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HomeMy WebLinkAboutbocc.con.amended.060.21 A-78/30/2021 CDD Contract Information Contract Number Project Name Contractor Budget Line Item 12233150.531000.10007 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: $ 257,000.00 $ - $ - $ 257,000.00 Engineering & Transportation Task Order to provide preliminary grading and investigate drainage issues related to the existing site based on any proposed changes to the layout from the architectural disciplines. Original Contract Amount Previous Change Order/Amendment Amount This Change order/Amendment amount Contract Total No Civil Site Design JVA, Inc $ 257,000.00 Additional Budget Line Item(s) (Please fully allocate New Contract Total) $ - $ - $ - $ 257,000.00 Formal Services/Maintenance 10/25/2022 12/31/2023 Task Order 060.21 A-7 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 Master Service Agreement #: 060.21 Rev: 2018-10-10 btf 1 TASK ORDER Task Order/Project Name: Civil Site Design Task Order Number: A-7 Task Order Budget Line Item: 12233150.531000.10007 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: CIVIL SITE DESIGN START DATE: October 25, 2022 END DATE: December 31, 2023 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 services described in the attached letter agreement (“Attachment A”) to provide preliminary grading and investigate drainage issues related to the existing site based on any proposed changes to the layout from the architectural disciplines. JVA will also provide preliminary design of service extensions and connections to the proposed water and wastewater systems. 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 compensation and reimbursement to be paid hereunder exceed the sum of Two Hundred Fifty-Seven Thousand dollars and Zero cents ($257,000.00) for all services rendered. By Task Order or Task Order Amendment, 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 County may be offset by any amount the Contractor owes the County for any reason. 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-7 and Civil Site 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, Engineering and Construction Director 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 Oct-25-2022 Engineering and Construction Director Gerald Fielding Nov-01-2022 Senior Project Manager JR Spung September 7, 2022 Mr. Gerald Fielding, County Engineer Pitkin County 530 East Main Aspen, CO 81611 Reference: Pitkin County Phillips Mobile Home Park Civil Subconsultant Services – Task Order for Civil Engineering Subconsultant Services to the Selected Architect Dear GR: JVA, Inc. (JVA) is pleased to submit our proposal to Pitkin County for engineering services related to the civil subconsultant services for the Pitkin County Phillips Mobile Home Park. JVA worked on conceptual infrastructure design and understands the County has selected an architect to progress the design. The scope of work for this proposal is to work with the selected architect to design the infrastructure improvements around the proposed buildings. The proposed site sits along both sides of Lower River Road and the Rio Grande Trail in Pitkin County. The Cerise Ditch also bisects the east parcel. There are 30 existing mobile homes on the east parcel and one single family home on the west parcel. Pitkin County is proposing to redesign the access to the north end of the existing mobile homes and are planning on relocating at least two mobile homes that are currently within the debris flow channel on the north end of the site. Any relocated mobile homes will be set to the south of the existing homes onsite. A new access for these relocated mobile homes will be required and this new driveway will also provide access to the proposed multi-family units east and up the hill from the southern half of the existing mobile homes. The grade in this area is fairly steep and retaining walls will most likely be required. JVA will design all these accesses to meet fire truck turnaround requirements. The initial layout proposed 17 multi-family units east and uphill of the Cerise Ditch. The County is now contemplating adding additional units in the pasture along Lower River Road. Layout of water and sewer main extensions from the proposed water tank and wastewater treatment system will be provided. Layout of dry utility (electric, gas and communication) extensions will also be shown for coordination. Based on our experience, we anticipate the utility companies will perform their own final design and the installation will be coordinated by the contractor. JVA will provide grading design and investigate drainage issues related to