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HomeMy WebLinkAboutbocc.con.amended.060.21 A-118/30/2021 CDD Contract Information Contract Number Project Name Contractor Budget Line Item H2601 Multiple Project Strings 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 Kevin Warner County Representative Phone (970) 309-8506 Provide a brief description of the Contract or Change Order: Contract Value Summary: $ 202,500.00 $ - $ - $ 202,500.00 060.21 A-11 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 Water Treatment Plant Bidding & Construction Administration JVA, Inc $ 202,500.00 Additional Budget Line Item(s) (Please fully allocate New Contract Total) $ - $ - $ - $ 202,500.00 Formal Services/Maintenance 1/1/2026 12/31/2026 Task Order Construction & Assets Task Order to provide bidding & construction administration services for the water treatment plant. Original Contract Amount Previous Change Order/Amendment Amount This Change order/Amendment amount Contract Total Master Service Agreement #: 060.21 Rev: 2018-10-10 btf 1 TASK ORDER Task Order/Project Name: Water Treatment Plant Bidding & Construction Administration Task Order Number: A-11 Task Order Budget Line Item: H2601 Multiple Project Strings OWNER: CONTRACTOR: Pitkin County JVA, Inc. Kevin Warner – Construction & Assets Cooper Best, Regional Office Manager 530 E Main Street 817 Colorado Ave, Suite 301 Aspen, CO 81611 Glenwood Springs, CO 81601 Phone: (970) 309-8506 Phone: (970) 987-0354 Kevin.Warner@pitkincounty.com CBest@jvajva.com PROJECT NAME: WATER TREATMENT PLANT BIDDING & CONSTRUCTION ADMINISTRATION START DATE: January 1, 2026 END DATE: December 31, 2026 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 bidding & construction administration services described in the attached letter agreement (“Attachment A”) for the water treatment plant. 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 Two Thousand Five Hundred dollars and Zero cents ($202,500.00) 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 A-11 and Water Treatment Plant Bidding & Construction Administration. Invoices shall be sent electronically in PDF format to Kevin.Warner@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. Kevin Warner, Construction & Assets 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 RECOMMENDED FOR APPROVAL: _________________________________________________ !#DEPARTMENT REPRESENTATIVE#!Date COUNTY MANAGER APPROVAL: ________________________________________________ !#COUNTY MANAGER#! D Apr-29-2026 Kevin Warner Construction and Assets Director Cooper Best Regional Manager Apr-29-2026 Apr-29-2026 Ryan Mahoney Deputy County Manager August 21, 2025 Mr. G.R. Fielding, P.E. Construction and Asset Director Pitkin County Public Works 530 E. Main St., Suite 302 Aspen, CO 81611 Reference: Phillips MHP Water Treatment, Storage and Distribution Bidding and Construction Phase Services – Letter Agreement for Engineering Services Dear G.R.: JVA, Inc. is pleased to present this letter agreement to Pitkin County (County) for bidding and construction administration services for the water treatment, storage and distribution project located at Phillips Mobile Home Park. JVA recently completed the design phase of the project and the Colorado Department of Public Health and Environment (CDPHE) permitting. The County is expected to bid the project in August 2025 and construction to begin early 2026. SCOPE OF SERVICES Based on JVA’s previous efforts and our knowledge of the project, the engineering services anticipated for the remainder project include the following detailed tasks for each phase: TASK 1 – Bidding 1.JVA will assist the County with the bidding process by providing the followingservices:a. Prepare the Advertisement for Bidb.Prepare an agenda and attend the pre-bid meeting with the County c.Respond to RFIs from the Bidders d.Issue Addendums as necessarye. Review Bidsf.Attend one virtual meeting with County to discuss bidsg. Provide Recommendation of Award JVA will coordinate and attend a pre-construction meeting with the County and Contractor. We will prepare an agenda and distribute minutes following the meeting. TASK 2 – Construction Administration 1. JVA will review equipment, product, and material submittals transmitted by theContractor for conformance with the construction documents. Submittals will be received, reviewed and returned to the Contractor electronically with an electronic submittal review stamp. JVA will maintain and update the submittal review logaccordingly.2.At a minimum, JVA will attend weekly construction meetings and coordinated sitevisits to observe the construction progress. JVA will attend frequent site visits during the anticipated 18 months of project duration. Attachment A PMHP Water Treatment, Storage and Distribution Project Bidding & Construction Phase Services 2 of 3 3. JVA will perform construction observation for concrete reinforcement, concrete placement, excavation, pipe bedding, pipe placement, and backfill. The County will be responsible for retaining a qualified third-party laboratory for special inspections (concrete and soils testing). Third party services will be paid for by the County and coordinated by the Contractor 4. JVA will review monthly pay applications submitted by the Contractor. JVA will review the construction progress and materials stored on-site to the amount of the scheduled value requested in the pay application. If the construction progress and materials stored on site do not generally match the requested scheduled values the pay application will be amended by the Contractor. Once reviewed and accepted, JVA will submit the pay application to the County recommending payment. 