Loading...
HomeMy WebLinkAboutbocc.con.076.2008F CLERK'S CHECK LIST FOR CONTRACTS SUBMITTED TO CLERK AND RECORDER FOR SCANNING/ARCHIVING CONTRACT 076F-2008 ORIGINATING DEPARTMENT/DIVISION: Airport CONTACT PERSON: David Ulane PHONE 970-429-2853 PROJECT NAME: Airport Engineering - QAMP ~2~t~, ? BOCC AGENDA ITEM ®STAFF AUTHORIZED SIGNATURE (Requires BOCC Signature) (per Revised Procurement Code 7/2005) CHECK PROCUREMENT TYPE: ?None ?Informal ®Formal ?Sole Source ?Emergency ?State Bid ? ?Compliance with House Bills 06-1343 and 07-1073 (Under $10,000, Letters of Engagement, etc.) CHECK CONTRACT TYPE: DOLLAR AMOUNT: $150,000.00 BUDGET LINE ITEM/LEDGER NUMBER: 404.69.94785.86000 ?ServiceslMaintenance ?Employment (for county employees) ?License/LTse ?Intergovernmental Agreement (Requires BOCC Action) ?Lease ?Non-Profit ?Construction ?Quasi-Public ?Goods, Equipment, Supplies ?Grant Agreements (Requires BOCC Action) ?Other (e.g. revenue) ®Change Order/Contract Amendment CONTRACTOR/BUSINESS:Jviation Complete Legal of Name of Business Jviation, Inc. Contract Execution Date:12/1/2008 Contract End Date: 4/30/~~6S~.~o/3 Automatic Renewal ?Yes ®No Term of Contract: 12/1/2008-4/30/2013 All Contracts should be proofed for the following: ? ®No Pages Missing ? ?If a Page is Left Intentionally Blank -Note on Page ? ®Page numbered consecutively ? ®All Signatures Affixed ? ®All Dates Filled In ? ®All Other Blanks Filled In ? ®All Exhibits Attached ? ?HB 06-1343 and 07-1073 Legislation Included in RFP and/or Contract ? ?All Legal Descriptions Attached (if appropriate) ? ?Notice of Award/Proceed Attached (if appropriate) ? ?Warranty, if applicable ®Special Instructions for Finance Department: ®Sent to Clerk and Recorder for Scanning/Archiving ®Authorized Staff Person's Name: David Ulane BY CHECKING ABOVE AND ENTERING NAME, THE AUTHORIZED STAFF PERSON INDICATES THAT THE ATTACHED DOCUMENT HAS BEEN PROOFED AND READY FOR SCANNING. ~ ~y NOTE: CLERK'S OFFICE WILL KEEP ORIGINAL DOCUMENTS IN COMPLIANCE ( ~ WITH COLORADO STATE ARCHIVES RETAINAGE SCHEDULE. AMENDED 04/01!08 ~ ba.~? ~ ~y~'~ , ~bpp~ Jviation Project No. ASE AIP 39 Pitkin County Task Order # p'(b ZOOS AMENDMENT NO. SIX (6) TO CONTRACT DATED MAY 1, 2008 BETWEEN JVIATION, INC. AND PITKIN COUNTY BOARD OF COUNTY COMMISSIONERS PITKIN COUNTY, COLORADO The Sponsor and the Engineer (here after referred to as Engineer or Contractor interchangeably) agree to amend their contract for improvements to Pitkin County Airport, Colorado to include fees for engineering services. The improvement is included in the Scope of Work of the original contract. The items covered by this amendment are detailed as follows: This project will consist of: Design and bidding of the GA Ramp Reconstruction. The Sponsor agrees to pay the Engineer for the services in the following manner: PART A -BASIC SERVICES Interim amendment to compensate for effort towards attached scope Lump Sum Not-to-Exceed of $150,000.00 PART B -SPECIAL SERVICES (SOILS AND PAVEMENT INVESTIGATIONS/TOPOGRAPHIC SURVEYS/HYDROLOGIC STUDIES/CONSTRUCTION ADMINISTRATIONS AND FIELD ENGINEERING) None 1 PART C -ASSURANCES I. CIVIL RIGHTS ACT OF 1964, TITLE VI -CONTRACTOR CONTRACTUAL REQUIREMENTS Reference: 49 CFR PART 21 During the performance of this contract, the contractor, for itself, its assignees and successors in interest (hereinafter referred to as the "Engineer") agrees as follows: • Compliance with Regulations. The Engineer shall comply with the Regulations relative to nondiscrimination in federally assisted programs of the Department of Transportation (hereinafter, "DOT") Title 49, Code of Federal Regulations, Part 21, as they may be amended from time to time (hereinafter referred to as the Regulations), which are herein incorporated by reference and made a part of this contract. • Nondiscrimination. The Engineer, with regard to the work performed by it during the contract, shall not discriminate on the grounds of race, color, or national origin in the selection and retention of subcontractors, including procurements of materials and leases of equipment. The Engineer shall not participate either directly or indirectly in the discrimination prohibited by section 21.5 of the Regulations, including employment practices when the contract covers a program set forth in Appendix B of the Regulations. • Solicitations for Subcontracts, Including Procurements of Materials and Equipment. In all solicitations either by competitive bidding or negotiation made by the Engineer for work to be performed under a subcontract, including procurements of materials or leases of equipment, each potential subcontractor or supplier shall be notified by the Engineer of the Engineer's obligations under this contract and the Regulations relative to nondiscrimination on the grounds of race, color, or national origin. • Information and Reports. The Engineer shall provide all information and reports required by the Regulations or directives issued pursuant thereto and shall permit access to its books, records, accounts, other sources of information, and its facilities as may be determined by the Sponsor or the Federal Aviation Administration (FAA) to be pertinent to ascertain compliance with such Regulations, orders, and instructions. Where any information required of a Engineer is in the exclusive possession of another who fails or refuses to furnish this information, the Engineer shall so certify to the sponsor or the FAA, as appropriate, and shall set forth what efforts it has made to obtain the information. • Sanctions for Noncompliance. In the event of the Engineer's noncompliance with the nondiscrimination provisions of this contract, the sponsor shall impose such contract sanctions as it or the FAA may determine to be appropriate, including, but not limited to: a. Withholding of payments to the Engineer unde r the contract until the Engineer complies, and/or b. Cancellation, termination, or suspension of the contract, in whole or in part. v • Incorporation of Provisions. The Engineer shall include the provisions of paragraphs one through five (Compliance with Regulations, Nondiscrimination, Solicitations for Subcontracts, Information and Reports, and Sanctions for Noncompliance) in every subcontract, including procurements of materials and leases of equipment, unless exempt by the Regulations or directives issued pursuant thereto. The Engineer shall take such action with respect to any subcontract or procurement as the sponsor or the FAA may direct as a means of enforcing such provisions including sanctions for noncompliance. Provided, however, that in the event a Engineer becomes involved in, or is threatened with, litigation with a subcontractor or supplier as a result of such direction, the Engineer may request the Sponsor to enter into such litigation to protect the interests of the sponsor and, in addition, the Engineer may request the United States to enter into such litigation to protect the interests of the United States. II. AIRPORT AND AIRWAY IMPROVEMENT ACT OF 1982, SECTION 520 -GENERAL CIVIL RIGHTS PROVISIONS Reference: Airport and Airway Improvement Act of 1982, Section 520; Title 49 47123;AC 1 SO/SI00-1 