the existing site, and work with architectural disciplines for site layout. JVA will design the onsite drainage systems, and coordinate with the design team for sizing and location of drainage structures including any required stormwater detention and/or water quality enhancement facilities. Pitkin County Phillips MHP Civil Engineering September 7, 2022 Page 2 of 5 There are two debris channels located on the existing site. The previously noted one on the north end of the east parcel and another one towards the south end of the east parcel. From a technical memo from Tetra Tech dated May 26, 2020, these two debris channels have been preliminarily analyzed by Tetra Tech. Part of this scope of work is for Tetra Tech to finalize the debris flow analysis for existing conditions which will in turn be used to define building footprint areas generally outside of the debris flow limits. Tetra Tech’s proposal is attached to this document. Areas of debris flow to avoid and design and sizing of channels or infrastructure is included in this scope of work. SCOPE OF WORK Outlined below are key tasks and deliverables for the proposed scope of work. These task are based on the RFP for Architectural Services for the Affordable Housing Project at Phillips Mobile Home Park issued on May 13, 2022. Because the number of proposed units and phases of design are still unknown, fees for the Conceptual Design phase have been provided, but a range of have been provided for future phases of design. Conceptual Design 1. JVA will provide preliminary grading and investigate drainage issues related to the existing site based on any proposed changes to the layout from the architectural disciplines. We will also provide preliminary design of service extensions and connections to the proposed water and wastewater systems. The water and wastewater system designs are covered under a different scope of work through JVA’s environmental design team. 2. We have assumed that detailed site survey and topography will be provided by others. At this time, we will request any additional surveying efforts and determine the need for additional geotechnical studies. JVA will gladly assist the owner with obtaining an updated boundary/design survey, geotechnical report, and traffic study. 3. JVA will produce the conceptual design plans and narrative, including rough earthwork calculations, required for this phase of design. Weekly team coordination meetings, one charette meeting and one Owner review is anticipated. Schematic Design 4. JVA will refine the grading to the one-foot contour interval. JVA will design the onsite drainage systems, and coordinate with the design team for sizing and location of drainage structures, including roof, courtyard and foundation drain outfall connections. JVA will refine the layout of the site access and parking areas. We assume the architectural disciplines will address layout and grading at detailed plaza areas and other special site features. 5. JVA will coordinate with the local review agencies, including the Roaring Fork Fire Rescue fire department. Private onsite water and sewer services to the buildings and main extensions will be coordinated with the internal JVA environmental design team. We have assumed that the Fire Department will also require review of the proposed facilities and hydrant locations. Pitkin County Phillips MHP Civil Engineering September 7, 2022 Page 3 of 5 6. JVA will produce the schematic design plans and specifications. We will update the preliminary earthwork calculations with the more refined grading where applicable. JVA will provide quantities and opinions of probable costs for civil engineering components. Weekly coordination meetings with the CLIENT and other project team members are anticipated. Design Development/Land Use Process 7. JVA will assist the CLIENT with the PITKIN COUNTY review process. We assume the CLIENT or owner will complete applications and pay submittal fees. JVA will submit review drawings for grading & drainage, erosion control, and utilities. JVA will prepare and submit the Final Drainage Report as required by the municipality. We have assumed that this report will address site drainage system design and erosion control issues. Based on our understanding of the site, design of stormwater detention and water quality enhancement facilities are included. Water and sewer will be prepared by JVA environmental approved by CDPHE. Construction Documents 8. JVA will continue to refine the grading from the design development to the final grading required on the site with critical spot elevations provided. Storm sewer inlets, piping, grass-lined swales and drainage features will be designed. Estimated earthwork calculations are anticipated. 