5. JVA will prepare responses to Request for Information (RFI) from the Contractor. The intent of the RFI is to provide clarification and detail to facilitate construction progress. RFI are not meant for changing the construction cost or construction schedule. 6. JVA will attend major unit operations and treatment process start-ups. JVA will assist in coordination and documentation of the start-up and training sessions with the Contractor and County. All start-up forms and testing checklists will be included in applicable O&M manuals. 7. JVA will prepare construction punch lists for substantial and final completion. Once the Contractor completes the substantial completion punch list items to JVA’s and County’s satisfaction, JVA will recommend final payment (including retainage) to the Contractor for project closeout. 8. JVA will document the start of warranty for each major piece of equipment and material which will be included in applicable O&M manuals. 9. JVA will review and assemble two hard copy O&M manuals for all the process equipment, electrical, mechanical and miscellaneous items provided by the Contractor. An electronic copy will also be produced and provided to the County. 10. Following project completion, JVA will provide a separate letter agreement following receipt and review of the contractor’s asbuilt drawings to prepare the record drawings. 11. After completion of the construction phase services, post-construction and/or operational support (including operations assistance, troubleshooting, optimization, monitoring, regulatory liaison, warranty administration, or emergency response) can be provided if requested by the Owner under a separate written agreement. 12. Following project closeout, JVA will produce a certification letter to CDPHE documenting that the project was constructed in accordance with the approved contract documents. BASIS OF PAYMENT The basis of payment for the above described scope of work will be on a percentage of lump sum completed according to the schedule of payment. The tasks broken down below follow the identified scope of services and include reimbursables. Task Fee Task 1: Bidding $ 12,500 Task 2: Construction Services $ 330,250 Total $ 342,750 Attachment A PMHP Water Treatment, Storage and Distribution Project Bidding & Construction Phase Services 3 of 3 JVA’s fees are based upon an anticipated 18-month total construction duration. These fees are based upon the above assumptions and discussions to date. Services resulting from significant changes to the project scope will be considered additional services and may require extension of the time schedule for JVA’s work. This proposed fee does not include survey, redesign efforts, water quality testing, well services, and geotechnical support such as concrete, asphalt and soil testing. We appreciate the opportunity to continue to serve the County in your consulting engineering needs and look forward to a successful project. If you have any questions about this letter or the scope described herein, please do not hesitate to contact me. Sincerely, JVA, INCORPORATED By: ______________________________ Adam Racette, P.E. Senior Project Manager Attachment A Certificate Of Completion Envelope Id: 23B48C47-2B5B-8695-8132-ADC97EDA45C0 Status: Completed Subject: JVA, Inc | Pitkin County Task Order 060.21 A-11 for Review & Signature Source Envelope: Document Pages: 6 Signatures: 3 Envelope Originator: Certificate Pages: 5 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: 74.244.9.138 Record Tracking Status: Original 4/29/2026 6:52:07 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: 65.38.144.66 Sent: 4/29/2026 6:54:37 AM Viewed: 4/29/2026 9:41:25 AM Signed: 4/29/2026 9:41:34 AM Electronic Record and Signature Disclosure: Not Offered via Docusign Kevin Warner kevin.warner@pitkincounty.com Construction and Assets Director Pitkin County Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 65.38.144.66 Sent: 4/29/2026 9:41:35 AM Viewed: 4/29/2026 12:30:46 PM Signed: 4/29/2026 12:31:52 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: 208.72.70.131 Sent: 4/29/2026 12:31:54 PM Viewed: 4/29/2026 2:07:20 PM Signed: 4/29/2026 2:07:52 PM Electronic Record and Signature Disclosure: Accepted: 4/29/2026 2:07:20 PM ID: c317cf5d-5982-42d9-bad8-5721d62f6de0 Company Name: Pitkin County, Colorado Ryan Mahoney ryan.mahoney@pitkincounty.com Deputy County Manager Signing Group: County Manager Group Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 65.38.144.66 Sent: 4/29/2026 2:07:53 PM Viewed: 4/29/2026 2:24:58 PM Signed: 4/29/2026 2:25:45 PM 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 Pitkin County Procurement procurement@pitkincounty.com Ruslana Ivanova, Procurement Specialist Pitkin County Security Level: Email, Account Authentication (None) Sent: 4/29/2026 2:25:46 PM 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: 4/29/2026 2:25:47 PM Electronic Record and Signature Disclosure: Not Offered via Docusign Miosha Santos miosha.santos@pitkincounty.com Security Level: Email, Account Authentication (None) Sent: 4/29/2026 2:25:48 PM 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 4/29/2026 6:54:37 AM Certified Delivered Security Checked 4/29/2026 2:24:58 PM Signing Complete Security Checked 4/29/2026 2:25:45 PM Completed Security Checked 4/29/2026 2:25:48 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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