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HomeMy WebLinkAboutbocc.con.amended.001.2006C Rev. 08-30-II jls COUNTY CLERK'S CONTRACT COVERSHEET CONTRACT #: 001.2006C ORIGINATING DEPARTMENT: Solid Waste Center .PROCUREMENT OFFICER: Hilary Burgess PHONE #: 429 PROJECT NAME: 2014 Hydrogeologic Consulting CONTRACTOR: Golder Associates DOLLAR AMOUNT: LINE ITEM # CONTRACT EXECUTION DATE: 4/18/2014 CONTRACT END DATE: 12/31/2014 AUTOMATIC RENEWAL: ❑ YES ®NO TERM: 2014 El BOCC AGENDA ITEM (Grants, IGA) El STAFF AUTHORIZED SIGNATURE (Requires BOCC Signature) (Per Revised Procurement Code 7/2005) ® OVER$50,000 (Requires Section Leader&'County Manager's Signature) V. CHECK PROCUREMENT TYPE: ❑None ® Informal ❑ Formal ❑ Sole Source ❑ Emergency ❑ Outside Agency/State Bid ❑ Compliance with C.R.S. 8-17-5-101, 102 as amended(Immigration Form) ❑ Exempt ❑ Contract Renewal ✓ CHECK CONTRACT TYPE: Z Services/Maintenance ❑ Employment ❑ License/Use ❑ Intergovernmental Agreement(Resolution Required) ❑ Lease ❑ Non-Profit ❑ Construction ❑ Quasi-Public (e.g.-AVH) ❑ Goods, Equipment, Supplies ❑ Grant Agreements (Notify Finance& Resolution Required) ❑ Other(e.g. revenue) ❑ Change Order/Contract Amendment (C/O: 10%or$25K whichever is the lesser must have County Manager signature) All Contracts should be proofed and all exhibits and notices must be attached for the following: ✓ ® No Pages Missing ✓® All Other Blanks Filled In ✓ ® If Page Left Intentionally Blank—Note on Page ✓Z All Exhibits Attached ✓ ® Page numbered consecutively ✓❑ All Legal Descriptions attached(ifapplicable) ✓ ® All Original Signatures Affixed ✓❑ Notice of Award/Notice to Proceed Attached (if applicable, ✓ Z All Dates Filled In ✓❑ Warranty(if applicable) ✓ ❑ Special Instructions for Finance Department: ✓ Z Authorized Procurement Officer's Name: Hilary Burgess BY CHECKING ABOVE AND ENTERING NAME,THE AUTHORIZED STAFF PERSON INDICATES THAT THE ATTACHED DOCUMENT HAS BEEN PROOFED AND READY FOR SCANNING. NOTE: CLERK'S OFFICE WILL KEEP ORIGINAL DOCUMENTS IN COMPLIANCE WITH COLORADO STATE ARCHIVES RETAINAGE SCHEDULE. ALL ATTACHMENTS MUST BE WITH THIS CHECKLIST! Contract#001.2006C Rev. 8.31.11 jaa/js Budget Line Item#416.64.00000.82723 • • COUNT* . CHANGE ORDER/CONTRACT AMENDMENT Change Order Number: 001.2006C OWNER: Pitkin County Aspen, Colorado 81611 CONTRACTOR: Golder Associates The contract (the "Agreement") dated January 1, 2006 between the Board of County Commissioners of Pitkin County(the "County") and Golder Associates . (the"Contractor"), is hereby amended as follows: Description of Change: • 1. Document contract information to include dollar amounts paid to Contractor in 2011 and 2013. • These two years did not have change orders submitted. Details attached herein as Appendix A. 2. Scope of work for 2014 as submitted by Contractor, dated February 6, 2014 and attached herein as Appendix B. Reason for Change: 1: No change orders were submitted for the scope of work for 2011 and 2013. Adding $45,020 to Net Increase. 2. Paragraph 2 of the contract documents state that: "At the end of each calendar year in the contract term, the contractor shall provide a scope of services and cost estimate to be approved and accepted by the Solid Waste Manager. The scope will include those items that the Solid Waste Manager has requested for upcoming year. Work will progress each year according to the scope developed by Golder at the Solid Waste Manager's request. At no time shall costs for services exceed the estimate in a given project task or calendar year without consent of the Solid Waste Manager." Appendix B is the scope of work agreed and approved by the Solid Waste Manager for the calendar year 2014 per the contract language. Change order for 2014 is $44,329. Original Contract Price $ 37,000 Previous Change Orders $ 40;000 Net Increase/Decrease in Contract Price(this change order) $ 89,349 (45,020+44,329) *Total Adjusted Contract Price(including this change order) $ 166,349 Contract#001.2006C Rev. 8.31.11 jaa/js Budget Line Item#416.64.00000.82723 This change order extends the time to complete work by December 31, 2014. In all other respects the Agreement is in full force and effect and remains unchanged by this Amendment. t/ 4.114)14 Golder A .ociates Date ili7/1/ Hilary Bur.