9. The water and sanitary sewer connections for the building will also be detailed in this phase Utility profiles will be provided. We will coordinate with mechanical engineer and landscape architect for service taps and meters. JVA will assist owner in the easement process by delineating easements and provided easement CAD files. We assume a licensed land surveyor will produce all required easement legal descriptions and exhibits, and the owner will coordinate the easement submittal process. 10. CLIENT and project mechanical/electrical/plumbing engineer will make contact with gas, electric, telephone, data and other non-municipal utility companies with regard to the utility service extensions, realignment, load sizing, building entry points, and/or undergrounding of said utilities. JVA will work with the CLIENT and design team for related site coordination. JVA will show these non-municipal utilities on our preliminary and final engineering plans based on design information provided by others. Based on our experience, we anticipate the utility companies will perform their own final design and the installation will be coordinated by the contractor. 11. JVA will finalize the design of the sidewalk, parking and access drive extensions for the site and produce a horizontal control plan with signage and striping. We anticipate receiving pavement design criteria from the project's geotechnical consultant. 12. JVA anticipates that the architect, mechanical engineer and/or landscape architect will perform the required design for internal building features including internal roof drains, perimeter and underslab drains, internal plaza areas, internal/below-grade parking areas, sump/pump pits, etc., and that JVA will provide support to these efforts by coordinating exterior connections to adjacent utilities from these internal designs. Perimeter/underdrain and groundwater remediation design and support are not included at this time. Pitkin County Phillips MHP Civil Engineering September 7, 2022 Page 4 of 5 13. JVA will produce the construction plans, technical specifications for pertinent civil engineering sections, and applicable reports, and update the construction opinion of probable cost. We will attend weekly coordination meetings with CLIENT and other project team members to complete the document review process. Bid and Construction Phase Services 14. Bid phase services include attendance at the prebid meeting and addendum preparation. Services during construction comprise of the review of product submittals, change order documentation, and response to contractor information requests for civil engineering related items. Any combination of six site meetings (construction kick-off meeting, site observation visits, and/or punchlist meeting) will also be included during the work progress. Construction record drawings will be produced from contractor submitted records. We have assumed that the CLIENT will provide the lead on all the bidding and construction services for this project. Subconsultant Services 15. DEBRIS FLOW: Tetra Tech has provided a proposal to provide the debris flow study for the project. Tetra Tech provided a preliminary debris flow report in 2020. The scope of work for this study is finalize that report and provide final locations, channel and infrastructure sizes for the debris flows on this project site. BASIS OF PAYMENT The basis of payment for the scope of work described above will be monthly billings based on the percentage of lump sum completed to date including reimbursable expenses. Standard reimbursable expenses including mileage, shipping and printing are included. Airfare, car rental, meals and lodging are considered extra and shall be billed at 1.1 times direct cost. This amount will not be exceeded without written authorization of the CLIENT. Basic Civil Engineering Services Conceptual Design $ 17,500 Debris Flow Subconsultant $ 33,000 TOTAL LUMP SUM FEE $ 50,500 Pitkin County Phillips MHP Civil Engineering September 7, 2022 Page 5 of 5 Note: The exact scope of work is not known at this early stage of the project. The number of proposed units has not been finalized and the infrastructure required to design these additional units would greatly affect the design fees for the project. A preliminary budget range is included for your use. Note that this is our best guess at this time and the actual ranges may vary: Schematic Design $ 22,000 - $ 45,000 Design Development $ 30,000 - $ 68,000 Construction Documents $ 50,000 - $ 90,000 Bid and Construction Services $ 12,000 - $ 24,000 