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HomeMy WebLinkAboutbocc.con.amended.060.21 A-138/30/2021 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: $ 24,000.00 $ - $ - $ 24,000.00 Construction & Assets Task Order to provide bidding and construction administration services related to the civil infrastructure improvements. Original Contract Amount Previous Change Order/Amendment Amount This Change order/Amendment amount Contract Total No Civil Subconsultant Bidding & Construction Administration JVA, Inc $ 24,000.00 Additional Budget Line Item(s) (Please fully allocate New Contract Total) $ - $ - $ - $ 24,000.00 Formal Services/Maintenance 1/1/2026 12/31/2026 Task Order 060.21 A-13 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 Subconsultant Bidding & Construction Administration Task Order Number: A-13 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: CIVIL SUBCONSULTANT 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 and construction administration services for the civil infrastructure improvements as described in the attached letter agreement (“Attachment A”). 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 Twenty-Four Thousand dollars and Zero cents ($24,000.00) 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. Any invoices not sent in the following manner may have payment delayed. All invoices for this Task Order shall reference Task Order A-13 and Civil Subconsultant 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#! Date Construction and Assets Director Kevin Warner Apr-29-2026 Regional Manager Cooper Best Apr-29-2026 Apr-29-2026 Deputy County Manager Ryan Mahoney September 25, 2025 Mr. Joe Farstad Vice President Wember 571 25 Road Grand Junction, CO 81505 Reference: Pitkin County Phillips Mobile Home Park Civil Subconsultant Services – Task Order for Civil Engineering Subconsultant Services for Construction Administration Dear Joe: 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 designed the bid plan infrastructure and has been working with Caddis Architecture on building layout. The scope of work for this proposal is for the construction administration phase of the project. 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. A new driveway will 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. The current layout proposes 27 buildings along the frontage road, east and uphill of the Cerise Ditch and on the west side of Lower River Road. Layout of water and sewer main extensions from the proposed water tank and wastewater treatment system have been designed. 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. There are two debris channels located on the existing site, one on the north end of the east parcel and another one towards the south end of the east parcel. JVA has been working with Tetra Tech to design the two debris channels needed to convey the debris flow safely through the site and around the proposed building. Attachment A Pitkin County Phillips MHP Civil Engineering September 25, 2025 Page 2 of 3 SCOPE OF WORK Based on JVA’s previous efforts and our knowledge of the project, the civil 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 following services: a. Assist in preparing the Advertisement for Bid b. Prepare a pre-bid agenda and attend the pre-bid meeting with the County c. Respond to RFIs from the Bidders d. Issue Addendums as necessary e. Review Bids f. Attend one virtual meeting with County to discuss bids g. Provide Recommendation of Award 2. JVA will coordinate and attend a pre-construction meeting with the County and selected Contractor. We will prepare an agenda and distribute minutes following the meeting. TASK 2 – Construction Administration 3. JVA will review product and material submittals submitted by the Contractor 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 log accordingly throughout the duration of the project. 4. JVA will attend weekly construction meetings virtually and coordinated site visits to observe the construction progress. JVA will attend frequent site visits during the anticipated 18 months of project duration. 5. JVA will perform construction observation for asphalt and 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, asphalt and soils testing). Third party services will be paid for by the County and coordinated by the Contractor. 6. 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. 7. 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. Attachment A Pitkin County Phillips MHP Civil Engineering September 25, 2025 Page 3 of 3 TASK 3 - Project Closeout 8. 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. 9. Following project completion, JVA will provide a separate letter agreement following receipt and review of the contractor’s asbuilt drawings to prepare record drawings. 10. Construction record drawings will be produced from contractor submitted records or as-built survey information provided by others. We have assumed that the CLIENT will provide the lead on all closeout for this project. 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 TASK 1 – Bidding $ 6,000 TASK 2 - Construction Administration $ 36,000 TASK 3 – Project Closeout $ 6,000 TOTAL LUMP SUM FEE $ 48,000 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 Accepted by: WEMBER ______________________________ Title Date Attachment A Certificate Of Completion Envelope Id: 30BD09BB-53FF-8DEA-81A0-3DE5624C0CA3 Status: Completed Subject: JVA, Inc. | Pitkin County Task Order 060.21 A-13 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 7:00:21 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 7:05:02 AM Viewed: 4/29/2026 9:42:06 AM Signed: 4/29/2026 9:42:12 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 9:42:13 AM Viewed: 4/29/2026 12:33:02 PM Signed: 4/29/2026 12:33:20 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 12:33:22 PM Viewed: 4/29/2026 2:03:14 PM Signed: 4/29/2026 2:03:37 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 2:03:39 PM Viewed: 4/29/2026 2:24:12 PM Signed: 4/29/2026 2:26:56 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 2:26:58 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 2:26:59 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 2:26:59 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 7:05:02 AM Certified Delivered Security Checked 4/29/2026 2:24:12 PM Signing Complete Security Checked 4/29/2026 2:26:56 PM Completed Security Checked 4/29/2026 2:26:59 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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