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HomeMy WebLinkAboutbocc.con.amended.060.21 A-58/30/2021 CDD Contract Information Contract Number Project Name Contractor Budget Line Item Procurement Method: Type: Contract Start Date Contract End Date Contract Type Retainage If this is a new contractor, please enter the New Vendor information into Munis for workflow approval. Contact Information: Department County Representative GR Fielding County Representative Phone (970) 920-5206 Provide a brief description of the Contract or Change Order: Contract Value Summary: $ 275,000.00 $ - $ - $ 275,000.00 060.21 A-5 Pitkin County Procurement Cover Sheet Please complete the Contract Cover Sheet when the contract/task order is complete and fully executed. Return all Contract Cover Sheets and Contracts/Change Orders/Amendments/Task Orders to Procurement No Wastewater Treatment Plant Permitting & Preliminary Design JVA, Inc. $275,000.00 Additional Budget Line Item(s) (Please fully allocate New Contract Total) $- $- $- $275,000.00 Formal Services/Maintenance 7/29/2022 12/31/2022 Task Order Engineering & Transportation Task order for permitting, design, and construction contractor selection services with regard to developing a wastewater treatment plant at the Phillips Mobile Home Park. Original Contract Amount Previous Change Order/Amendment Amount This Change order/Amendment amount Contract Total !#BUDGET#!12233150.572000 Master Service Agreement #: 060.21 Rev: 2018-10-10 btf 1 TASK ORDER Task Order/Project Name: Wastewater Treatment Plant Permitting and Preliminary Design Task Order Number: A-5 Task Order Budget Line Item: !#BUDGET#! OWNER: CONTRACTOR: Pitkin County JVA, Inc. G.R. Fielding – Engineering Cooper Best, Regional Office Manager 76 Service Center Road 817 Colorado Ave, Suite 301 Aspen, CO 81611 Glenwood Springs, CO 81601 Phone: (970) 920-5206 Phone: (970) 987-0354 Gerald.Fielding@PitkinCounty.com CBest@jvajva.com PROJECT NAME: WASTEWATER TREATMENT PLANT PERMITTING AND PRELIMINARY DESIGN START DATE: July 29, 2022 END DATE: December 31, 2022 The Phillips Mobile Home Park Redevelopment Project MSA (the “Agreement”) dated March 1, 2021 between the Board of County Commissioners of Pitkin County (the “County”) and JVA, Inc. 817 Colorado Ave, Suite 301 Glenwood Springs, CO 81601 (the “Contractor”), shall include the following services. 1.Contractor’s Obligations. Contractor shall provide the engineering, permit application, design andcontractor solicitation and selection assistance services described in the attached letter agreement (“Attachment A”) for the Wastewater Treatment Plant project at the Phillips Mobile Home Park. Per the Schedule provided in Attachment A, Contractor shall commence its obligations immediately upon receiptof a notice to proceed from the County (“Attachment B”). 2.Compensation and Expenses, Invoicing, Payment and Offset. The County shall compensate Contractor for its services in accordance with the Project Budget and Schedule set out in Paragraph 1 of this Task Order. It is expressly understood and agreed that in no event will the total compensationand reimbursement to be paid hereunder exceed the sum of Two Hundred Seventy-Five Thousanddollars and No cents ($275,000.00) for all services rendered. By Task Order or Task OrderAmendment, the County and Contractor may reallocate the budget among project tasks if the total budget amount remains unchanged. Contractor shall invoice for the project monthly based on hours worked, with payment expected within thirty (30) days of invoice, but any payment by the Countymay be offset by any amount the Contractor owes the County for any reason. 12233150.572000 Master Service Agreement #: 060.21 Rev: 2018-10-10 btf 2 Any invoices not sent in the following manner may have payment delayed. All invoices for this Task Order shall reference Task Order A-5 and Wastewater Treatment Plant Permitting and Preliminary Design. Invoices shall be sent electronically in PDF format to Gerald.Fielding@PitkinCounty.com & Romany.Iacono@PitkinCounty.com. 3. Pitkin County’s Obligations. Pitkin County shall administer this contract through a County Representative. G.R. Fielding, Pitkin County Engineer will manage the project as the County’s Representative. The services provided and products delivered by the Contractor under this contract will be subject to review by the County’s Representatives, or a designee, for compliance with Contractor’s obligations prior to final payment. 