S, Para. 10. c. The Engineer assures that it will comply with pertinent statutes, Executive orders and such rules as are promulgated to assure that no person shall, on the grounds of race, creed, color, national origin, sex, age, or handicap be excluded from participating in any activity conducted with or benefiting from Federal assistance. This provision obligates the tenant/concessionaire/lessee or its transferee for the period during which Federal assistance is extended to the airport a program, except where Federal assistance is to provide, or is in the form of personal property or real property or interest therein or structures or improvements thereon. In these cases the provision obligates the party or any transferee for the longer of the following periods: (a) the period during which the property is used by the airport sponsor or any transferee for a purpose for which Federal assistance is extended, or for another purpose involving the provision of similar services or benefits or (b) the period during which the airport sponsor or any transferee retains ownership or possession of the property. In the case of Engineers, this provision binds the Engineers from the bid solicitation period through the completion of the contract. This provision is in addition to that required of Title VI of the Civil Rights Act of 1964. III. DISADVANTAGED BUSINESS ENTERPRISES Reference: 49 CFR Part 26 • Contract Assurance (§26.13) -The Engineer or subcontractor shall not discriminate on the basis of race, color, national origin, or sex in the performance of this contract. The Engineer shall carry out applicable requirements of 49 CFR Part 26 in the award and administration of DOT assisted contracts. Failure by the Engineer to carry out these requirements is a material breach of this contract, which may result in the termination of this contract or such other remedy, as the recipient deems appropriate. • Prompt Payment (§26.29) -The prime Engineer agrees to pay each subcontractor under this prime contract for satisfactory performance of its contract no later than Fifteen (1S) 3 _ _ I _ _ _ _ a,.. days from the receipt of each payment the prime Engineer receives from Sponsor. The prime Engineer agrees further to return retainage payments to each subcontractor within Fifteen (15) days after the subcontractor's work is satisfactorily completed. Any delay or postponement of payment from the above referenced time frame may occur only for good cause following written approval of the Board. This clause applies to both DBE and non- DBE subcontractors. IV. LOBBYING AND INFLUENCING FEDERAL EMPLOYEES Reference: 49 CFR Part Z0, Appendix A • No Federal appropriated funds shall be paid, by or on behalf of the Engineer, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the making of any Federal grant and the amendment or modification of any Federal grant. • If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with any Federal grant, the Engineer shall complete and submit Standard Form-LLL, "Disclosure of Lobby Activities," in accordance with its instructions. V. ACCESS TO RECORDS AND REPORTS Reference: 49 CFR Part 18.36(1); FAA Order 5100.38 The Engineer shall maintain an acceptable cost accounting system. The Engineer agrees to provide the Sponsor, the Federal Aviation Administration and the Comptroller General of the United States or any of their duly authorized representatives access to any books, documents, papers, and records of the Engineer which are directly pertinent to the specific contract for the purpose of making audit, examination, excerpts and transcriptions. The Engineer agrees to maintain all books, records and reports required under this contract for a period of not less than three years after final payment is made and all pending matters are closed. VI. BREACH OF CONTRACT TERMS Reference: 49 CFR Part 18.36 Any violation or breach of terms.of this contract on the part of the Engineer or their subcontractors may result in the suspension or termination of this contract or such other action that may be necessary to enforce the rights of the parties of this agreement. The duties and obligations imposed by the Contract Documents and the rights and remedies available thereunder shall be in addition to and not a limitation of any duties, obligations, rights and remedies otherwise imposed or available by law. yy~ - - - ~Mbltli~MfiiWYYMl P1IiYdI0p1 VII. RIGHTS TO INVENTIONS Reference: 49 CFR Part 18.36(1)(8); FAA Order 5100.38 All rights to inventions and materials generated under this contract are subject to regulations issued by the FAA and the Sponsor of the Federal grant under which this contract is executed. VIII. TRADE RESTRICTION CLAUSE Reference: 49 CFR Part 30.13; FAA Order 5100.38 The Engineer or subcontractor, by submission of an offer and/or execution of a contract, certifies that it: a. is not owned or controlled by one or more citizens of a foreign country included in the list of countries that discriminate against U.S. firms published by the Office of the United States Trade Representative (USTR); b. has not knowingly entered into any contract or subcontract for this project with a person that is a citizen or national of a foreign country on said list, or is owned or controlled directly or indirectly by one or more citizens or nationals of a foreign country on said list; c. has not procured any product nor subcontracted for the supply of any product for use on the project that is produced in a foreign country on said list. Unless the restrictions of this clause are waived by the Secretary of Transportation in accordance with 49 CFR 30.17, no contract shall be awarded to a Engineer or subcontractor who is unable to certify to the above. If the Engineer knowingly procures or subcontracts for the supply of any product or service of a foreign country on said list for use on the project, the Federal Aviation Administration may direct through the Sponsor cancellation of the contract at no cost to the Government. Further, the Engineer agrees that, if awarded a contract resulting from this solicitation, it will incorporate this provision for certification without modification in each contract and in all lower tier subcontracts. The Engineer may rely on the certification of a prospective subcontractor unless it has knowledge that the certification is erroneous. The Engineer shall provide immediate written notice to the sponsor if the Engineer learns that its certification or that of a subcontractor was erroneous when submitted or has become erroneous by reason of changed circumstances. The subcontractor agrees to provide written notice to the Engineer if at any time it learns that its certification was erroneous by reason of changed circumstances. This certification is a material representation of fact upon which reliance was placed when making the award. If it is later determined that the Engineer or subcontractor knowingly rendered an erroneous certification, the Federal Aviation Administration may direct through the Sponsor cancellation of the contract or subcontract for default at no cost to the Government. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render, in good faith, the certification required by this provision. The knowledge and information of a Engineer is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings. This certification concerns a matter within the jurisdiction of an agency of the United States of America and the making of a false, fictitious, or fraudulent certification may render the maker subject to prosecution under Title 18, United States Code, Section 1001. IX. TERMINATION OF CONTRACT Reference: 49 CFR Part 18.36(1)(2); FAA Order 5100.38 • The Sponsor may, by written notice, terminate this contract in whole or in part at any time, either for the Sponsor's convenience or because of failure to fulfill the contract obligations. Upon receipt of such notice services shall be immediately discontinued (unless the notice directs otherwise) and all materials as may have been accumulated in performing this contract, whether completed or in progress, delivered to the Sponsor. • If the termination is for the convenience of the Sponsor, an equitable adjustment in the contract price shall be made, but no amount shall be allowed for anticipated profit on unperformed services. • If the termination is due to failure to fulfill the Engineer's obligations, the Sponsor may take over the work and prosecute the same to completion by contract or otherwise. In such case, the Engineer shall be liable to the Sponsor for any additional cost occasioned to the Sponsor thereby. • If, after notice of termination for failure to fulfill contract obligations, it is determined that the Engineer had not so failed, the termination shall be deemed to have been effected for the convenience of the Sponsor. In such event, adjustment in the contract price shall be made as provided in paragraph 2 of this clause. • The rights and remedies of the sponsor provided in this clause are in addition to any other rights and remedies provided by law or under this contract. X. CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION Reference: 49 CFR Part 29; FAA Order 5100.38 The bidder/offeror certifies, by submission of this proposal or acceptance of this contract, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency. It further agrees by submitting this proposal that it will include this clause without modification in all lower tier transactions, solicitations, proposals, contracts, and subcontracts. Where the bidder/offeror/Engineer or any lower tier participant is unable to certify to this statement, it shall attach an explanation to this solicitation/proposal. All other terms and conditions of the original contract shall remain in effect. IN WITNESS WHEREOF, the parties hereto have affixed their signatures this ~ 3Tµ da Y of FE6WA~e~ , 2009. SPONSOR: PITKIN COUNTY COLORADO By David Ulane, A.A.E. Assistant Director of Aviation By ` Hil letcher Co Manager ENGINEER: Jiation, Inc. By .D. Ingram rincipal we®r~ wwirese.wrn wr.~r~ioni~reaneiwrrYlM~atY9Ytlrrw•,••~•••.•~_ Aspen-Pitkin County Airport 3anuaty 7, 2009 AIP Project No. 3-OS-0003-39 SCOPE OF WORK FOR ASPEN-PITKIN COUNTY AIRPORT Aspen, Colorado AIP Project No. 3-08-0003-39 Rehabilitate GA Apron (ESID) This project will consist of preparing Construction Plans, Contract Documents, Technical Specifications and Engineer's Design Report, along with Bidding and Construction Administration, On-site Coordination, and Post Construction Coordination Phases for the project described below. DESCRIPTION: SCOPE OF WORK: This project will consist of preparing one bid package from the overall ESID design for fiscal year 2009 (referred to as Rehabilitate GA Apron (ESID)). There have been four previous bid packages related to the ESID (East Side Infrastructure Development) project, namely Bid Package 1 AIP-22 (complete 2002), Bid Package 2 AIP-27 complete 2003), Bid Package 3 AIP-28 (complete 2004), and Bid Package 4 AIP-31 (complete 2005) . The ESID design was previously performed as a comprehensive design package (AIP-22) by a previous consultant. Schedule I work contemplated in this scope was previously bid during Bid Package 4, and Schedule II.Construct Lot B Ramp was designed under AIP-22, prior to parking lot revision that occurred in the years since this design was complete. Project Packaging, Bidding, Construction Administration and Construction Observation are included in the GA Apron Rehabilitation, but will most likely be split into design and construction task orders. The following section titled ESID OVERALL UNDERSTANDING provides a more global perspective of the entire project. ESID OVERALL UNDERSTANDING: The series of projects relating to the multi-year program at the Aspen-Pitkin County Airport is known as the East Side Infrastructure Development (ESID) project. This project is multi-faceted and has affected the entire east side of the runway / taxiway system. Initially planned for five to seven years, this project was accelerated and substantially completed during FY 2005. The portion of GA Apron that will be rehabilitated and the removal of existing Lot B to allow for construction of additional GA Apron parking will bring to completion all of the improvements that were proposed under the ESID AIP-22 design excluding taxiway A3. The ESID project was designed to meet the current FAA safety requirements by removing any obstruction within the Runway Object Free Area (ROFA). The ROFA is described as 800 feet in width centered on the runway centerline. Two major issues that were addressed in the overall ESID design was limited aircraft parking on the existing apron located east of the runway and the location of the parallel taxiway. The existing aircraft parking apron greatly limited the amount of area where aircraft could be parked. Due to the significant number of aircraft operations at the airport, the result was that some aircraft were being parked in the Runway Object Free Area (ROFA), causing a safety concern. Improvements in the overall ESID design included the construction of more aircraft parking ramp, thus keeping idle aircraft from being parked Jviation, Inc. 1 of 72 AIP Project No. 3-08-0003-39 Revision No.3 rrr~rM~lY~n W.....~.-....W.... Aspen-Pitkin County Airport January 7, 2009 AIP Project No. 3-08-0003-39 within the ROFA. The existing taxiway location provided a limited runway to taxiway separation of 221 feet. The airport is classified as an approach category "D" and airplane design group "III" airport. The criterion fox a "D-III" airport requires a separation of 400 feet between the runway and the parallel taxiway. Due to the confines of the airport and with State Highway 82 bordering the east side of the airport, the cost implications of meeting the 400-foot separation are insurmountable. Through significant work by Pitkin County and the FAA, a compromise was reached allowing the separation to be reduced from 400 feet to 320 feet, which limits the wingspan that utilize the airport to 95 feet. The ESID project, relating to the parallel taxiway and aircraft-parking ramp has been previously designed as one complete project (AIP 22) with the funding programmed from FY 2002 to FY 2008. Work was substantially completed in 2006, however portions of the projects were deleted due to funding