HomeMy WebLinkAboutbocc.con.amended.012.25 C-28/30/2021 CDD
Contract Information
Contract Number
Project Name
Contractor
Budget Line Item 11836362.573000.10065
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 Ted O’Brien County Representative
Phone (970) 429-6130
Provide a brief description of the Contract or Change Order:
Contract Value Summary:
$ 74,500.00
$ -
$ -
$ 74,500.00
012.25 C-2
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
Glassier Homestead Property
SGM Inc.
$ 74,500.00
Additional Budget Line
Item(s)
(Please fully allocate New Contract Total)
$ -
$ -
$ -
$ 74,500.00
Formal
Services/Maintenance
3/24/2025
12/31/2025
Task Order
Open Space & Trails
Task order to provide engineering services for the Glassier Homestead property.
Original Contract Amount
Previous Change Order/Amendment Amount
This Change order/Amendment amount
Contract Total
Master Service Agreement #: 012.25 Rev: 2018-10-10 btf
1
TASK ORDER
Task Order/Project Name: Glassier Homestead Task Order Number: C-2 Task Order Budget Line Item: 11836362.573000.10065
OWNER: CONTRACTOR:
Pitkin County SGM Inc. Ted O'Brien – Open Space and Trails Mike Fowler 530 E Main Street, Suite 202 118 West 6th St., Suite 200 Aspen, CO 81611 Glenwood Springs, CO 81601
Phone: (970) 920-5215 Phone: (970) 384-9075
ted.obrien@pitkincounty.com mikef@sgm-inc.com PROJECT NAME: GLASSIER HOMESTEAD
START DATE: March 24, 2025
END DATE: December 31, 2025 The On-Call Engineering Services (the “Agreement”) dated Agreement Start Date between the Board of County Commissioners of Pitkin County (the “County”) and SGM Inc. 118 West 6th St., Suite 200
Glenwood Springs, CO 81601 (the “Contractor”), shall include the following services.
1. Contractor’s Obligations. See attached scope of work. 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 Seventy-Four Thousand Five Hundred dollars and Zero cents ($74,500.00) 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 C-2 and Glassier Homestead. Invoices shall be sent electronically in PDF format to ted.obrien@pitkincounty.com with a copy to kim.arensdorf@pitkincounty.com.
Master Service Agreement #: 012.25 Rev: 2018-10-10 btf
2
3. Pitkin County’s Obligations. Pitkin County shall administer this contract through a County Representative. Ted O'Brien, Deputy 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. SGM INC. ________________________________________________
!#VENDOR SIGNATURE#! Date PITKIN COUNTY, COLORADO RECOMMENDED FOR APPROVAL:
_________________________________________________ !#DEPARTMENT REPRESENTATIVE#!Date
MANAGER APPROVAL:
________________________________________________ !#COUNTY MANAGER#! Date
Ted O'Brien
Open Space and Trails Deputy Director
Mar-26-2025
Mar-26-2025
Principal
Mike Fowler
Mar-28-2025
County Manager
Jon Peacock
Pitkin County On-Call Engineering Services Master Service Agreement #: 012.25
1
TASK ORDER SCOPE OF WORK AND COST ESTIMATE
Requesting Department: Open Space and Trails
Department Contact: Ted O’Brien
Task Order Name: Glassier Homestead
Task Order Number: 012.25 C-2
Task Order Start Date: 3/24/2025
Task Order End Date: 12/31/2025
SGM Project Manager: Mike Fowler
(970) 945-1004
mikef@sgm-inc.com
1. Contractor’s Obligations.
A. Project Description
This project consists of providing surveying, civil engineering and electrical engineering
services to support the County’s redevelopment of the homestead building and additional
new buildings on the parcel for employee housing. Other services that may be provided, if
requested, include well testing. An initial Scoping phase was used to allow the project team
to visit the site, evaluate existing conditions and develop the scope of work for the design
phase. The attached proposal reflects the final design phases that came out of the scoping
phase.
B. Work Plan
See attached proposal for further information describing the design phase tasks 1-6.
TASK
ESTIMATED
FEE
0. Scoping $2,000
1. PM and Meetings $7,000
2. Survey $14,500
3. Civil Engineering Concept Design $10,500
4. Civil Engineering Final Design $28,000
5. Electrical Engineering Basis of Design $3,000
6. Electrical Engineering Final Design $9,500
Task Order Total $74,500
C. Deliverables
See attached design proposal.
