PlnJcel CnnG'oli jfaslii),--��I�.,;i.171.��jw�"�•�t �3'H�"T3�jai°(�i�"•�•Qj--(.��["'i(����(".)(���'{ ' JO .. .. r.. SI WJ�[_'--'-'_'..'.��,.._'j _ _... riAiA III: ConslrucHan Phase •Svfcry'Sccurilj PcvFr�nm Osc`Nl;hl (fnsli'>)T�y.'jl�I�+�Q� r�'^�P"�'s("'�11=-j-'1L:.-]�L,L�[�'.��'�i��`1'�'��[��'(�'�,�7J61 �•h�s_JtL1Ms('"-''""1"11-1-i:. ._. _- SU4.9ju FZ IJro= ==r-;L==- (.�5�=1��'".�'3G`�i��3�' J-'fl:.�.!.a]."t'a_(L-'�^.,^�r- 77—.: �--]==17777 -94VtU ifolal+-�MUy'�{' 00]00 1691 1963 19E �yLI IOJ] 10N jTIl1) fi0 42�r1oiJji46� �H�I.Y]�SI 11 eJ6y[3] [�943[`yT2 66���M11� 5I]�aJ5��1 2111;;�] �SI.I.I,SJA�'* �+ _�("_.-��('�fJ111.411 _j A.g Is 1.1 1., vv u,o v.. ", un v.e vn vn ua v.a v.. 11 v! v.a .. vn vn v.a v.a _11, 1. r m.l�re In11ip., '_. linl W cl uw-cun�rc o�.l moNimlion.�.l Pryrrl ��w>�rcm acli.inc. \Ia+J.A'lY." l-o�xoaa'lan I`hve �rn�ccsn-I%�I_.2nc.hml.�l. System for Award Management Page 1 of 1 CH2M HILL ENGINEERS, INC. DUNS: 969082739 CAGE Code: 6HU60 Status: Active Entity Overview Entity Information Name: CH2M HILL ENGINEERS, INC. Business Type: Business or Organization POC Name: None Specified Registration Status: Active Expiration Date: 10/09/2013 Exclusions Active Exclusion Records? No SAM I System for Award lft ge nent 1.0 Note to all Users: This is a federal Government computer system. Use of this system constitutes consent to monitoring at all times. 11818 ROCK LANDING DR STE 200 NEWPORT NEWS, VA, 23606-4230, UNITED STATES IBM v1.863.20130412-1616 (I WWWl _ ® USA.aovee https://www.sam.gov/portal/public/SAM/?portal:componentld=7cbf8635-6l f6-41 ff-bfb6-2... 4/22/2013 ��z CHANGE ORDER NO. 2 SUPPORTING DOCUMENTATION Project: Construction Manager for MAX BRT Project Project No. 7390 (CEI project # 457230) Date: . March 12, 2013 Description of Change: MAX Field Construction Office 3000 South College Ave., Suite 201 Fort Collins, CO 80526 fcgov.com/maxconstruction This change order is primarily to provide safety and security consulting services to the City of Ft. Collins' Mason Corridor MAX Bus Rapid Transit (BRT) project. The change order also adjusts the scope and level of effort for Ditesco to provide administrative support for maintaining the project files. Scope Adjustments Safety and Security Certification Consulting Services The following scope of work identifies tasks to provide assistance with the continued development and management of the MAX BRT project Safety and Security Certification (SSC) Program to be conducted during the construction Phases of the project. Task 1- Review and Revise the Design Verification Checklists - The Certifiable Items List (CIL) prepared by AECOM only covers the design certification portion of the process. They utilized design documentation based on the 95% design drawings for the Guideway/Stations contract and the documentation needs to be updated to reflect the 100% design level/issued for construction (conformed drawings). AECOM also prepared design checklists for the STC and TMF contracts. AECOM did not prepare design checklists for the City performed work (traffic signals, etc.). For this task, CH2M HILL will review the documentation prepared by AECOM and update/create the design certification checklists based on the conformed construction documents as needed. Task 2— Prepare Construction Verification Checklists — CH2M HILL will prepare construction checklists for each part of the construction activities being completed by several entities including the City, contractors and suppliers. The project components that will require construction verification checklists include: 1. Guideway/Stations contract (awarded to Concrete Express Inc. [CEI]) 2. South Transit Center (STC) contract (awarded to Growling Bear Co. Inc. [GBI]) 3. Transfort Maintenance Facility (TMF) Expansion contract (awarded to Heath Construction [Heath]) 4. CNG Fueling System at the TMF —under design by the City 5. Troutman Underpass — Contract managed by the City work complete except for punch -list and FLSC determination that surveillance cameras need to be retrofitted into the tunnel 6. NRRC Overpass — Still in design by City Engineering. Current thoughts are to change order all work except the steel bridge structure into the CEI contract. 7. City Traffic Dept. i. Includes traffic signal system procurement, installation and testing, EXCEPT that CEI is installing the pole foundations and underground conduit. Page 1 of 3 ii. Includes signing and striping along the downtown portions of the corridor (for the dedicated guideway and intersections south of downtown this is provided through the CEI contract) 8. City Electric Utilities Dept is providing all permanent and temporary power supplies 9. City Water Utilities Dept is providing all water/sanitary sewer modifications 10. City IT Dept is connecting the communications infrastructure together and to the City network. The individual components are being procured either through the CEI or other Transfort contracts 11. Transfort i. Procuring 6 CNG busses from NABI ii. Procuring Advanced Traveler Information System (ATIS) from Clever Devices iii. Procuring TVMs —bids received and being evaluated iv. Upgrading the Operations Center Task 3 —Prepare Testing/Start-up Checklists— CH2M HILL will utilize Transfort's completed startup/testing plan to prepare certification checklists to verify the successful completion of testing and start-up activities including: 1. Component testing as part of the contracts that provide the components (see above) 2. Integration testing. This testing will be led by Transfort with heavy interaction from City IT & City Traffic Departments Task 4— Prepare Operations/Training Checklists—CH2M HILL will prepare certification checklists to verify the completion of training activities including: 1. Transfort training for operations 2. City Streets Dept for snow clearing & maintenance 3. Emergency Services 4. And other details yet to be worked out Task 5 —Participate in Safety and Security Certification Process — CH2M HILL safety and security staff will participate in the certification process by providing technical support and by providing guidance/oversight to ensure that the end results meet the FTA's requirements/expectations. 