constraints or other operational issues yet to be resolved. This project, the Rehabilitate GA Apron (ESID), completes remaining phases of this overall project. PROJECT DESCRIPTION: The following elements are included in this project and are described in the subsequent scopes of work: Rehabilitate GA Apron (ESIDI Schedule I Reconstruct GA Ramp Schedule II Construct Lot B Ramp Schedule I Description Schedule I Reconstruct GA Ramp Schedule I will complete apron rehabilitation contemplated under ESID from A2 to A4 adjacent to Taxiway "A" and a small area just south of the ATCT on the site of a former hangar foundation that has failed. This segment will tie to construction completed in 2003/4/5 for Bid Packages 2 and 3 and 4 and includes the substantial construction and reconstruction of ramp. The elements listed above were previously designed in a comprehensive package (AIP-22) for the entire parallel Taxiway "A" including demolition, geometrics, grading, drainage, profiles, typical sections, pavement markings and electrical design. Additional items not covered in the original design that will be part of this schedule include design and construction of tie locations to trench drains added after ESID was completed. After initial review of the project with county staff and tenants, concerns regarding sheet flow from the taxiway icing up on the general aviation ready line, located in schedule I was raised. After discussions of trench drains and other method for controlling runoff and dangerous conditions, grooving was added to this area, to increase friction for aircraft and personnel servicing the aircraft. A significant amount of embankment is expected to be generated from the more than 15,500 SY of pavement area to be excavated and replaced. Beaming, possibly along Highway 82 or Owl Creek road, reuse of materials, and other options will be evaluated. Pitkin County has a surplus of excavation for most situations and reuse on site is the most cost effective solution. Excess material is tentatively planned for placement Jviation, Inc. 2 of 72 AIP Project No. 3-08-0003-39 Revision No.3 a Aspen-Pitkin County Airport January 7, 2009 AIP Project No. 3-OS-0003-39 adjacent to the airport ranch entrance. The additional items listed above were not previously designed. Design will include planning approval, phasing, demolition, geometrics, grading, drainage, profiles, typical sections, pavement markings and electrical design. Schedule II Construct Lot B Ramp For a small mountain airport, trapped between high terrain it is a challenge to create sufficient parking space fox aircraft. ESID, increased separation between the runway and taxiway at the expense of the aircraft parking apron. As part of ESID, it was identified that vehicle parking would be relocated, and Lot B would be converted from vehicle parking, to aircraft parking. This schedule will complete that relocation. This segment will tie into work completed in 2001, 2003 and 2005 under ESID Bid Packages 1, 3, and 4 and is approximately 3,000 SY of full depth pavement along with possible additional paving along the shoulder fox snow storage. Although design was completed under AIP-22, three successive projects have modified this area requiring additional effort. Recent non-federal upgrades to parking systems and signage at the airport have been completed and multiple systems will be affected by this revision. Removal of curb cuts, traffic islands, construction of berming, revegetation, landscaping and irrigation are necessary, along with removal of parking controls, and automated signage indicating the status of parking options. Resigning entries, and multiple directional signs, terminal directories, and security system monitoring will be necessary. Overall Package Layout The scope of this project will include aproject-packaging phase, which includes breaking out the appropriate plan sheets, and preparing a bid package for 2009 construction. The overall design in AIP-22 did not include the following elements for this particular bid package, however, these elements are required for the project: Construction Phasing Plan identifying the limits of construction, transition design from the Overall package to the phased FY 2009 project (including such elements as demolition, geometric layout, grading, drainage, profiles, and pavement markings). Additional design effort will be spent incorporating design revisions and clarifications as determined during the previous bid packages, and developing new contract documents and specification to the most recent Northwest Mountain Region standards. Additional design effort will also be spent on determining viable uses for the excess materials that will be removed as part of this project. During previous efforts, this has involved creating berms, developing service road profiles for milling placement, and obtaining local scenic review approval for disposal methods. Rotonvlling materials have been identified for incorporation into maintenance and repairs to the northern VSR road, and for maintenance of service roads accessing the FAA Radar site on airport property. Road alignments, drainage, and revising elevations to allow for better drainage and disposal of excess material will be incorporated into the design. Construction Budget The construction cost for the Ramp Rehabilitation is estimated at $ 4.0 million. The engineering fees will be broken down into the identified schedules of work. PART A -BASIC SERVICES Part A -Basic Services will consist of the preliminary design phase, design phase, and bidding phase. Also included are direct subcontract costs including planning support and landscape design. Jviation, Inc. 3 of 72 AIP Project No. 3-08-0003-39 Revision No.3 ~O Aspen-Pitkin County Airport januaty 7, 2009 AIP Project No. 3-OS-0003-39 1. D Preliminary Design Phase 1.1 Preliminary Meetings with the Sponsor and FAA. Meetings with the Sponsor and the FAA will take place to determine critical dates, the feasibility of the proposed work and to establish the need for topographical surveying and pavement investigation. Various meetings during the design phase will also be conducted to review the progress of the design and discuss construction details, proposed time frame of the construction, and special requirements of the project. It is anticipated that there will be a minimum of 3 meetings with the Sponsor and/or the FAA, with some meetings occurring in Aspen and some in Denver. Due to the proposed schedule, work will be ongoing concurrently with development of scope, requiring almost constant communication between paxties to meet the Sponsor and FAA's needs. 1.2 Prepare Project Scope of Work and Contract. This task includes establishing the scope of work through meetings with the Sponsor and the FAA. This also includes drafting the contract for the work to be completed by the Engineer for the Sponsor. 1.3 Coordinate Topographical Surveying. This task includes preparing the requirements, limits of work, and scheduling the survey. Survey will be required during an initial phase of construction to verify as-built information and validate grades developed from as-built information. 