•ss -Procurement Officer Date SAD try`-raV Jon Peacoc' - County Manager Date *Increases over$25,000 and/or 10% (single increase or accumulative) of original contract must have County Manager signature. • • 2 History of Golder Contract Appendix A 001.20060 This amount has not carried 2006 Original contract $77,000 forward Chris extend contract to 2015 with a letter. He sent that to $ used as Start Contract with 2010 000 Clerk's and they named it 001.2006A $37, letter renewal 2012 Sent in change order for 2012 scope of work. Named A but it was already used. Clerk renamed it 001.200613 $40,000 001.2006B Cannot find Change Orders or Scopes of work for 2011 and 2013. Paid to Golder 2011 $23,119 Paid to Golder 2013 $21,901 $45,020 Documenting on this CO 2014 Contract amendment 001.2006C for 2014 scope of work $44,329 2014 SOW $166,349 New total for 2014 2 - APPENDIX- B Golder ® Associates February 6, 2014 Our reference: 0132298Y14 Ms. Cathy Hall Pitkin County Solid Waste Center 76 Service Center Road Aspen, Colorado 81611 RE: SCOPE OF WORK FOR CONTINUING HYDROGEOLOGIC AND LIMITED ENGINEERING SERVICES DURING 2014 FOR THE PITKIN COUNTY SOLID WASTE CENTER Dear Ms. Hall: Golder Associates Inc. (Golder) appreciates the Pitkin County Solid Waste Center's (County) request for this scope of work (SOW) and cost estimate to continue ongoing hydrogeologic and limited engineering consulting services for the calendar year 2014. Pitkin County has been a valued client to Golder since 1996, and we look forward to continuing these services in support of the groundwater monitoring program at the County's landfill. Included in this 2014 SOW are three optional tasks. If the County anticipates additional services beyond those included with this SOW, Golder has the capabilities and would be pleased to respond to various hydrogeologic and engineering requests to support the County. As you may know, over the past 18 years, Golder has been involved in various hydrogeologic, landfill gas, and engineering aspects at the landfill, such as preparation of hydrogeologic characterizations, groundwater sampling and analysis plans (SAP), engineering design and operations plan(EDOP), construction quality assurance documentation for landfill phases, modifications to the proposed final cover and surface water channel, stormwater pond improvement designs, landfill gas monitoring plan, and design drawings for the original and re-located composting area. Golder has also performed monitoring well installations, gas probe installations, geophysical surveys, assessment of corrective measures, and subsurface gas investigation. Presented below is our proposed 2014 SOW for hydrogeologic services, with optional limited engineering services, and an overview of project costs. 1.0 SCOPE OF WORK The following tasks are envisioned for hydrogeologic services in 2014. Cost estimates associated with each task are presented in Table 1. Tasks 1 through 4 are those that are necessary for the County to remain compliant with Colorado regulations. Optional Task 5 has been performed voluntarily by the County in past years. Optional Task 6 may be needed when the Colorado Department of Public Health and Environment(CDPHE) reviews the July 14, 2010 EDOP. Also, approval from the CDPHE has been received to proceed with Optional Task 7, abandonment of monitoring well MW-1. 1.1 Task 1: 2013 Annual Report Task 1 includes preparation of the annual report for calendar year 2013. In addition to summarizing the 2013 activities and assessment of corrective measures, a description of the statistical analysis results and update to the baseline statistics will be included in the annual report. The 2013 annual report is scheduled to be submitted to CDPHE in March of 2014. idprop201,41400705 pitkinbilkin If 2014 sow costest 06febl4.docx • Golder Associates Inc. ©In 4L Ueiwo d,COa80,Suite A La0ewaxd,3O 80222 USA Tel: (303)980-0540 Fax: (303)985-2080 www.golder.com Golder Associates:Operations in Africa,Asia,Australasia,Europe,North America and South America Golder,Golder Associates and the GA globe design are trademarks of Golder Associates Corporation '�(r 1 Ms. Cathy Hall February 6, 2014 Pitkin Solid Waste Center 2 013-2298Y14 A draft copy of the annual report will first be submitted electronically to the County for review. Once the County's review comments are received, Golder will finalize the report and issue two paper copies directly to CDPHE and an electronic copy(i.e., pdf) to the County. Additionally, an electronic copy of the annual report will be emailed to CDPHE in accordance with their "Notice of Document Submittal Policy Changes for Solid Waste Stakeholders"dated July 23, 2012. 