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HomeMy WebLinkAboutbocc.con.amended.153.24 A8/30/2021 CDD Contract Information Contract Number Project Name Contractor Budget Line Item 12332100.531000.10343 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 Lisa MacDonald County Representative Phone (970) 920-5191 Provide a brief description of the Contract or Change Order: Contract Value Summary: $ 15,550.00 $ - $ 207,000.00 $ 222,550.00 Attorney Change Order to adjust scope of work to include Phase II technical support services; extend Contract term to May 31, 2026; allocate additional funding of $207,000. Original Contract Amount Previous Change Order/Amendment Amount This Change order/Amendment amount Contract Total No Technical Support for Lincoln Creek Workgroup Water Quality Sampling and Analysis LRE Water $ 207,000.00 Additional Budget Line Item(s) (Please fully allocate New Contract Total) $ - $ - $ - $ 207,000.00 Sole Source Services/Maintenance 8/2/2024 5/31/2026 Change Order/Contract Amendment 153.24 A 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 Rev 2023.12.15 CDD 1 PITKIN COUNTY SOLE SOURCE PROCUREMENT JUSTIFICATION REQUEST TO: County Manager DATE: May 12, 2025 FROM: Lisa Tasker, Healthy Rivers and Streams Program Proposed Contractor: LRE Water Product/Service: Services/Maintenance Estimated expenditure for the above Product/Service: $ 207,000.00 This form is required in documenting a Sole Source exception from an otherwise competitive bidding process when sufficient competition does not exist, a single vendor represents a clear and best value to Pitkin County, or other factors are present that preclude other vendors from being able to provide the product(s), service(s), and/or construction. This purchase is clearly and legitimately limited to a Single or Sole Source. (Examples: original manufacturer, no regional distributor, standardization etc): Explain: Since a U.S. Environmental Protection Agency (EPA) report came out in 2023 regarding water quality issues in Lincoln Creek, along with a Healthy Rivers Program organized public meeting in January 2024, both the Healthy Rivers and Environmental Health Department of Pitkin County have led a sixteen plus member coalition of the willing more formally calling themselves the Lincoln Creek Workgroup (“the Workgroup”). Over the last several decades, while even the casual observer could see that Lincoln Creek was impaired, in 2021 Colorado Parks and Wildlife (CPW) responded to a novel complaint, that of a fish kill in Grizzly Reservoir, which Lincoln Creek feeds. CPW engaged several State agencies, which then contacted EPA to help assess the contamination and its sources (i.e., natural or man-made) in the Lincoln Creek watershed. In 2022, the EPA performed sampling events along Lincoln Creek and Grizzly Reservoir and released a combined assessment report summarizing the results. The report indicated that most of the contamination came from natural sources and suggested worsening may be due to climate change. After the report was released, EPA was required to step back from leading the Lincoln Creek efforts because they do not address natural sources of contamination. The Workgroup coordinated water and insect sampling between the various agencies for the 2024 season and prepared a Phase I scope of work (SOW), with the expectation that a Phase II SOW would follow. To continue to assess and address water quality concerns, the Workgroup led by Pitkin County consisting of partners including CPW, the U.S. Forest Service, Colorado Department of Public Health and Environment, Independence Pass Foundation, Roaring Fork Conservancy, the Twin Lakes Reservoir and Rev 2023.12.15 CDD 2 Canal Company, and others, created a competitive bid process in 2024 and hired a contractor for a well vetted initial Phase I of work. A subcommittee of the Workgroup, including and Pitkin County Healthy Rivers and Pitkin County Environmental Health, chose LRE Water. LRE Water scored very closely to two other applicants and had the sole benefit of having a local employee out of Glenwood Springs, lessening travel related costs and increasing access to a crtical team member. With LRE Water now having completed an extensive site visit with Workgroup members, a thorough review of the EPA combined assessment report, and the 2024 local sampling plan along with a