1.4 Coordinate Pavement Investigation. This task includes researching the available data from AIP-22, AIP-25, AIP-27, AII'-31 and AIP-33 to ensure sufficient geotechnical data is utilized for this design. Separate geotechnical investigations were conducted for AIP-22 and AIP-33, with record drawings indicating issues/concern found in adjacent projects that could influence quantities methods. 1.5 Prepare Disadvantaged Business Enterprise (DBE) Program. This task will include updating the annual Disadvantage Business Enterprise (DBE) goals to reflect the current project. The Fiscal Yeax 2009 DBE goals will be updated to reflect the additional design and construction added for the apron rehabilitation. Research the current state highway certified DBE listings and area contractors to determine the availability of potential DBE contractors. Prepare preliminary construction estimates and establish the potential DBE work items. Finalize the DBE goal work sheets for the Sponsor for submittal to the FAA Civil Rights Office for approval. 1.6 Prepare Federal Grant Application. This task consists of preparing the federal grant application. The application will be submitted during the initial portion of the project. Preparation of the application will include the following: ~ Prepare Federa1424 form ~ Prepare Project Funding Summary ~ Prepare Program Narrative, discussing the Purpose and Need of the work and the Method of Accomplishment ~ Project Sketch (11"x17") ~ Prepare Preliminary Cost Estimate ~ Exhibit "A" Property Map (See Item 1.7 below) Environmental Checklist (See Item 1.8 below) ~ Prepare the Sponsors Certifications ~ Attach the current Grant Assurances The Engineer will submit the grant application to the Sponsor for approval and signatures. After obtaining the necessary signatures, the Engineer will forward two copies of the signed application to the FAA for further processing. 1.7 Update and Modify Exhibit "A" Property Map. The Engineer will review, and update, if necessary, Jviation, Inc. 4 of 72 AIP Project No. 3-08-0003-39 Revision No.3 } I Aspen-Pitldn County Airport January 7, 2009 AIP Project No. 3-08-0003-39 the Airport property map to include land parcels, ownership description, recording information (County records of Book and Page Numbers) and FAA interest and acquisition dates. The Exhibit "A" will have each parcel colored for easy identification. It is anticipated that there will not be any updates for this project. One copy of the Exhibit "A" (half size 11" x 17") will be submitted with each copy of the grant application. The current AIP Project Number will be shown on the submitted Exhibit "A". 1.8 Prepare Environmental Checklist. The environmental checklist will be completed for this project. The checklist addresses how the project affects the environmental aspects as defined under federal guidelines for environmental assessments and involves researching available data including the Master Plan, subsequent studies, flood maps, and air quality records to provide the FAA with the necessary data to make a NEPA determination of the possible impacts of the proposed project. 2.0 Desigtl Phase 2.1 Prepare Preliminary Contract Documents. The Engineer will prepare the preliminary Contract Documents including the invitation for bids, instruction to bidders, proposal, equal employment opportunity clauses, construction contract agreement, performance bond, payment bond, and general provisions. Preparation will include establishing the location for the bid opening, dates for advertisement, and description of the work schedule. Preliminary Contract Documents will be prepared as early as possible during the design phase and submitted to the Sponsor for review by the Sponsor's attorney. 2.2 Analyze Pavement Investigation Data. After receiving the pavement investigation data, the Engineer will analyze the data, consisting of the following tasks; ~ Determine appropriate data for the pavement design form(s). It is anticipated that two to four separate pavement design forms for this project are required. These will be verified against previously placed pavement sections and updates to FAA pavement design method to ensure an adequate and cost effective pavement design is utilized. Input data for computer modeling with topographical survey data. ~ Prepare pavement information for incorporation on the construction drawings. 2.3 Analyze Topographic Survey Data. This work includes analyzing the topographical surveying data and preparing the data for use with computer modeling. Included are the following separate tasks: ~ Verify survey data from as-built conditions. ~ Compile survey from multiple datums. Currently survey data is comprised of data from two different datums. As-built survey and design of AIP-22 and work up to AIP-31 were completed using control developed prior to NAD 83 and NAVD 88. AIP-33 updated all bases to NAVD 88 and also reinstalled primary control along the runway during the runway rehabilitation. Validation of as-builts to ensure consistent datums is a critical component. ~ Sort all data points by layers and description for computer modeling. ~ Prepare Triangulated Integrated Network (TIN -surface model) of existing ground contours, pavement edges, runway edge lighting, and other miscellaneous entities. ~ Generate three-dimensional contour model from TIN. ~ Prepare and process data for spot elevations, grading and/or paving cross sections. ~ Upon verification survey during construction, this process will be validated any necessary revisions will be incorporated into the design. 2.4 Inventory Existing Utilities. This task includes reviewing record drawings and consulting with the local utility companies to identify all utilities within the project site, if any. This will include the coordination of possible relocations if necessary. Jviadon, Inc. S of 72 AIP Project No. 3-08-0003-39 Revision No.3 r 1~ Aspen-Pitldn County Airport January 7, 2009 AIP Project No. 3-08-0003-39 2.5 Prepare Preliminary Plans. Preliminary plans will be prepared depicting any existing utilities, electrical ducts, storm drainage culverts within the project work area, and grading and drainage plans for the runway. The following list of drawings will be used as a guideline. Additional drawings may be added during the design phase if required. The following is a list of anticipated construction drawings for the project: ~ Cover Sheet (1 Sheet) -Project title, project/grant numbers, funding agencies. Index of Drawings, Summary of Approximate Quantities, and General Notes (1 Sheet) -Lists all the drawings in the plan set, approximate quantities, general notes and legends where applicable. ~ Construction Layout Plan (2 Sheets) -Depicts overall Airport layout and schematically identifies key project elements including survey control. Also identifies Contractor access, storage and staging areas. ~ Soils Boring Plan (1 Sheet) -Identifies pavement data relevant to the project. ~ Construction Phasing /Operations (3 Sheets) -Identifies to the Contractor the phasing requirements and operating procedures for the project. ~ Safety Plan (1 Sheet) -Identifies to the Contractor the safety procedures for