4. Formation of Task Order. This Task Order is issued in accordance with the provisions of the Agreement. Contractor agrees to provide services subject to the terms of this Task Order and for the avoidance of doubt this Task Order consists of the terms set out in the Agreement. In all other respects the Agreement is in full force and effect and remains unchanged by this Task Order. JVA, INC. ________________________________________________ !#VENDOR SIGNATURE#! Date PITKIN COUNTY, COLORADO ________________________________________________ !#DEPARTMENT REPRESENTATIVE#!Date Aug-01-2022 Gerald Fielding County Engineer Aug-01-2022 Cooper Best Regional Manager June 30, 2022 Mr. G.R. Fielding, Pitkin County Engineer Pitkin County Public Works 76 Service Center Road Aspen, CO 81611 RE: Pitkin County Wastewater Treatment Plant Permitting and Preliminary Design – Letter Agreement for Engineering Services JVA Job No. 1128e Dear G.R.: JVA, Inc. (JVA) is pleased to present this letter agreement to Pitkin County (County) for permitting and preliminary design services for the Wastewater Treatment Plant (WWTP) project located at Phillips Mobile Home Park (Phillips MHP, Park). JVA worked with the County to complete the Wastewater Treatment Alternatives Analysis in 2021 and has provided recommendations to meet future effluent limits and capacity requirements for the Park’s growth. Due to the aging infrastructure of the existing onsite wastewater treatment systems and the limited treatment capabilities, a new mechanical wastewater treatment plant was recommended. This letter outlines the engineering effort to develop 30 percent design for the WWTP. JVA anticipates this level of design will enable the County to move forward with an alternative project delivery, Construction Manager At-Risk (CMAR), to move towards final design. The benefit of CMAR over a traditional design-bid-build approach is the establishment of a Guaranteed Maximum Price (GMP) before design completion and bringing the contractor into the project team to realize efficiencies with design and constructability to meet the GMP. Our design includes solids management for the new WWTP. The following detailed scope of work has been developed based on conversations with County staff and our knowledge of the Park’s growth. JVA anticipates attending bi-weekly meetings with the County during the preliminary design as well as a few meetings with stakeholders and the County’s selected architect. SCOPE OF WORK Task 1 – Surface Water Discharge Permit, Site Application, and Engineering Report A.On behalf of the County, JVA will apply for a COG590 100:1 Surface Water Discharge Permit from CDPHE for discharge to the Roaring Fork River. JVA will prepare andsubmit a Site Application in accordance with CDPHE Regulation 22 for a NewWastewater Treatment Plant. The Site Application will be accompanied by anEngineering Report which will follow the Site Application Checklist. This report will incorporate the review agency’s criteria in an organized manner in order to minimize questions and provide for a timely review of the report. The Site Application will includeproposed flow and loading, general treatment process description, the plan for treatingwastewater during construction, and plan for switching to the new plant uponconstruction completion. JVA will utilize the flow and loading information from previous efforts to minimize rework and reduce time and cost. Pitkin County is required Attachment A Pitkin County Wastewater Treatment Plant Design Engineering Design Services June 30, 2022 2 of 3 to sign off on the Site Application. CDPHE also requires a fee to review the Site Application. JVA will request this fee from the state immediately after project kickoff. This fee will be paid directly by the County to CDPHE. B. The Site Application effort will include attending pre-application meetings with CDPHE and completing the checklists to speed the approval process. JVA will attend the necessary review meetings with County staff and a County Council meeting to receive the necessary public approvals. If there are additional review or major revisions due to non-engineering issues, JVA will continue the process on a time and materials basis, billing at our hourly rate schedule. C. Since a new plant is being constructed, an Environmental Assessment (EA) will likely be required. JVA will assist the County in this effort but anticipates that a desktop EA will satisfy the