Pitkin County On-Call Engineering Services Master Service Agreement #: 012.25
2
D. Schedule
See attached design proposal.
E. Exclusions and Limitations
See attached design proposal.
2. Compensation and Expenses.
Total compensation and reimbursement to be paid hereunder exceed the sum of:
Seventy-four-thousand-five-hundred dollars and zero cents ($74,500.00) for all services
rendered.
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Pitkin County Glassier Homestead
Survey/Civil/Electrical Scope of Work
Project Information and Assumptions
We understand the following about this project:
· The Glassier homestead includes a historic house, outbuildings, agricultural lease parcels, and
public trails. The property is owned by Pitkin and Eagle counties and under the management of the
Colorado Open Spaces Program.
· The project consists anticipates a typical application process through Eagle County of Land Use
(sketch or concept planning), Permit and CD documentation.
· The historic main home is uninhabitable. Some existing additions are not considered historic.
· The Open Spaces Program wishes to remove the existing additions to the main home, restore it to
a habitable condition, and construct a new addition comprised of dormitories, bathrooms, and an
assembly room.
· The anticipated design path is illustrated on the Schematic Layout dated 2/25/25, identified as
Option B1+ and per our discussions with the Project Architect at our March 5 site visit, we
understand that an additional outbuilding (aka “new barn”) with bathroom, kitchen and laundry
facilities to serve three existing outbuildings that may be rehabilitated into seasonal dry cabins.
The new barn may also include an apartment. The information exchanged on the new barn and
seasonal cabins was only verbal and no plans have been provided.
· The main target site is the existing old homestead and outbuildings.
· The existing pasture areas in the southeast half of the site (past the old barn) are not anticipated to
require civil engineering coordination.
· The following are anticipated to be part of the development of the property:
o Private well (exists but new connection required)
o Septic (OWTS) for 6-8 bedrooms, pending County directives
o Electric
o Propane
o Driveway
o Main house
o Basic outbuildings
· Future phases of construction are anticipated to include a new barn with additional dormitory
space, multiple cabins without kitchens or bathrooms, and a ground mounted PV array. Feasibility
of these future phases should be considered in the electrical service planning, but the buildings will
not be designed as part of this project.
· All structures listed above we anticipate need refined and detailed grading for access, be it
vehicular, pedestrian, or equestrian along with the necessary drainage controls for a manageable
site. This will need to be coordinated well with the design team.
· Mechanical systems will be design-build. The selected mechanical contractor will provide
mechanical design documents to SGM, including mechanical equipment locations and cutsheets
showing the product options to be used.
· Mechanical systems are anticipated to be electric baseboard only, with no cooling.
· No estimated construction budget has been provided.
· Project delivery:
o The project will be submitted under a single permit and a single set of
construction documents.
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Pitkin County Glassier Homestead
Survey/Civil/Electrical Scope of Work
o The project will be designed in accordance with the 2023 NEC, 2021 ICC building codes,
and Eagle County Electric Ready and Solar Ready Code.
o The project will be submitted under a single permit and plan set, issued as Construction
Documents.
o Permit plan submission requires a minimum of 3 weeks to complete after the acceptance of
the basis of design outlined in Task E1.
· File formats utilized:
o CAD background files will be provided to SGM (*.dwg, *.rvt or *.ifc).
o Electrical drawings will be produced in Revit and exported to CAD (*.dwg) if needed.
o Digital grading surface will be generated by SGM via correspondence with the architect and
landscaper.
Project Scope of Work
Task PM – Project Management
1. Mike Fowler will be the SGM Project Manager and dedicated point of contact, responsible
for SGM and coordinating SGM work and schedules, and disseminating incoming and
outgoing information as needed for the project.
2. Design leads to attend virtual design team meetings with the Ownership team and
Architect, as needed. We anticipate there may be up to three virtual meetings.
3. Design leads will attend in-person meetings with the client and design team, as requested.
We anticipate there may be one in-person meeting during design.
4. The Project Manager will regularly communicate with the design team via phone calls,
emails, and other correspondence.
5. Maintain electronic filing and project documentation.
6. Facilitate project closeout of SGM-assigned disciplines.
7. Perform monthly project budget status and invoice reviews.
Task S1 – Survey
1. Review existing information (previous survey, record documents, etc.).
2. Perform field survey of existing conditions to obtain topographic data and locations of existing
features.