the project. ~ Demolition Sheets (8 Sheets) -Depicts the demolition limits and roto-mill requirements for the project. Part of the project includes removal of a former hangar foundation that has been utilized as parking apron since the removal of the hangar structure. Existing degraded culverts along the northern VSR road will be removed/replaced before placement of new millings surface. ~ Geometric, Grading and Drainage Sheets (6 Sheets) -Depicts the geometric limits and site grading for the runway. ~ Grading Spot Elevation Sheets (8 Sheets) -Depicts the spot elevations for the project. This includes revisions to the northern VSR road, impacted by milling placement. ~ Typical Sections and Pavement Edge Details (2 Sheets) -Illustrates all cross sections for the project and will include any necessary details. ~ Parking lot Entry abandonment (6 sheets) -Depicts the various systems and revisions to the Lot B entrance necessary to remove the entry, along with lighting systems, parking control systems, signage and wayfinding, etc. ~ Pavement Marking Layout Sheets (1 Sheets) -Depicts the striping layout airside and landside revisions if necessaxy. ~ Pavement Marking Layout Details (3 Sheets) -Covers any necessary pavement striping details for the project. ~ Grooving - (1 Sheet) Covers necessary details and layouts necessary for this aspect of the project. ~ Electrical Systems (1 Sheet) -Depicts revisions to duct layouts, locations, and necessary one-line diagrams to properly terminate or extend systems for apron lighting, parking controls and parking lot lighting systems. At least four distinct circuits and three power sources exist in the project site. ~ Electrical details (2 Sheets) -Depicts necessary details for installation/revisions to apron lighting, and parking lot lighting along with handholes, etc. for proper completion. PLAN SET TOTALING 46 SHEETS 2.6 Prepare Preliminary Technical Specifications. The Engineer will assemble the Technical Specifications necessary for the intended work. Standard FAA specifications will be utilized where possible; with the guidance of the current edition of the FAA Advisory Circular 150/5370-10c Standards for Spec~ing Construction of Airports and any of the relevant Northwest Mountain Region "Notices" will be followed. Additional specifications will be prepared to address work items for materials that are not covered by the FAA specifications. The standard specifications to be utilized may include, but not be limited to, the following items: ~ Item P-152 Unclassified Excavation ~ Item P-153 Controlled Low-Strength Material Jviation, Inc. 6 of 12 AIP Project No. 3-08-0003-39 Revision No.3 1~ - ,.___.......4.......-. I.~~~.. Aspen-Pitlan County Airport January 7, 2009 AIP Project No. 3-08-0003-39 Item P-154 Subbase Course ~ Item P-208 Aggregate Base Course ~ Item P-209 Crushed Aggregate Base Course ~ Item P-401 Plant Mix Bituminous Pavement Item P-603 Bituminous Tack Coat ~ Item P-610 Structural Portland Cement Concrete ~ Item P-620 Runway and Taxiway Painting ~ Item F-165 Animal Control Fence ~ Item L-110 Installation of Airport Underground Electrical Duct Item T-901 Seeding and Erosion Control ~ Item T-905 Topsoil The added technical specifications will include but not be limited to the following items: ~ Item P-100 Mobilization Item P-140 Pavement Removal Item P-156 Temporary Air and Water Pollution, Soil Erosion, and Siltation Control Item P-159 Watering ~ Item P-222 Soil Sterilization ~ Item P-310 Geosynthetic Materials Item P-650 Grooving Item D-754 Concrete Gutters, Ditches, and Flumes ~ Item L-139 Temporary Construction Marker Lights ~ Division 16- Electrical Specifications Signage Modifications Parking Controls ~ Landscape Specifications 2.7. Prepare Preliminary Special Provisions. The Engineer will prepare Special Provisions to address, or expound on, conditions that require additional clarification. They may include, but are not be limited to, the following items: ~ Description of Work ~ Haul Roads/Project Access ~ Airport Security ~ Work Schedule ~ Additional Quality Control Requirements ~ Pre-Construction Conference ~ Sequencing of the Work ~ Closure of AOA's ~ Accident Prevention Underground Cables/Utilities ~ Guarantees/Insurance/Taxes/Permits ~ Contracts/Subcontracts ~ Additional DBE Information ~ Liquidated Damages Jviation, Inc. 7 of 12 AIP Project No. 3-08-0003-39 Revision No.3 l 1~ Aspen-Pitkin County Airport January 7, 2009 AIP Project No. 3-08-0003-39 ~ Construction Operational Plan Safety Standards and Impacts Additional Acceptance Testing Issues ~ Grade Control and Surface Tolerance for Paving Work ~ Special Testing Considerations ~ Project Closeout Forms 2.8 Compile/Submit Permits. Special use permits that can be identified during the design phase of the project will be identified in the Special Provisions of the Contract Documents for the Contractor's benefit. The Contractor will be responsible for any special use permits including any surface discharge requirement, Storm Water Management Construction Plan Permits, and Fugitive Dust Permits. The Sponsor will pay for or reimburse the costs fox permits and/or application fees to the Engineer. 2.9 Calculate Estimated Quantities. The Engineer will calculate all necessary quantities for the various work items. Quantities will be consistent with the specifications and acceptable quantity calculation practices. 2.10 Prepare Estimate of Probable Construction Cost. Using the final quantities calculated following the completion of the plans and specifications, the Engineer will prepare the construction cost estimate. The estimate will be based on information obtained from previous projects, contractors, material suppliers, and other databases available. 2.11 Prepare Design Engineer's Report and Modification of Standards. During the preparation of the preliminary plans and specifications, adesign report will be prepared according to the current FAA Northwest Mountain Region Design Report guidelines. The report will include the summary of the project, schedule for the completion of the design, bidding and construction of the work, and a detailed description of the work. Modifications to the FAA standards, as necessary, for the project will be compiled and presented to the FAA and Sponsor, and included in the design report. The existing Modification of Design Standards will be cited as applicable within the listed modifications. A Construction Operations Plan and Engineer's cost estimate will be included with the report. 2.12 Coordinate Phases for Construction. This task involves meeting with the Sponsor and users as required to discuss the operations of the Airport to help determine how the construction phasing of the project will effect these operations. From these meetings, a complete Construction Operations Plan will be developed to be included within the Design Report as well as depicted on the plan set. This plan will thoroughly discuss the operations of the Airport and the Contractor and safety requirements during the project for both landside and airside areas of the Airport. It should be noted that due to local requirements, and Federal guidelines regarding procurement of landscaping features, an additional non-federal phase will be awarded via separate contract, to complete locally required landscaping adjacent to Lot B. 2.13 Plans Review at 95% Complete. Due to the condensed design schedule for the project, the Engineer will submit a set of drawings and specifications to the Sponsor and FAA for their review at the 95% complete level. Meetings will be scheduled as required for periodic reviews. 