Exclusions: Services resulting from significant changes to the project scope, significant bid alternate design, rezoning/replatting, and significant site plan changes and additional design work or plans related to field conditions or contractor issues after plans are complete that could not have been reasonably foreseen may require extension of the time scheduled for our work and additional fees. Additional municipal submittals or public hearings required for planning department review and approval will be considered additional services may require extension of the time scheduled for our work and additional fees. SCHEDULE JVA anticipates aligning our deliverable schedule with the selected architect. We appreciate the opportunity to work with the County on this important project. If you have any questions about this letter or the scope described herein, please do not hesitate to contact me. Sincerely, _____________________________ J.R. Spung, P.E. Senior Project Manager/Regional Engineering Manager Attachments: Tetra Tech Philips Mobile Home Park Debris Flow Analysis Scope of Work Accepted by: PITKIN COUNTY ______________________________ Title Date Phillips Mobile Home Park Debris Flow Analysis August 2022 Phillips Mobile Home Park Mudflow Hazard Overview Page 1 SCOPE OF WORK Pitkin County is preparing a site plan for the Phillips Mobile Home Park (Project). The property is located along the Roaring Fork River, east of Highway 82, approximately 10 miles north of Aspen, Colorado. The property boundary spans both the east and west sides of the river, however, little or no redevelopment is proposed on the west side. The eastern part of the project area is located on several alluvial fan deposits as shown on the Geological Map of the Woody Creek Quadrangle published by the Colorado Geological Survey (CGS) (USGS GQ-967 1). Three site plan options for the Project were developed by DHM Design dated December 12, 2018. These plans showed three levels of density and the potential relocation of four mobile home sites from the west side of the Roaring Fork River to the east side. The site plan options were the basis for a preliminary mudflow hazard evaluation (see Draft Technical Memorandum from Tetra Tech (Tetra Tech, 2019) to SGM December 3, 2019). We understand it is the desire of Pitkin County to complete the mudflow analysis ahead of, or in concert with the development of the final site plan. The purpose of this scope of work is to prepare a mudflow analysis for existing conditions which will in turn be used to define building footprint areas generally outside of the mudflow limits. To accomplish this the following tasks are proposed. Task 1. Utilize the representative clear-water flood hydrographs for the 2-hour 25-year event and 2-hour 100-year peak flow rainfall event developed by Tetra Tech in the preliminary mudflow hazard evaluation. The flood hydrographs were developed using the HEC-HMS hydrologic modeling software and existing available soils mapping. Task2: Develop a hydraulic model for existing conditions using the FLO-2D software program that was specifically developed to evaluate mudflows. The model will include the north and middle basins. For purposes of this scope of work and fee estimate it is assumed that GIS files of the existing topographic mapping shown on the preliminary site plans will be available electronically for use in the FLO-2D model. If additional survey data is required, this will be discussed with and provided by the property owner and owner’s representative. It is anticipated that the FLO-2D model will have a grid size on the order of 10 to 25 feet. Task 3. Representative inflow hydrographs will be developed and input into the debris flow models. The model will be run over the 2-hour 25-year event and 2-hour 100-year event. The FLO- 2D model output for the existing condition will be mapped to show the extents and depths of the debris flow. This mapping will be provided electronically to Pitkin County for use in developing a site plan. Tetra Tech will also provide direction for site plan development including the following:  Summarize guidelines, criteria and recommendations for development on active alluvial fans as required by Pitkin County, FEMA, the Colorado Geological Survey, and other communities with mud and debris flow regulations.  Identify potential flood hazards areas utilizing guidelines presented in FLO-2D, which uses the ‘Swiss Method’ adapted from OFEE et al. 1997 and assigns a flood hazard index (FHI) of low, medium and high as a function of flow depth and velocity on active alluvial fans.  