3. Provide an Existing Conditions Map for portions of the Glassier Homestead property as defined by
the figure below. This Existing Conditions Map will include the following:
a. Topography within the provided survey scope with 2’ contour intervals
b. All above ground improvements
All trees >=6” DBH
c. Finished floor elevations of existing structures
d. Location of existing well
e. Flood plain data.
4. The survey will include locating monuments along the RFTA ROW but we do not anticipate
doing a boundary retracement for the entire property boundary. We will show the GIS
Parcel lines, the RFTA ROW relative to the site topo and improvements.
5. Integrate field survey information into site plan to produce final electronic site map for
design use.
p | 3
Pitkin County Glassier Homestead
Survey/Civil/Electrical Scope of Work
Task CIV 1 – Concept Planning/Eagle Preliminary Reviews
The following tasks are necessary to develop the basis of design:
1. Kickoff meetings with team
a. Coordinate major site elements and needs
b. Meet with Design Staff
c. Establish needed criteria for design elements such as septic and drainage
2. Identify locations of:
a. Drain pipes and major drainage-ways onto and off the site
b. Utility Layouts and basic sizing (elec/gas sizing by others, but SGM help locate)
c. Fire suppression tank, likely a buried tank for fire reserve water per FD regs, typically a
20,000 gallon tank. SGM will provide basic design, location and specification. Exact sizing
is dependent on home sprinklers, if incorporated, and other uses and we recommend final
design be approved by the installer to get exact locations of appurtenances on/in the tank.
3. Deliverable: 1-2 Site plan sheets and associated details for the anticipated project for sketch
review
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Pitkin County Glassier Homestead
Survey/Civil/Electrical Scope of Work
4. Typical Engineering report required for the application in conjunction with submitted package
Task CIV 2 – Engineering Design through Planning Approvals
This summary assumes that no major adjustments are required from the understood scope after initial
concept and Land Use submittal.
1. Plan and Reports
a. Bring the site to permit / CD level stage including site plan, grading and drainage, utility services,
erosion control plans. Anticipate 10-15 sheets.
b. Detailed grading, profile information and spot elevations for critical elements such as road, trails,
grading between buildings and facilities. Please note once we generate a surface and site
layout, we strongly urge the design team to utilize it as their site background.
c. Utility layout, details, critical elevations. New water connection to existing well, septic design
(preliminarily located along the west side of the parcel), drainage elements and swales.
d. Full calculations and reports for drainage per Eagle requirements.
Deliverables: Plans, issued as Construction Documents, sealed and signed by a Colorado licensed
Professional Engineer. Plans will be delivered electronically in PDF format for others to submit to the
County. A complete septic (OWTS) package of plans and report for Permit/CD are included in this design.
Note that we endeavor to get as close to construction ready plans and data at the Permit submittal
timeframe as most reviewing agencies expect “construction ready” drawings at permit review. However,
often clients are still making many decisions that impact CD information we have to develop after permit
submissions. This then warrants us “pushing off” or revising CD information to post-permit application and,
the more those issues exist, the more work is needed after permits are applied for. Quite frequently,
elements of design are still in process after permit submittal, items such as geothermal wells or specific
utility connection locations usually impact our site and utility planning and design. If we take our permit
documents to a CD level, expensing that budget, but additional changes are needed after permit submittal,
that will entail additional time and fees. We will not issue Construction Ready information until these issues
are resolved and construction (even sometimes materials ordering) from permit set information has
unnecessary risks. With this in mind, we have provided a commonly seen range of fees for this scope of
work.
SGM will provide the 3D surface for grading for major elements, but perhaps not “fine-tuned” areas such as
decorative patios or walkways, and construction information for all exterior pipe-works and conduits.
Task E1 – Electrical Basis of Design
The following tasks are necessary to develop the basis of design:
1. Support the design team in developing a specific electrical design scope:
a. Participate in virtual design charrettes with stake holders.
b. Advise on the electrical aspects of design options being considered.
c. Assist the team in choosing an electrical distribution strategy to support the current and
future project phases (i.e. single service with subfed buildings, separate services, metering
needs, PV interconnection type and location, etc).
d. If a single service is chosen, quantify provisions to be included for future structures
(electrical capacity, raceways, interconnection points, etc).
e. Review mechanical contractor’s basis of design and equipment requirements.