1. Supporting FLSC/SSWG 2. Provide training to construction management and resident engineering staff on verifying and completing construction checklists 3. Field visits —CH2M HILL safety and security staff will conduct periodic reviews and audits of the safety certification program. It is anticipated that an initial visit will be made followed by monthly certification meetings, reviews, and audits. As the system nears completion, it is expected that the frequency for meetings will increase to weekly. Twelve field visits are proposed to support the certification effort. Task 6— Prepare final Safety and Security Certification Verification Report —The FTA requires a safety and security verification report be prepared for the project The report will also summarize any issues encountered, achievements realized as well as lessons learned and suggested revisions to the MAX SSC program. CH2M HILL will prepare a draft Final SSVR Report for City review. CH2M HILL will update the report to incorporate City comments and submit the finalized report for approval. The report will contain a summary of the certification program and contain the Certificates of Compliance. Task 7 — Update Safety and Security Plans as Appropriate — It is anticipated that the FTA will request the City to update the SSMP, SSCP & SSPP prepared by AECOM in late 2011/early 2012 to address the changes to process/project structure that have occurred. In this task CH2M HILL will update/edit the documents, Page 2 of 3 submit them to the City for review, incorporate City comments and prepare the finalized documents for City approval/signature. Administrative Support Services The following scope of work identifies tasks to provide assistance to the City of Fort Collins to maintain the MAX BRT project files at the project field office. This work involves tracking all project documentation from the project's SharePoint site, printing, sorting and filing the documents. It also includes processing all field related project documentation including material tickets, certified payroll documents, DBE and subcontractor forms, material test results and communications. Work for this task spans all three project components; MAX BRT, South Transit Center and the Transfort Maintenance Facility. Staffing/LOE Changes Safety & Security Team CH2M HILL'S safety & security team will report to Jonathan Spencer as assistant CM and Chair of the Safety & Security Working Group (SSWG). The team will report to the CM (Keith Meyer) and through the SSWG to the FLSC. CH2M HILL's team of system safety and security staff consists of John Simon, CSP as the technical lead, supported by Marc Morgan in the preparation of checklists and other documents. Wayne Gilles will provide strategic/planning support and advice to the team. CH2M HILL'S staff proposed for this project has worked on numerous BRT and transit certification projects, including the certification of the Metro Orange Line in Los Angeles and the Hartford Busway in Connecticut. Administrative Support Services The CM Team staffing plan does not include administrative support for project filing. All such support was to be provided by City staff. Based on this change order, Lindsay Reichel from Ditesco will maintain the MAX BRT project files at the project field office. This effort is estimated to be 8 hrs per work week for the remainder of 2013. Change in Contract Value: Because the original project budget included approximately $66,000.00 for general Safety and Security certification support of the MAX BRT project the additional cost for clarifying/expanding that scope as described above is approximately $53,700, including an allowance for travel costs. The additional cost for providing the added administrative support for the project is approximately $20,100. The total net change in the contract value is Seventy Three Thousand Seven Hundred and Ninety Four dollars ($73,794.00). Please see attached resource allocation plan that details the distribution of both labor and expenses based on the changes described above. It is our understanding that in a parallel effort the City will be reducing the Safety and Security scope of work for both AECOM and CEI. With this and our combined efforts to lead the Safety and Security effort, we expect a significant savings to be realized by the overall project. Change in Contract Time: There is no change in contract time associated with this change order. Page 3 of 3 w�mi s yMn Pru rlrrr 11 IW nnN WNrvtl NNrNnN MIMMLLrrr Mitlmntl !/YIZ Ullil � ;.!)Z/u 10/Vli IY43Z Ali/Yll Y4v Lll1! ]/LIS Ul/11 4Vf! !Il/I! Yllu 4Vi! 9/YIZ 10/VlS ulUil lYV1! 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