Develop preliminary recommendations regarding channel location and dimensions, culvert locations and sizes, and guidelines on building locations and first floor elevations. Phillips Mobile Home Park Debris Flow Analysis August 2022 Phillips Mobile Home Park Mudflow Hazard Overview Page 2 Task 4: For purposes of this scope of work and fee estimate we are assuming once the site plan is developed and overlaid with the mudflow boundaries, a revised FLO2D model will be executed to reflect site improvements. Thus, two additional model runs are proposed in order to refine the site plan to reflect recommendations and prepare the final proposed conditions model. Task 5: Prepare a summary report and include written recommendations developed from Task 3 and informed in Task 4 including limits of development on the site plan to avoid a debris flow event, building freeboard requirements (typically height above finished grade adjacent to structures, and culvert and channel recommendations. For purposes of this scope of work Tetra Tech is assuming the preliminary site plan and proposed grading will be completed by others and provided by Pitkin County as well as CAD files for use in developing the terrain model for both existing and proposed conditions. QUALIFICATION OF SERVICES This scope of work is for debris flow hazard characterization of existing conditions only and does not include geotechnical analysis of slope stability, rock fall hazard, floodplain, or specific design of mitigation features. In addition, the scope of work and fee estimate assume grading plans and site layout of proposed conditions will be provided by Pitkin County. FEE ESTIMATE AND SCHEDULE Fees for this proposal are based on a lump sum contract for a total cost of $30,000. Tetra Tech’s rates increase by 3% on January 1, 2023, and there will be a commensurate increase in project cost should the project extend into 2023. 1 Existing conditions model parameters $ 644 2 Hydrology, 25 and 100 yr $ 570 3 FLO-2D Model Development $ 3,286 4 Existing Conditions Model $ 7,408 5 Proposed Conditions Model w/2 iterations $ 10,856 6 Technical Report $ 7,236 Total Hours TOTAL COST $ 30,000 Task Description Total by Task Rev. 2018-10-10 btf NOTICE TO PROCEED DATE: 10/25/2022 TO: JVA, Inc 817 Colorado Avenue, Suite 301 Aspen, CO 81611 FROM: Pitkin County 530 E. Main St., Suite 302 Aspen, Colorado 81611 JVA, Inc is hereby authorized to proceed on 10/25/2022 or within ten (10) consecutive calendar days thereafter, with the work covered by Pitkin County Contract # 060.21 A-7. The work must be coordinated with Gerald Fielding, Engineering and Construction Director at 970-920-5206 or gerald.fielding@pitkincounty.com. PITKIN COUNTY _________________________________________________ !#DEPARTMENT REPRESENTATIVE#!Date Gerald Fielding Engineering and Construction Director Oct-25-2022 Certificate Of Completion Envelope Id: FD06AD75855645A1B050AF206FB115C1 Status: Completed Subject: JVA, Inc | Pitkin County Task Order 060.21 A-7 for Review and Signature Source Envelope: Document Pages: 11 Signatures: 3 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: 98.50.0.31 Record Tracking Status: Original 10/25/2022 9:20:18 AM Holder: Pitkin County Procurement Procurement@PitkinCounty.com Location: DocuSign Signer Events Signature Timestamp Gerald Fielding gerald.fielding@pitkincounty.com Engineering and Construction Director Pitkin County Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 65.38.144.66 Sent: 10/25/2022 9:24:10 AM Viewed: 10/25/2022 9:28:34 AM Signed: 10/25/2022 12:21:03 PM Electronic Record and Signature Disclosure: Accepted: 5/4/2020 2:25:51 PM ID: 119874e5-b793-4ad0-a348-718953f54cfb Company Name: Pitkin County, Colorado JR Spung jspung@jvajva.com Senior Project Manager Security Level: Email, Account Authentication (None)Signature Adoption: Pre-selected Style Using IP Address: 209.209.96.55 Sent: 10/25/2022 12:21:06 PM Resent: 10/25/2022 12:40:11 PM Viewed: 10/25/2022 12:40:51 PM Signed: 11/1/2022 11:27:25 AM Electronic Record and Signature Disclosure: Accepted: 10/25/2022 12:37:26 PM ID: 39812f6c-061a-44b4-9f82-6b8a6cf8af51 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: 11/1/2022 11:27:27 AM Resent: 11/1/2022 11:27:31 AM Viewed: 11/1/2022 11:48:58 AM Carbon Copy Events Status Timestamp 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: 11/1/2022 11:27:28 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 10/25/2022 9:24:10 AM Certified Delivered Security Checked 10/25/2022 12:40:51 PM Signing Complete Security Checked 11/1/2022 11:27:25 AM Completed Security Checked 11/1/2022 11:27:28 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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