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Pitkin County Glassier Homestead
Survey/Civil/Electrical Scope of Work
2. Information required before proceeding to the next phase:
a. Owner decisions with regard to site distribution/metering strategy, and provisions for future
phases.
b. Architectural plans at schematic design level with respect to layout, as major changes will
affect the next phase.
c. Mechanical systems basis of design document from the selected contractor, confirming
system types to be used.
3. Deliverable: Summary of systems via narrative and supporting graphical exhibit(s). Document shall
be considered the Basis of Design (BoD) for subsequent tasks.
Task E2 – Electrical Engineering Design Through Building Permit
The following tasks are needed to complete the electrical design and produce a drawing set for building
permit application:
1. Power Systems:
a. Coordinate with utility service provider to verify availability of the anticipated service. Determine
if utility infrastructure modifications are necessary to accommodate the project requirements and
assist design team in determining location(s) and sizing of new service transformer(s) and
metering equipment required by the project.
b. Perform NEC required calculations including demand loads and available fault current.
c. Design and size the electrical service equipment and distribution system.
d. Provide one-line or riser diagram, and associated details.
e. Design and layout receptacles, devices, and circuiting.
f. Coordinate power and raceway requirements for the following items specified by other
disciplines or trades:
i. Mechanical equipment (as documented by the mechanical contractor)
ii. Appliances (as documented by the architect)
iii. Fire alarm, security, and A/V systems (if applicable and documented)
2. Lighting Systems:
a. Provide power for lighting and control design by architect.
b. Advise architect as needed on code requirements related to lighting systems, such as energy
conservation controls and emergency egress lighting.
3. Provide specifications in the form of “Sheet Specs.”
4. Site visits: (1) onsite visit performed by a designer or engineer.
5. Deliverable: Electrical plans, issued as Construction Documents, sealed and signed by a Colorado
licensed Professional Engineer. Plans will be delivered electronically in PDF format.
Additional Services for Consideration
Well Evaluation and Testing
Well pump testing and water quality testing can be provided by SGM’s Water Resources team. This
would include a 4-hour or 24-hour constant rate pump test, water sampling and testing and preparing a
memo summarizing findings, issues and recommendations. A pump contractor (e.g. Samuelson or
AquaTec) would be contracted separately.
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Pitkin County Glassier Homestead
Survey/Civil/Electrical Scope of Work
Construction Phase Support
Construction phase work is not included in this scope. It is anticipated that a nominal amount of
construction support will be required from the design team, but it is difficult to estimate this level of
effort prior to completing the design. A separate future task order can be developed for design
support during construction. Construction Administration (CA) tasks (if requested) commonly include:
· Submittal and shop drawing reviews and dispositions.
· Responding to contractor RFI’s or unforeseen construction conflicts.
· Assisting in clarifications of contract plans/documents.
· Performing construction observations with follow-up reports.
· As-built drawings based on contractor field markups.
Exclusions
These services are either not requested or not required for this project, or the design is to be provided
by others.
· Construction cost estimates.
· Additional meetings not specifically identified in the scope.
· Environmental study or impact analysis
· Pasture planning or irrigation planning
· Well planning/relocation (can be by SGM, just not in this proposal)
· Structural design of building elements (this is being performed by separate structural firm through
the Project Architect).
· Lighting design, lighting controls design, and photometric studies.
· Design of fire alarm, security, or A/V systems.
· Regularly scheduled meetings not specifically identified in the scope.
· Construction cost estimates.
· Coordinating to a Level of Detail (LoD) specification, clash detection analysis.
· Third-party consultants should they become necessary, including low voltage, security, IT, A/V,
etc.
· Demolition plans or demolition safety plans
· Documentation, coordination, and response to 3rd party reviews, peer reviews, specialty
consultants, historical preservation commissions, non-contractual contractors, or reviews by
other entities not specifically stated.
p | 7
Pitkin County Glassier Homestead
Survey/Civil/Electrical Scope of Work
Project Fees
The proposed fees were developed by estimating the total labor required to complete the design. If
there are multiple iterations of the design, the project scope could change substantially, or, if
unforeseen circumstances arise, the fees shown would be negotiated accordingly. SGM will provide
detailed invoicing and monthly project status updates describing SGM's work.