summary memo and a memo specific to the Workgroup’s future Sampling and Monitoring Plan, they are uniquely prepared to continue guidance of the Workgroup. To put Phase II out to bid would increase costs and delay work, not only because most tasks from Phase I would need to be repeated, but delays due to recent grant application requirements would also be further exacerbated. LRE Water has continued to closely work with the Workgroup, despite not being formally under contract for several months, refining the goals for the second scope of work for Phase II, and following the current activities and findings of Workgroup members. They have helped articulate and explain what developing a longer term comprehensive water Sampling and Monitoring Plan looked likes with CPW, RFC, USFS and Pitkin County as the current key participants. The main goals of the Workgroup for the second SOW have been informed and recorded by LRE Water and vetted in multiple meetings. In addition to the development of a comprehensive water Sampling and Monitoring Plan, plans are for conducting a rigorous literature and data search, developing a web-based database and a map- based dashboard, creating a narrative and graphical conceptual model of the Lincoln Creek Watershed, developing a quantitative water and chemical mass balance model, outreach by LRE Water to the BOCC, Healthy Rivers Board and others, and drafting a full report moving the group toward conceiving of possible mitigation strategies.The full report will allow for greater public outreach and get the message out regarding the story of Lincoln Creek all while informing what mitigation strategies might be considered into the future. Rev 2023.12.15 CDD 3 The undersigned requests that Pitkin County waive other procurement requirements and recognize this transaction as a sole source exception to the Pitkin County Procurement Code. Department Representative Department Director !#COUNTY REPRESENTATIVE#! Date !#SECTION LEADER#! Date County Manager Reason for Denial: ________________________________________ !#COUNTY MANAGER SOLE#! Date May-14-2025 Administrative Specialist Lisa Tasker Paralegal Lisa MacDonald May-14-2025 May-15-2025 Deputy County Manager Kara Contract #: 153.24 Rev. 2022.08.04 CDD *Increases over $25,000 and/or 10% (single increase or accumulative) of original contract must have County Manager signature. 1 CHANGE ORDER / CONTRACT AMENDMENT Change Order Number: 153.24 A OWNER: Pitkin County, Colorado 530 E. Main St., Suite #302 Aspen, CO 81611 CONTRACTOR: LRE Water 909 Colorado Avenue Glenwood Springs, CO 81601 The Provision of Technical Support for Lincoln Creek Workgroup Water Quality Sampling and Analysis Planning (the “Contract”) dated August 2, 2024 between the Board of County Commissioners of Pitkin County, Colorado (the “County”) and LRE Water (the “Contractor”), is hereby amended as follows: Description of Change: 1. Amendment to Section I to extend the Contract term to May 31, 2026; 2. Amendment to Section II to add the additional Contractor Obligations described in the attached Contractor Scope and Estimate (“Attachment A”) for Phase II of the Project; and 3. Amendment to Section III to increase the total compensation by $207,000.00, for a total amount of $222,550.00 Reason for Change: Project has been approved for continued services. Original Contract Amount $ 15,550.00 Previous Change Order/Amendment Amount $ This Change Order/Amendment Amount $ 207,000.00 New Contract Total $ 222,550.00 Contract #: 153.24 Rev. 2022.08.04 CDD *Increases over $25,000 and/or 10% (single increase or accumulative) of original contract must have County Manager signature. 2 In all other respects, the Contract is in full force and effect and remains unchanged by this Amendment. LRE WATER ________________________________________________ !#VENDOR SIGNATURE#! Date PITKIN COUNTY, COLORADO RECOMMENDED FOR APPROVAL: _________________________________________________ !#DEPARTMENT REPRESENTATIVE#! Date MANAGER APPROVAL: ________________________________________________ !