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HomeMy WebLinkAboutbocc.con.amended.060.21 A-98/30/2021 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: $ 273,750.00 $ - $ - $ 273,750.00 Engineering & Transportation Task Order to provide final design services for the final design services and bid documents for the Phillips Mobile Home Park water treatment plant. Original Contract Amount Previous Change Order/Amendment Amount This Change order/Amendment amount Contract Total No Water Treatment Plant Bid Documents JVA, Inc $ 273,750.00 Additional Budget Line Item(s) (Please fully allocate New Contract Total) $ - $ - $ - $ 273,750.00 Formal Services/Maintenance 7/2/2024 12/31/2025 Task Order 060.21 A-9 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: Water Treatment Plant Bid Documents Task Order Number: A-9 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: WATER TREATMENT PLANT BID DOCUMENTS START DATE: July 2, 2024 END DATE: December 31, 2025 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 final design services and bid documents described in the attached letter agreement (“Attachment A”) for the water treatment plant and water storage project. 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 Seventy-Three Thousand Seven Hundred Fifty dollars and Zero cents ($273,750.00) 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. Any invoices not sent in the following manner may have payment delayed. All invoices for this Task Order shall reference Task Order A-9 and Water Treatment Plant Bid Documents. Invoices shall be sent electronically in PDF format to Gerald.Fielding@PitkinCounty.com & Romany.Iacono@PitkinCounty.com. Master Service Agreement #: 060.21 Rev: 2018-10-10 btf 2 3. Pitkin County’s Obligations. Pitkin County shall administer this contract through a County Representative. G.R. Fielding, Construction and Asset 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 County Engineer Jul-08-2024 Gerald Fielding Jul-08-2024 Regional Manager Cooper Best May 14, 2024 Mr. G.R. Fielding, P.E. Construction and Asset Director Pitkin County Public Works 530 E. Main St., Suite 302 Aspen, CO 81611 RE: Phillips MHP Water Treatment Plant Bid Documents – 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 final design services for the Water Treatment Plant (WTP) and water storage project located at Phillips Mobile Home Park (Phillips MHP, Park). JVA worked with the County to complete the Basis of Design Report (BDR) that includes the preliminary WTP and storage tank drawings and specifications. The BDR was submitted to the Colorado Department of Public Health and Environment (CDPHE) on May 9, 2024, and we are ready to move forward with the County for final design and permitting of the WTP and water storage design. Additionally, JVA will be working with Bishop Brogdon and Associates (BBA) to evaluate the proposed locations of the new wells that will be drilled as part of this project and Bighorn Engineering for the required mechanical design. Electrical, controls, and structural design will be performed by JVA. This letter outlines the engineering effort to develop final bid documents for the WTP and water storage tank. JVA anticipates a traditional bid package for this project. We also anticipate the water and wastewater designs being bid together, but having their own specific plans and specifications respectively. JVA understands the County would like to start construction sometime in the Spring of 2025. The start of this work is dependent on CDPHE approval of the water system, which JVA will be tracking as part of this design phase. The following detailed scope of work has been developed based on conversations with County staff and our knowledge of the current proposed development. JVA will continue to conduct biweekly meetings with the County throughout the duration of the project. SCOPE OF SERVICES Task 1 – 90% Design Documents A. Prepare a 90% design package for submission to the County for review. It will include the following updated documents: •WTP and storage tank drawings and specifications •Process flow diagram •Hydraulic profile Attachment A Pitkin County Water Treatment Plan Design Engineering Design Services May 14, 2024 Page 2 of 3 • Proposed well locations • Structural, electrical, and mechanical drawings and specifications • Capacity and design calculations • Residuals handling plan • Operation plan • Equipment quotes B. Coordination with BBA (a County subcontractor) to help determine the preferred locations of the new wells. JVA will