2.14 In-House Quality Control. Prior to the final set of Construction Drawings, Specifications and Contract Documents being submitted to the FAA and the Sponsor, a thorough in-house quality control review of the documents will be conducted. This process will include an independent review of the Construction Drawings, Specifications and Contract Documents being submitted, by a licensed Engineer, other than the Engineer whom performed the design of the project. Comments offered by the Engineer that performed the review and revisions to the Construction Drawings, Specifications and Contract Documents will be evaluated and incorporated as applicable. 2.15 Prepare and Submit Final Plans and Specifications. A final set of Construction Drawings, Jviation, Inc. 8 of 12 AIP Project No. 3-08-0003-39 Revision No.3 Aspen-Pitldn County Airport ]anuary 7, 2009 AIP Project No. 3-OS-0003-39 Technical Specifications, Contract Documents and Engineer's Design Report will be prepared which incorporates all revisions, modifications and corrections determined during the Sponsor and FAA review. Half-size (11" X 17") Construction Drawings will be provided to the FAA and the Sponsor. 3.0 Bidding Phase 3.1 Advertise for Bids. Required advertisement dates, and bidding dates will be established. The Engineer will submit notification, on behalf of the Sponsor, to the local and selected publications for the upcoming project. Invitations for bids will be emailed to selected firms to assure local contractors, DBE firms, and material suppliers are aware of the pending project. Approximately 30 copies of the final plans and specifications will be printed for distribution to prospective contractors. The applicable requirements under the current Aspen-Pitkin County Airport DBE Program shall be adhered to in the solicitation. 3.2 Prepare/Conduct Pre-Bid Meeting. The Engineer will attend and conduct the Pre-Bid Meeting with potential contractors and the Sponsor to review the project and answer questions. The meeting will be conducted at the Airport and will include a site inspection. 3.3 Prepare Addenda. Any necessary addenda will be issued to clarify and modify the project as required, based on questions or comments that may arise from potential contractors during the bidding process. Any necessary addenda will be reviewed with the FAA and Sponsors Representative prior to issuing. The addenda will meet all design and construction standards as required by the FAA. Addenda will be made available to the plan holders either through a-mail, mail, or via facsimile transmission. 3.4 Consult with Prospective Bidders. During the bidding process, the Engineer will be available to clarify bidding issues with contractors and suppliers, and for consultation with the various entities associated with the project. This item also includes contacting bidders to generate interest in the project. 3.5 Conduct Bid Opening. The Engineer will attend and assist with a bid opening at the Sponsor's location. 3.6 Review Bid Proposals. Engineer will review aII the bid proposals submitted. An analysis of the bid prices, DBE participation, and contractor's qualification for the work will be completed. 3.7 Prepare Recommendation of Award. The Engineer will prepare a Recommendation of Award for the Sponsor to accept or reject the bids, as submitted. If rejection is recommended, the Engineer will supply an explanation for their recommendation and possible alternative actions the Sponsor can pursue to complete the project. SUecial Considerations The following special considerations are required for this project but will be completed by Sub-Consultants to the Engineer. Conduct Topographical Surveying. Not included. Conduct Pavement Investigation. Not included Conduct Landscape Design -Consists of landscape design by a subconsultant to ensure a seamless transition in landscape design for areas impacted by construction, to include sprinkler systems, and surface treatments, including code required trees. Prepare Docurnents for Community Development Approval -Consists of work necessary to allow Pitkin Jviation, Inc. 9 of 12 AIP Project No. 3-08-0003-39 Revision No.3 •I Aspen-Pitldn County Airport January 7, 2009 AIP Project No. 3-08-0003-39 County Community Development to allow work to proceed on earthmoving permits. Research of applicable resolutions and responses to challenges to construction are included in this sub consulting effort. Perform Signage revision -Consists of a comprehensive revision to signage and wayfinding including airport informational signs to delete Lot B parking from all brochures, signs, and directories in and on the exterior of the terminal. PART B -SPECIAL SERVICES Part B - Special Services will consist of the construction administration phase, pre-construction coordination phase, on-site construction coordination phase, and post-construction/project close out phase. Also included are direct subcontract costs such as Quality Assurance testing verification during construction. 4.0 Construction Administration Phase 4.1 Prepare Construction Contract and Documents. This item accounts for the Engineer's in-house efforts during and immediately after the project construction. The Engineer will prepare the Notice of Award, Notice to Proceed and Contract Agreements for the Sponsor's approval and signatures. Appropriate copies will be submitted to the successful Contractor(s) £or their signatures. The Engineer will make five copies of the plans and specifications for the Contractor's use during construction. 4.2 Office Assistance. Office Engineering staff, CAD personnel, and clerical staff will be required to assist the Resident Engineer(s) as necessary during construction. Specific items to be accomplished include compiling and sending additional information requested from the office to the project site, providing secondary engineering opinions on issues arising during construction, maintaining project files as necessary (field files are mirrored in the office for continuity) and various other items necessary in the day to day operations. 4.3 Periodic Cost Estimates and Request for Reimbursement. The Engineer will prepare periodic cost estimates during construction and FAA requests for reimbursement of funds. A request for reimbursement will. be submitted to the Sponsor for review and approval prior to the Sponsor requesting reimbursement from the appropriate agency. 4.4 Weekly/Monthly Reports. The Project Manager will review progress reports weekly and monthly. 4.5 Material Submittal Review. Material submittal data will be reviewed and approved by the Resident Engineer(s) or office personnel, if the Resident Engineer(s) are unable to make final determination of compliance. 