#COUNTY MANAGER#! Date May-14-2025 Administrative Specialist Lisa Tasker Western Colorado Department Manager Ashley Moffat May-15-2025 Deputy County Manager May-15-2025 Kara February 12, 2025 Ms. Lisa Tasker Pitkin County Healthy Rivers Program Lincoln Creek Workgroup Lisa.tasker@pitkincounty.com Mr. Kurt Dahl Pitkin County Public Health and Environment Lincoln Creek Workgroup Kurt.Dahl@pitkincounty.com RE: Lincoln Creek Watershed Study – Phase II Scope and Cost Estimate Dear Ms. Tasker and Mr. Dahl, LRE Water (“LRE”) is pleased to present our scope of work and cost estimate to the Lincoln Creek Workgroup (“the Workgroup”) for Phase II of the Lincoln Creek Watershed Study project (“the Project”). It should be noted that this scope covers our estimated costs for calendar year 2025 and assumes that work would begin this year after funding is secured. This scope of work is part of a collaborative, multi-year plan to study and understand the hydrology, water quality, geochemical sources and mechanisms, aquatic ecosystem, climate and other key processes, and then to develop and evaluate options for mitigating and managing water quality within the Lincoln Creek Watershed. Figure 1 shows a preliminary schedule with technical and administrative tasks over a five-year period. The schedule is intended as a living document that will be refined and updated as new information and learning is developed. The 2025 and 2026 tasks focus on characterizing and understanding the physical system of the Lincoln Creek Watershed, followed by developing and evaluating mitigation and management options. Attachment A Lincoln Creek Watershed Study – Phase II Scope and Cost Estimate Page 2 of 7 Figure 1 - Preliminary Project Schedule. For 2025, LRE is proposing to complete the seven blue-shaded tasks. LRE will work closely with, and support, the Workgroup to develop the technical information that will provide the basis for future phases and achieve the Workgroup’s goals and objectives. A description of these tasks and a cost estimate is provided in the following sections. I. SCOPE OF WORK Task 1 – Internal Project Management This task covers general project management duties such as internal coordination, reviewing monthly invoices, managing project deliverable timelines, regular updates to the Workgroup and collaboration with the Workgroup members for technical input and feedback. Task 2 – Sampling and Monitoring Workplan LRE will develop a comprehensive water Sampling and Monitoring Plan (“SMP”) to be used by all group members that are collecting samples or installing continuous monitoring gages. The SMP will guide the Workgroup on: Lincoln Creek Watershed Study – Phase II Scope and Cost Estimate Page 3 of 7 • Sampling and monitoring locations (grab samples and data logging); • Sampling interval and schedule; • Field and laboratory analytical suites; and • Sampling methodology to ensure consistency and reliability in the data. The SMP will focus on the baseline water sampling that will form the basis for characterization and for evaluating performance of any mitigation/management option(s) implemented in the Lincoln Creek watershed. Note: During future phases of the Project, it is likely that additional sampling and analysis will be needed for specific technical studies, such as stream sediment and chemical precipitate sampling, vegetation, and/or aquatic ecosystem surveys. SMPs for those additional studies will be developed and provided as separate documents, as needed. Task 3 – Literature and Data Review LRE will conduct a rigorous literature and data search to include relevant data, published literature, and previous studies that will aid characterization of the Lincoln Creek Watershed. The goal is to compile all available project information in a single repository. LRE will review the information and develop an annotated bibliography of source materials. An extended search will be conducted to include technical sources on similar projects and/or other representative basins that have been studied. Task 4 – Database and Dashboard LRE will develop a web-based database and a map-based dashboard. The database will serve as a safe and secure environment for historical data and all ongoing data collection. The intent is to start with a simple, “inward-facing” dashboard with a focus on water quality and flow data. LRE will aggregate all available historical water quality data for the watershed including data from federal, state, and local agencies. Additional functionality can be added to the database and dashboard as needed during the Project. The dashboard can also be made “outward-facing” so that other groups, including the public at-large, or other