also coordinate with the County’s geotechnical engineer regarding the soil nail wall required for the construction of the water storage tank. C. Coordinate with Bighorn Engineering for the mechanical design of the water treatment plant. Mechanical drawings are included in this scope of work. D. Perform our final water modeling analysis during this phase of work and incorporate the results into our design and specifications. E. Provide an updated OPC to the County for review. F. A 90% design workshop will be conducted and facilitated by JVA. During this workshop, JVA will review the design package with the County and incorporate any comments into the bid documents. G. Respond to CDPHE questions regarding the BDR, which includes the preliminary plans and specifications and help coordinate permit approval. JVA will incorporate CDPHE comments into the bid documents. H. Coordination with civil engineer on utilities, tie-in points, tank and WTP access, etc. I. Continue our coordination with the County and their design team through this stage of design. Task 2 – Bid Documents A. JVA understands a traditional design, bid, build process will be used for this project. Final drawings and specifications will be completed accordingly. B. Comments from the 90% review meeting with the County will be incorporated into the final documents as needed. C. CDPHE BDR review comments will be incorporated into the final documents as needed. D. Final process, structural, mechanical, and electrical drawings and specifications will be combined into one bid package and submitted to the County. BASIS OF PAYMENT JVA proposes to complete the proposed scope of work for the lump sum fee of $267,250. The basis of payment will be monthly billings based on the percentage of lump sum completed to date, plus standard reimbursable expenses of mileage, printing and express delivery. Pitkin County Water Treatment Plan Design Engineering Design Services May 14, 2024 Page 3 of 3 Basic Engineering Services 90% Design $234,000 Bid Documents $ 39,750 TOTAL LUMP SUM FEE $273,750 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 survey, environmental assessments or reports, CDPHE review fees, 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 Pitkin County on this important project. Sincerely, JVA, INCORPORATED By: __________________________________ Adam Racette, P.E. Senior Project Manager Accepted by: PITKIN COUNTY _________________________________ _________________________________ Title Date Certificate Of Completion Envelope Id: C6E9E28D61DC4136BFDBF9C0145DFAFF Status: Completed Subject: JVA, Inc. | Pitkin County Task Order 060.21 A-9 for Review and Signature Source Envelope: Document Pages: 6 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: 69.170.199.221 Record Tracking Status: Original 7/2/2024 12:24:30 PM Holder: Pitkin County Procurement Procurement@PitkinCounty.com Location: DocuSign Signer Events Signature Timestamp 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: 7/2/2024 12:25:30 PM Viewed: 7/8/2024 1:45:51 PM Signed: 7/8/2024 1:46:02 PM Electronic Record and Signature Disclosure: Not Offered via DocuSign 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: 7/8/2024 1:46:03 PM Viewed: 7/8/2024 2:43:36 PM Signed: 7/8/2024 2:43:54 PM Electronic Record and Signature Disclosure: Accepted: 7/8/2024 2:43:36 PM ID: 730fd697-6b9c-4d71-a28f-ccce450ccb44 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 Specialist Pitkin County Security Level: Email, Account Authentication (None) Sent: 7/8/2024 2:43:55 PM Electronic Record and Signature Disclosure: Not Offered via DocuSign Carbon Copy Events Status Timestamp Accounts Payable AP@pitkincounty.com Accounts Payable Pitkin County Security Level: Email, Account Authentication (None) Sent: 7/8/2024 2:43:56 PM Electronic Record and Signature Disclosure: Not Offered via DocuSign Miosha Wauneka miosha.wauneka@pitkincounty.com Security Level: Email, Account Authentication (None) Sent: 7/8/2024 2:43:57 PM Electronic Record and Signature Disclosure: Accepted: 9/19/2022 6:19:48 AM ID: f9e9d817-3b89-43d1-bf19-74b12e5e7658 Company Name: Pitkin County, Colorado Witness Events Signature Timestamp Notary Events Signature Timestamp Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 7/2/2024 12:25:30 PM Certified Delivered Security Checked 7/8/2024 2:43:36 PM Signing Complete Security Checked 7/8/2024 2:43:54 PM Completed Security Checked 7/8/2024 2:43:57 PM 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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