TASK
ESTIMATED
FEE
PM Project Management and Meetings $ 7,000
S1 Survey $ 14,500
CIV1 Concept Planning/Eagle Preliminary Reviews $ 10,500
CIV2 Engineering Design Through Planning Approvals $ 28,000
E1 Electrical Basis of Design $ 3,000
E2 Electrical Design Through Building Permit $ 9,500
Project Total $72,500
ADD SERVICE
ESTIMATED
FEE
Notes
Well Testing $25,000 including pump contractor
Schedule
The surveying field can begin within 10 days of approval. Civil engineering design can begin after the initial
survey and mapping is completed and after all pertinent site improvements information is provided by the
Project Architect. Electrical engineering design efforts will be concurrent with the Civil design. Project
design is anticipated to begin in April 2025 and the Eagle application process is anticipated in early
summer, 2025
Certificate Of Completion
Envelope Id: 399279A8-645E-4EEE-AB95-51D40BAFE5BD Status: Completed
Subject: SGM, Inc. | Pitkin County Task Order 012.25 C-2 for Review and Signature
Source Envelope:
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Certificate Pages: 5 Initials: 1 Pitkin County Procurement
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530 East Main Street
Suite 203
Aspen, CO 81611
Procurement@PitkinCounty.com
IP Address: 65.38.144.66
Record Tracking
Status: Original
3/26/2025 1:08:12 PM
Holder: Pitkin County Procurement
Procurement@PitkinCounty.com
Location: DocuSign
Signer Events Signature Timestamp
Connie Baker
connie.baker@pitkincounty.com
Budget Director
Pitkin County
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Ted O'Brien
ted.obrien@pitkincounty.com
Open Space and Trails Deputy Director
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ID: a3026af8-e935-4c2f-a918-f626824b6779
Company Name: Pitkin County, Colorado
Mike Fowler
mikef@sgm-inc.com
Principal
Schmueser Gordon Meyer, Inc
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Company Name: Pitkin County, Colorado
Jon Peacock
jon.peacock@pitkincounty.com
County Manager
Pitkin County
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Company Name: Pitkin County, Colorado
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required notices and disclosures electronically from us and you will no longer be able to use your
DocuSign user account to receive required notices and consents electronically from us or to sign
electronically documents from us.
All notices and disclosures will be sent to you electronically
Unless you tell us otherwise in accordance with the procedures described herein, we will provide
electronically to you through your DocuSign user account all required notices, disclosures,
authorizations, acknowledgments, and other documents that are required to be provided or made
available to you during the course of our relationship with you. To reduce the chance of you
inadvertently not receiving any notice or disclosure, we prefer to provide all of the required
notices and disclosures to you by the same method and to the same address that you have given
us. Thus, you can receive all the disclosures and notices electronically or in paper format through
the paper mail delivery system. If you do not agree with this process, please let us know as
described below. Please also see the paragraph immediately above that describes the
consequences of your electing not to receive delivery of the notices and disclosures
electronically from us.
How to contact Pitkin County:
You may contact us to let us know of your changes as to how we may contact you electronically,
to request paper copies of certain information from us, and to withdraw your prior consent to
receive notices and disclosures electronically as follows:
To contact us by email send messages to Helpdesk@provelocity.com
To advise Pitkin County of your new e-mail address
To let us know of a change in your e-mail address where we should send notices and disclosures
electronically to you, you must send an email message to us at Helpdesk@provelocity.com and
in the body of such request you must state: your previous e-mail address, your new e-mail
address .
In addition, you must notify DocuSign, Inc to arrange for your new email address to be reflected
in your DocuSign account by following the process for changing e-mail in DocuSign.
To request paper or electronic copies from Pitkin County
To request delivery from us of paper or electronic copies of the notices and disclosures
previously provided by us to you electronically, you should request those documents from Pitkin
County under the Colorado Open Records Act by contacting the Pitkin County custodian who
sent you the document for signature.
To withdraw your consent with Pitkin County
To inform us that you no longer want to receive future notices and disclosures in electronic
format you may:
i. decline to sign a document from within your DocuSign account, and on the subsequent
page, select the check-box indicating you wish to withdraw your consent, or you may;
ii. send us an e-mail to Helpdesk@provelocity.com and in the body of such a request, you
must state your e-mail, full name, Postal Address, telephone number, and account
number.