stakeholders can access some or all of the data without the ability to edit the database. To provide the Workgroup with the ability to analyze the database offline, LRE will also export the contents of database on a regular interval, such as quarterly, to a readily-accessible data format such as .xlsx, .csv, or .txt. Task 5 – Conceptual Model LRE will develop a narrative and graphical conceptual model of the Lincoln Creek Watershed that intuitively demonstrates the mechanisms driving the hydrology, Lincoln Creek Watershed Study – Phase II Scope and Cost Estimate Page 4 of 7 geochemistry, and water quality of the system. The conceptual model will then form the basis for Task 6 (see below) as well as future phases where the Workgroup will evaluate water quality mitigation strategies. Furthermore, the conceptual model will be a valuable tool for public communication and education, outreach, and grant/funding requests for future project phases. Task 6 – Water and Mass Balance Model LRE will develop a quantitative water and chemical mass balance model in Goldsim that can simulate the existing hydrogeochemical conditions of the Lincoln Creek Watershed, including Grizzly Reservoir. The model would include all major flows into and out of the system, including Lincoln Creek and Grizzly Reservoir, their natural tributaries, as well as the Twin Lakes and Reservoir Company’s inflow canals (the Lost Man and New York systems) and trans-basin diversions. Hydrology and water quality will be simulated using a mass-balance approach accounting for inflows, outflows, and accumulation/changes within the system. The goal of the model is to understand the flows and chemistry in the watershed and provide a quantitative tool for evaluating the effects of mitigation alternatives on water quality in the Lincoln Creek Watershed. Note: During future phases of the Project, model features that simulate chemical reactions and natural attenuation processes occurring in the Watershed may be added once those mechanisms are better understood. Task 7 –Summary Report, Presentations to Stakeholders, and Scoping for Future Phases At the conclusion of all previous tasks, LRE will draft a summary report of the Phase I results and findings for the Workgroup and project Stakeholders such as the Pitkin County Board of County Commissioners, Pitkin County Healthy Rivers Board, the Colorado River District, and the public. The summary report will document the results of the Phase I Tasks, including: • Results and findings of the literature review • Documentation on the database and dashboard • Documentation of the Conceptual Model and the Water and Mass Balance Model • Analysis of the Workgroup data for temporal and spatial variations in basin hydrology and chemistry • Discussion of the results in the context of historical data, previous studies of Lincoln Creek by the EPA and others, and any data from similar basins • Conclusions and recommendations for future phases of the Project Lincoln Creek Watershed Study – Phase II Scope and Cost Estimate Page 5 of 7 LRE will also present to the various stakeholders mentioned above. LRE has estimated the costs for this task to include time for preparing for and attending stakeholder meetings, assuming time for up to two project members to attend and present at approximately five meetings throughout the 2025 calendar year, including: • One public information meeting to engage the community with the Project • One Pitkin County Board of County Commissioners meeting • One Pitkin County Healthy Rivers Board meetings • Two Lincoln Creek Workgroup meetings Note: LRE assumes the meetings will be a mixture of in-person and virtual. Finally, as part of this task, LRE will assist the Workgroup with scoping of proceeding phases as outlined in Figure 1, in the brown-shaded portion of the chart. Excluded Tasks It is our understanding that the Workgroup and its participating organizations will undertake a number of tasks as in-kind services. As such, the following tasks and associated costs were not included in this Scope of Work and Cost Estimate: • Workgroup administration and coordination amongst participating organizations and stakeholders • Preparation of grant applications • Field work to collect water samples and install/maintain monitoring gages • Evaluation of the federal, state, and local regulatory framework