1.2 Task 2: Update Statistical Baseline In addition to the abovementioned comparative statistical analysis, the approved SAP dated June 28,2010 requires that baseline data be evaluated and updated, if necessary, every other year. According to the SAP, and direct communication with CDPHE (received from Robert Peterson on November 21, 2013), this update was scheduled for after the 2011 monitoring events, but was not completed. The limits will need to be reviewed and the baseline updated in the 2013 Annual Report to determine if recent results impacted the baseline data. 1.3 Task 3: 2014 Groundwater Monitoring Support Anticipated services for this ongoing task include continued assistance with groundwater sampling activities performed by County staff. These consist of: • Scheduling sampling and ordering bottles. • Resolving laboratory and analytical issues. • Assisting the County with equipment needs/problems. The level of effort for 2014 is generally based on time actually spent for this task in 2013. The cost estimate for groundwater monitoring services for 2014 is presented in Table 1. 1.4 Task 4: 2014 Groundwater Database Maintenance and Environmental Statistics This is an ongoing task and will include the following activities in 2014: • Validating four quarterly laboratory reports. • Entering the analytical results in the water quality database. • Managing the water quality database. • Performing comparative statistical analysis. • If necessary, notifying the CDPHE when a new verified statistically significant increasing concentration is identified in routine sampling analytical results. Estimated 2014 costs are presented in Table 1. 2.0 OPTIONAL TASKS 2.1 Task 5: Sampling Audit Groundwater sampling audits of the Center's staff have historically been performed by Golder approximately once every 2 or 3 years. The previous audit was performed in 2008. The purpose of the audit is to: 1. Review the Center's groundwater sampling procedures. 2. Evaluate whether these procedures are consistent with industry standards and meet the requirements outlined in the SAP. Wit. Golder i:brop2O141p1400705 pitkinbitkin ff 2014 sow_costest_O6febiaaocx Associates 5 Ms. Cathy Hall February 6, 2014 Pitkin Solid Waste Center 3 013-2298Y14 3. Provide feedback to sampling personnel, which can be used to improve and/or change these procedures to better suit the Center's needs. Should the County choose to have Golder perform a groundwater sampling audit in 2014, estimated costs for this optional task are presented in Table 1. 2.2 Optional Task 6: Limited Engineering Services Scope of Work Golder understands that the County may need additional assistance in its current Master Plan process for improvements to the facility property and for responding to comments from the CDPHE regarding the July 14, 2010 EDOP. At this time, the level of effort for this assistance is unknown, and these services are regarded as optional depending on the County's actual needs in 2014. A placeholder budget for these services in 2014 is presented in Table 1. This estimate will not be exceeded without authorization from the County, and may need to be revised depending on the level of effort needed. 2.3 Optional Task 7: Abandonment of Monitoring Well MW-1 • In the 2011 Annual Groundwater Report, Golder, on behalf of the County, requested permission to abandon upgradient monitoring well MW-1. The CDPHE approved this request in the review of the 2011 Annual Groundwater Report. The approval letter is dated November 21, 2013. Well abandonment would be performed according to the Colorado Water Well Construction Requirements and the Division of Water Resources Rules, with appropriate documentation placed into the Operating Record. Costs for the proposed well abandonment work are presented in Table 1. Assumptions associated with these costs include the following: • Proposed well abandonment activities include: removing the protective casing; filling the well to the static water level with drill cuttings, clean sand, or clean gravel, and then with clean native clays; and placing cement or high solids bentonite grout to the ground surface. The uppermost 5 feet of casing shall be filled with grout, or a permanent watertight cover shall be installed at the top of the casing. If the casing is removed, the hole shall be filled as described above to within 5 feet of the ground surface. The top 5 feet of the hole shall be filled with materials less permeable than the surrounding soils, and adequately compacted to prevent settling. It is anticipated that final topsoil or reseeding would be performed by the County. • Well MW-1 had an original depth from top of casing of about 76 feet, and the well was constructed using 5-inch diameter Schedule 80 PVC with a 20-foot-long screened section. The well was originally constructed using casing with bell/spigot joints with IPS Weld ON 705 casing glue. • We understand that the County recently added a 20-foot extension to the well when the land was raised about 15 feet, and that the original concrete pad was likely buried. The well currently has a steel protective casing that has not been cemented in place. • The site is accessible to a 2-wheel-drive truck-mounted drill rig and support vehicles; • If MW-1 had been registered with the CDPHE, then a well abandonment record would be required to be prepared and submitted to the CDPHE. However, given the installation date of October 1987 and our review of the State Engineer Office(SEO)database, MW-1 • does not appear to be registered. Thus, costs for preparing an abandonment record for submittal to the CDPHE/SEO have not been included. Golder will provide professional oversight to ensure that abandonment activities adhere •to SEO standards. Upon completion, a technical memorandum documenting the well abandonment would be prepared as part of this SOW for inclusion as an attachment in the 2014 annual report. Preparation of the 2014 annual report is not included herein, as it would be part of the next year's(2015)SOW. e Golder 1:'prop20141p1400705 pitkin'pitkin If 2014 sow—costest_06feb14.docx ® Associates (.7 Ms. Cathy Hall February 6, 2014 Pitkin Solid Waste Center . 4 013-2298Y14 3.0 HEALTH AND SAFETY Any field activities performed as part of this SOW will be conducted under Golder's existing Health and Safety Plan (HASP)for the Center, dated September 2007. 4.0 ESTIMATED COSTS AND SCHEDULE Estimated costs for hydrogeologic and limited engineering services are $44,330. Optional tasks may incur additional costs estimated at$13220. Some of the work activities described herein may extend into 2014 (e.g., fourth quarter data validation and statistical comparison). Attachment A illustrates the sampling schedule for 2014, based on the approved SAP and Colorado Regulations Pertaining to Solid Waste Sites and Facilities (regulations). Reports and regulatory notifications will be prepared in accordance with the deadlines specified in the regulations, with electronic drafts provided to the County with sufficient review time prior to submitting to the CDPHE. To conserve costs, the sampling audit (Task 5) could occur at the same time as the abandonment of MW-1 (Task 7); therefore, there would only be a single cost for travel related expenses. Estimated costs for abandonment of MW-1 only includes time for Golder; costs for the driller to perform the abandonment of MW-1 (Task 7)will be determined if Task 7 is approved. If additional activities are required by the County in 2014 that are outside those specified in this SOW, we will prepare a SOW and cost estimate for those activities under separate cover. Additional assumptions associated with these costs, that have not been mentioned previously, include: • Laboratory costs will be paid directly by the County; thus, these costs are not included in this SOW. • Golder assumes up to 10-hour working days for field services; delays considered beyond the control of this field program (such as delays or access issues due to extreme weather)are considered out-of-scope. Golder proposes to provide the services presented in this SOW on a time-and-expenses basis, and the estimated project totals presented in Table 1 will not be exceeded without prior written approval from the County. 