requirements, as all new construction will be on the existing site. The EA will include a detailed assessment of environmental impacts associated with the project. Task 2 – Process Design Report and 30% Design A. JVA will develop the initial design concepts for the new WWTP. JVA will evaluate engineering constraints including hydraulic profile information for the treatment process. JVA will proceed with the initial design of a WWTP that will meet the necessary design criteria as identified by CDPHE WPC-DR-1, Design Criteria for Wastewater Treatment Facilities or alternative technology approval letter(s), if applicable. B. JVA will prepare the Process Design Report (PDR) for approval for CDPHE. This effort will include attending pre-application meetings and completing the checklists to speed the approval process. C. At the 30 percent design level, JVA will produce the process and instrumentation diagram with design criteria, hydraulic profile, site grading plan and piping layout, initial process plans. D. JVA will assist the County with solicitation of the Pre-Selection of the Process Equipment to secure pricing and aid in the design. E. Two design review and progress meetings with the County and subconsultants are anticipated. F. JVA will provide a detailed 30 percent opinion of probable cost. Task 3 – CMAR Selection A. Once 30 percent Drawings have been completed, JVA will solicit competitive bids from qualified contractors to enter into a Construction Manager at Risk (CMAR) agreement with the County. The solicitation will include a Request for Proposal requiring contractors to submit a total design phase fee, construction phase cost margins for overhead and profit and other markups as a percent of construction, and a lump sum cost for general conditions. B. JVA will review all proposals and qualifications, prepare a bid tabulation, check references, and provide the County with a Letter of Recommendation. The selected Contractor will be contracted directly with the County. JVA will submit a separate proposal for final design after CMAR selection. Pitkin County Wastewater Treatment Plant Design Engineering Design Services June 30, 2022 3 of 3 BASIS OF PAYMENT JVA proposes to complete the proposed scope of work for the lump sum fee of $275,000. The basis of payment will be monthly billings based on the percentage of lump sum completed to date, plus reimbursable expenses. A detailed work breakdown structure is included with this agreement. Basic Engineering Services General Permit, Site Application and Engineering Report $ 75,000 Process Design Report and 30% Design $190,000 CMAR Selection $ 10,000 TOTAL LUMP SUM FEE $ 275,000 The fees are based upon the above assumptions and discussions with County staff to date. Services resulting from significant changes to the project scope will be considered additional services and may require extension of time scheduled for JVA’s work. This proposed fee does not include water quality sampling, final design, CDPHE review fees, construction documents, bidding or construction administration services. SCHEDULE After receipt of a notice to proceed with the scope of work, JVA will begin work immediately and provide the County with a detailed project schedule. If you are in agreement with this proposal, please indicate by signing below and returning a copy to our office, confirming our authorization to proceed. We greatly value our relationship with the County and look forward to continuing to serve the Pitkin County on this important project. Sincerely, JVA, INCORPORATED By: ____________________________________ Cooper Best, P.E. Senior Project Manager Accepted by: PITKIN COUNTY _________________________________ _________________________________ Title Date Pitkin County MHP Wastewater HRS $REIMBURSABLES SUBCONSULTANTS EXPENSE LINE ITEM HRS SUBTOTAL HRS SUBTOTAL HRS SUBTOTAL HRS SUBTOTAL HRS SUBTOTAL HRS SUBTOTAL SUBTOTAL Task 1 - General Permit 2 $440 15 $2,760 40 $5,760 65 $7,800 4 $512 126 $17,272 $17,272 Site Application 2 $440 20 $3,680 60 $8,640 80 $9,600 20 $2,560 182 $24,920 $1,000 $1,000 $25,920 Engineering Report 2 $440 30 $5,520 60 $8,640 80 $9,600 20 $2,560 192 $26,760 $5,000 $5,000 $31,760 SUBTOTAL 6 $1,320 65 $11,960 160 $23,040 225 $27,000 44 $5,632 500 $68,952 $6,000 $1,000 $75,000 Task 2 - Process Design Report 2 $440 30 $5,520 60 $8,640 111 $13,320 40 $5,120 243 $33,040 $33,040 30% Drawings & Specifications 10 $2,200 45 $8,280 100 $14,400 125 $15,000 260 $33,280 175 $28,700 715 $101,860 $45,000 $49,500 $151,360 30% OPC 1 $220 3 $552 10 $1,440 20 $2,400 6 $984 40 $5,596 $5,596 SUBTOTAL 13 $2,860 78 $14,352 170 $24,480 256 $30,720 300 $38,400 181 $29,684 998 $140,496 $45,000 $49,500 $190,000 Task 3 - CMAR RFP 2 $440 4 $736 6 $864 22 $2,640 34 $4,680 $4,680 CMAR Selection 8 $1,760 8 $1,472 8 $1,152 8 $960 32 $5,344 $5,344 SUBTOTAL 10 $2,200 12 $2,208 14 $2,016 30 $3,600 66 $10,024 $10,000 $275,000 $220/hour 6/30/2022 DESCRIPTION OF SERVICES Principal Kevin A. Tone TOTAL COSTS(Rounded to Nearest 100) TOTAL SUBTOTAL LABOR COSTSAdam J. Teunissen $164/hour Sr. Project Manager Cooper D. Best $184/hour Snr Project Enginer James R. Cochran $144/hour Design Engineer Emily Godi $120/hour Structural EngineerCAD Designer Logan Getter $128/hour Rev. 2018-10-10 btf NOTICE TO PROCEED DATE: 7/29/2022 TO: JVA, Incorporated 817 Colorado Avenue, Suite 301 Glenwood Springs, CO 81601 FROM: Pitkin County 530 E. Main St., Suite 302 Aspen, Colorado 81611 JVA, Incorporated is hereby authorized to proceed on 7/29/2022 or within ten (10) consecutive calendar days thereafter, with the work covered by Pitkin County Contract # 060.21 A-5. The work must be coordinated with Gerald Fielding, County Engineer at 970-920-5206 or Gerald.Fielding@PitkinCounty.com. PITKIN COUNTY _________________________________________________ !#DEPARTMENT REPRESENTATIVE#!Date Attachment B Certificate Of Completion Envelope Id: BEB25C80DB8F45978FBD028A239FA303 Status: Completed Subject: JVA, Inc. | Pitkin County Task Order 060.21 A-5 R.1 for Review and Signature Source Envelope: Document Pages: 8 Signatures: 2 Envelope Originator: Certificate Pages: 5 Initials: 0 Pitkin County Procurement AutoNav: Enabled EnvelopeId Stamping: Disabled Time Zone: (UTC-07:00) Mountain Time (US & Canada) 530 East Main Street Suite 203 Aspen, CO 81611 Procurement@PitkinCounty.com IP Address: 216.147.121.116 Record Tracking Status: Original 7/29/2022 12:34:40 PM Holder: Pitkin County Procurement Procurement@PitkinCounty.com Location: DocuSign Signer Events Signature Timestamp Connie Baker connie.baker@pitkincounty.com Budget Director Pitkin County Security Level: Email, Account Authentication (None) Completed Using IP Address: 67.223.175.42 Sent: 7/29/2022 12:44:51 PM Viewed: 7/29/2022 3:27:39 PM Signed: 7/29/2022 3:27:49 PM Electronic Record and Signature Disclosure: Not Offered via DocuSign Gerald Fielding gerald.fielding@pitkincounty.com County Engineer Pitkin County Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 162.246.199.60 Sent: 7/29/2022 3:27:51 PM Viewed: 8/1/2022 8:14:29 AM Signed: 8/1/2022 8:16:34 AM Electronic Record and Signature Disclosure: Accepted: 5/4/2020 2:25:51 PM ID: 119874e5-b793-4ad0-a348-718953f54cfb Company Name: Pitkin County, Colorado Cooper Best cbest@jvajva.com Regional Manager Security Level: Email, Account Authentication (None)Signature Adoption: Pre-selected Style Using IP Address: 204.131.101.226 Sent: 8/1/2022 8:16:36 AM Viewed: 8/1/2022 8:45:42 AM Signed: 8/1/2022 8:46:05 AM Electronic Record and Signature Disclosure: Accepted: 8/1/2022 8:45:42 AM ID: f00c6191-4c0a-4e0a-9d39-fc75daa24e14 Company Name: Pitkin County, Colorado In Person Signer Events Signature Timestamp Editor Delivery Events Status Timestamp Agent Delivery Events Status Timestamp Intermediary Delivery Events Status Timestamp Certified Delivery Events Status Timestamp Carbon Copy Events Status Timestamp Pitkin County Procurement procurement@pitkincounty.com Procurement Manager Pitkin County Security Level: Email, Account Authentication (None) Sent: 8/1/2022 8:46:06 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign Accounts Payable AP@pitkincounty.com Accounts Payable Pitkin County Security Level: Email, Account Authentication (None) Sent: 8/1/2022 8:46:06 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign Witness Events Signature Timestamp Notary Events Signature Timestamp Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 7/29/2022 12:44:51 PM Certified Delivered Security Checked 8/1/2022 8:45:42 AM Signing Complete Security Checked 8/1/2022 8:46:05 AM Completed Security Checked 8/1/2022 8:46:06 AM Payment Events Status Timestamps Electronic Record and Signature Disclosure ELECTRONIC RECORD AND SIGNATURE DISCLOSURE From time to time, Pitkin County (we, us or Pitkin County) may be required by law to provide you with certain written notices or disclosures. 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