and permitting pathways to implement a mitigation project for Lincoln Creek II. COST ESTIMATE AND SCHEDULE The above tasks and assumptions are estimated to cost $207,000 shown in more detail in Figure 2. LRE can begin the proposed services as soon as we receive authorization to proceed and estimates that Tasks 1 – 6 will be completed during the 2025 calendar year. Task 7 is estimated to conclude in early 2026 after the completion of the preceding tasks. Lincoln Creek Watershed Study – Phase II Scope and Cost Estimate Page 6 of 7 Figure 2 – Phase II Cost Estimate details. Lincoln Creek Watershed Study – Phase II Scope and Cost Estimate Page 7 of 7 We look forward to discussing this proposal with you. If you have any questions, please contact Brent by email at brent.johnson@lrewater.com or by phone at (303) 263-1552 and Chip at chip.fisher@lrewater.com or (970) 945-6777. Sincerely, LRE Water Brent Johnson, PG Richard (Chip) Fisher, PE, CFM Principal Hydrology and Geochemistry Project Manager WestCo Cc: Mary Ellen Wickham me.wickham@lrewater.com Certificate Of Completion Envelope Id: 205B2B15-7449-4847-BC12-1EC3CC2F987D Status: Completed Subject: LRE Water | Pitkin County Contract Amendment 153.24 A for Review and Signature Source Envelope: Document Pages: 13 Signatures: 6 Envelope Originator: Certificate Pages: 6 Initials: 1 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: 65.38.144.66 Record Tracking Status: Original 5/14/2025 9:22:55 AM 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) Signature Adoption: Pre-selected Style Using IP Address: 216.147.126.217 Sent: 5/14/2025 9:29:39 AM Viewed: 5/14/2025 10:20:42 AM Signed: 5/14/2025 10:21:04 AM Electronic Record and Signature Disclosure: Not Offered via Docusign Lisa Tasker lisa.tasker@pitkincounty.com Administrative Specialist Security Level: Email, Account Authentication (None)Signature Adoption: Pre-selected Style Using IP Address: 65.38.144.66 Sent: 5/14/2025 10:21:05 AM Viewed: 5/14/2025 12:29:50 PM Signed: 5/14/2025 12:36:39 PM Electronic Record and Signature Disclosure: Accepted: 5/14/2025 12:29:50 PM ID: aeab956f-4bbf-40ef-9b6b-28a426944f25 Company Name: Pitkin County, Colorado Lisa MacDonald Lisa.MacDonald@PitkinCounty.com Paralegal Security Level: Email, Account Authentication (None)Signature Adoption: Drawn on Device Using IP Address: 129.222.45.8 Signed using mobile Sent: 5/14/2025 12:36:41 PM Viewed: 5/14/2025 5:34:57 PM Signed: 5/14/2025 5:35:23 PM Electronic Record and Signature Disclosure: Accepted: 5/14/2025 5:34:57 PM ID: 80069db6-1050-49d7-97e9-65059f59c5ca Company Name: Pitkin County, Colorado Ashley Moffat ashley.moffatt@lrewater.com Western Colorado Department Manager Security Level: Email, Account Authentication (None)Signature Adoption: Pre-selected Style Using IP Address: 74.114.7.193 Sent: 5/14/2025 5:35:25 PM Resent: 5/15/2025 8:03:58 AM Resent: 5/15/2025 8:04:41 AM Resent: 5/15/2025 8:04:49 AM Viewed: 5/15/2025 8:22:46 AM Signed: 5/15/2025 8:23:13 AM Electronic Record and Signature Disclosure: Signer Events Signature Timestamp Accepted: 5/15/2025 8:22:46 AM ID: 21527b10-2a35-4389-b318-67bc6a1adfa4 Company Name: Pitkin County, Colorado Kara kara.silbernagel@pitkincounty.com Deputy County Manager Pitkin County Colorado Security Level: Email, Account Authentication (None) Signature Adoption: Drawn on Device Using IP Address: 73.203.8.247 Sent: 5/15/2025 8:30:17 AM Viewed: 5/15/2025 8:53:20 AM Signed: 5/15/2025 8:55:11 AM Electronic Record and Signature Disclosure: Not Offered via Docusign 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 Jon Peacock jon.peacock@pitkincounty.com Rich Englehart rich.englehart@pitkincounty.com Kara Silbernagel kara.silbernagel@pitkincounty.com Deputy County Manager Pitkin County Colorado Signing Group: County Manager Group Security Level: Email, Account Authentication (None) Sent: 5/15/2025 8:30:19 AM Electronic Record and Signature Disclosure: Not Offered via Docusign Lisa Tasker lisa.tasker@pitkincounty.com Administrative Specialist Security Level: Email, Account Authentication (None) Sent: 5/15/2025 8:55:13 AM Electronic Record and Signature Disclosure: Accepted: 5/14/2025 12:29:50 PM ID: aeab956f-4bbf-40ef-9b6b-28a426944f25 Company Name: Pitkin County, Colorado Accounts Payable AP@pitkincounty.com Accounts Payable Pitkin County 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