5.0 TERMS AND CONDITIONS The project can be performed in accordance with the conditions, terms, and agreements of Contract #001-06 between Golder and the County dated July 2006. The initial term of this contract expired on December 31, 2009, and was extended by the County in a letter dated January 20, 2010. The new term will extend until midnight December 31, 2015. • -"teat. Golder I:tprop2014\p1400705 pukin'pltkin If 2014 sow_costest—Wfebl4.docx ®®Associates . 7 Ms. Cathy Hall February 6, 2014 Pitkin Solid Waste Center 5 013-2298Y14 Thank you for the opportunity to continue to support the County with hydrogeological and engineering services. If you have any questions or comments regarding this scope of work, please contact Tammy Rauen at(303)980-0540. To authorize this SOW, please sign below and return one copy(email return is acceptable)for our records. Sincerely, GOLDER ASSOCIATES INC. 6ct: . Tammy Rven Mar McClain Senior Proj ngineer Pri cipal Attachments: Table 1 —Cost Estimate for 2014 Services—Pitkin County Solid Waste Center Attachment A—2014 Sampling Schedule • ACCEPTED BY PITKIN COUNTY: / �i " 21/L/Za 1 Authorized Signature Date et Golder brop2O14tp1400705 piaiMyitkin If 2014 sow_costest_06feb14.docx Associates • TABLE 1 COST ESTIMATE FOR 2014 SERVICES -1 February 2014 013-2298Y14 Table 1: Cost Estimate-Groundwater Statistics and Reporting 2014 . Task 1 Task 2 Task 3 Task 4 optional Total Total - Task S Task 6 Task 7 Estimated Estimated Groundwater Validation, Hours Costs 30ll Annual Stetlatical Monitoring Database.end Sampling Audit Engineering• MW-1 Report Baseline Update Support Statistics Services Abandonment (est.hrs) ($) (est.hrs.) _ (est.hrs.) (est.hrs.) (eel,hrs.) (est.hen.) (est.hrs.) (est.hrs.) ESTIMATED PERSONNEL JOB COSTS 2013 Hr.Rate Senior Pr0ject Manager/Associate Review $175 20 52,706 6 2 4 4 1 1 2 Senior Professional 5146 8 $4165 8 Senior Project Engineer/Scientist $130 138 $15,080 40 20 40 16 4 10 8 Project Engineer/Scientist $111 204 $15579 24 60 8 48 24 20 20 Staff Engineer/Scientist $99 56 55.533 8 16 8 24 Drafting/CADD $87 12 $699 8 4 ClericalNOM Processing $76 26 51,367 12 4 2 2 4 2 Est.Total Personnel Costs 464 542,21a $11,319 $12,372 $7,883 $10.643 $3.517 $4,004 $4.116 ESTIMATED DIRECT JOB COSTS Rate Unit Vehicle Expense/Fuel $150 day $0 $300 $150 Lodging 5150 day SO $150 $150 Food(Daily Per Diem) $50 day $100 $50 Misc.(Field Supplies,Equipment,FedEx,etc.) $50 Lump $0 $50 $50 Driller Cost for Well Abandonment — Lump S0 — Office Expenses(5%of Task Labor) 5 % $2,111 $566 $619 $394 $532 $176 $200 $206 Est.Total Direct Costs $2,111 $566 $619 $394 $532 $776 $200 $606 ESTIMATED TOTAL $44,329 `7 $11 885 $12 990 $8,277 $11 176 $4,293 $4,204 54 722 Task 1-4 544.329 J Optional Tasks Total $57,548 • Notes: Additional time was included ter the 2c13 annual report to respond to COPNes request ter a summary and anrriplicn of the methods used to establish statistical baseline. Sampling audit includes preparation,travel,one 10-hour sampling day,and up to two overnight stays per event. MW-1 abandonment includes preparation,one 8-hour day,one overnight slay,and preparation of a technical memo,including any necessary stale lamas. Travel is included with the Sampling Audit because tasks 5 and 7 could in occur e trip. Task7 only includes Golder costs:a quote from the driller to abandon MW-1 will be obtained if Task 7 is approved. • • &Golder ores 0 r ATTACHMENT A 2014 SAMPLING SCHEDULE it 4tTKIN COUNT 2014 GROUNDWATER SAMPLING SCHEDULE m 1ST QUARTER 2ND QUARTER 3RD QUARTER 4TH QUARTER • E _ m ~ January I February March April j May I. June July I August I September October I November I December • First MW-8 MW-10 MW-8 co a O I MW-9 MW-10 m E m MW-4 MW-9 m rn . MW-7 MW-2 MW-4 MW-2 • MW-6 MW-6 MW-6 - Last m MW-20 I M19140— MW-20 MW-20 g. c_ t (duplicate) OL1421 (duplicate) (duplicate) , > > E C < m Field Blank Field Blank Field Blank Field Blank (VOCs only) (VOCs only) - (VOCs only) (VOCs only) Annual Detection Monitoring(Appendix I) Semi-Annual Detection Monitoring(Appendix I) Semi-Annual Assessment Monitoring(Appendix I VOCs only) . Semi-Annual Assessment Monitoring(Appendix II)