4.6 Change Order/Supplemental Agreement. Clerical and drafting personnel will assist with change orders and supplemental agreements as necessary. 4.7 Record Drawings. All drafting for the Final Record Drawings will be prepared by the office drafting personnel. One set of half size drawings (hard copy and electronic) will be submitted to the Sponsor. One set of half size black-line drawings and one electronic copy (in acceptable format) of the documents will be provided to the FAA. 4.8 Final Construction Report. Clerical will complete the typing for the Final Construction Report. Clerical will prepare the Required Project Closeout statements. Two copies of the Construction Report, prepared according to the current Northwest Mountain Region's Construction/Final Report guidance, will be submitted to the Sponsor and one copy submitted to the FAA. It is expected that the Denver ADO will Jviation, Inc. 70 of 72 AIP Project No. 3-OS-0003-39 Revision No.3 I Aspen-Pitkin County Airport January 7, 2009 AIP Project No. 3-08-0003-39 request revisions to this document following initial submittal. 5.OFre-Construction Coordination Phase 5.1 Prepare Project Files. The Engineer is required to assure the construction contracts are in order, the bonds have been completed, and the Contractor has been provided with adequate copies of the construction plans. The Plans will be updated to include all addenda items issued during bidding. Clerical will prepare the quantity sheet, testing sheets, construction report format, etc. 5.2 Prepare Pre-Construction Meeting. The Engineer will assure the pre-construction meeting has been scheduled and all necessary parties have been informed. The Engineer will establish apre-construction meeting to review FAA requirements prior to commencing construction. 5.3 Conduct Pre-Construction Meeting. The meeting will be conducted at the Airport and will include the Sponsor, FAA (if possible), Contractor, Sub-Contractors, and Airport Tenants affected by the construction. 6.0 On-Site Construction Coordination Phase This phase will consist of providing two full time Resident Field engineer, supported by the Project Manager. It will be the responsibility of the Field Engineer to have sufficient on-site construction coordination to ensure that the project is completed according to good construction practice and is consistent with the Engineer's direction. The construction is estimated to take 65 Calendar days. Overhead costs, travel costs, and per diem are in addition to the engineering hours expended. 6.1 Field Inspection/Coordination. The Project Manager will make on-site visits, at least 2 days per week, 8 hours per day, to deal with construction issues as necessary for the duration of the project. 6.2 Resident Engineering. The Resident Engineer will be on-site full time and work approximately 12 hours per day. It is assumed that the Engineers will be able to complete daily documentation in the course of the 12-hour day and that total inspection on-site time is anticipated to be 75 Calendar days. The second, resident engineer is expected to be able to complete all work within 60 Calendar days. 6.3 Review Construction Submittals. The construction coordination will consist of reviewing and approving the shop drawings and material submittal data from the Contractor. The Resident Engineer will review copies of the Contractor's survey data for pavement grades. The Resident Engineer will review other construction items for general compliance with the construction documents. 6.4 Review Contractor Payroll Forms. The Resident Engineer will be required to make employee interviews and review Contractor's weekly payroll records as required by the FAA. 6.5 Calculate Construction Quantities. The Resident Engineer will maintain record of the progress and will review the quantity records with the Contractor on a periodic basis. 6.6 Periodic Cost Estimates. The Resident Engineer will prepare the Periodic Cost Estimates and review the quantities with the Contractor. The Engineer, Airport and Contractor will resolve discrepancies, or disagreements with the Contractor's records. 6.7 Prepare Daily Reports. The Resident Engineer will maintain a daily log of the construction activities for the duration of time on site. 6.8 Prepare/Submit Weekly Reports. The Resident Engineer will prepare a weekly status report using the FAA's standard form. The report will be submitted to the Sponsor, the FAA, and the office. Jviation, Inc. 11 of 12 AIP Project No. 3-08-0003-39 Revision No.3 1 i~ Aspen-Pitkin County Airport January 7, 2009 AIP Project No. 3-08-0003-39 6.9 Review QC/QA Results provided by Contractor/Engineer. The Project Manager and Resident Engineer will review and coordinate revisions by the Contractor for Quality Control and the Engineer's testing firm for Quality Assurance submittals performed as part of the acceptance testing required by FAA Standard Specifications. This will occur on a weekly basis and at project completion prior to submittal to the FAA. 7.0 Post Construction Coordination Phase This phase will consist of project close out and site cleanup. 7.1 Conduct Final Inspection. The Engineer, along with the Sponsor and FAA (if available), will conduct the final inspection. 7.2 Coordinate Final Surveys. The Engineer will coordinate with the Contractor's surveyor for the final survey upon completion of construction. 7.3 Prepare Clean-up Item List. The Engineer will assure the Contractor has removed all construction equipment and construction debris from the Airport, that all access points have been re-secured (fences repaired, gates closed and locked, keys returned, etc.) and the site is clean. 7.4 Engineering Record Drawings. The Engineer will prepare the Recoxd Drawings indicating modifications made during construction. The actual drafting involved on these items is covered under the Construction Administration Phase of the project. 7.5 Engineering Final Construction Report. The Engineer will prepare the final Construction Report. The actual clerical work involved on this item is covered under the Construction Administration Phase of the project. 7.6 Summarize Project Costs. The Engineer will be required to obtain all administrative expenses, engineering fees and costs, surveying costs, testing cost and construction costs associated with project and assemble a total project summary. The summary will be compared with the available funding. 7.7 Assist with Project Audit. When requested by the Sponsor or FAA, the Engineer will assist with the project, or year-end audit. The Engineer will provide files requested that are pertinent to the project cost and completion. Special Considerations The following special considerations are required for this project but will be completed by Sub-Consultants to the Engineer. Acceptance Testing. The acceptance testing will be performed under the direct supervision of the Project Manager and Resident Engineer. Certified Materials Technicians will perform the necessary material acceptance testing for Item P-401 Plant Mix Bituminous Pavement, as detailed in the Project Specifications. Jviation, Inc. 72 of 72 AIP Project No. 3-08-0003-39 Revision No.3 l~ l