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HomeMy WebLinkAboutCH2M Contract AmendmentKittitas County Solid Waste Programs 925 Industrial Way, Ellensburg , WA 98926 Telephone: (509) 962-7542 March 7, 2017 CH2M Attention: Tom Parker, PE ,Project Manager 1100 5th Ave NE Suite 500 Bellevue, WA 98425 Fax: (509) 962-7087 RE: Amendment No.1 to Professional Service Agreement This Amendment will add Phase 2 of the Transfer station Feasibility study. Phase 2 will include site evaluation and public meetings at outlined in the attachment. Original Professional Service Agreement Phase 2 Site evaluation and public meetings Total Adjust Service Contract Amount $ 69 ,143.0 0 $199.800 .00 $268,943.00 I have enclosed four copies of this change please sign and return. air Board of Commissioners BY : ~~~~~~~~~------- Name: Pau , V &{..,tJ e Le TITLE: R:/p( 1:'< C.hlLl £ In tLY) DATE : ,,'/-.. 7: II 1: . ;. Phase 2 -Scope of Work Task 1: Project Meetings/Project Management CH2M HILL Engineers, Inc. (CH2M) will conduct a project kick-off meeting (up to 1 hour via conference call) with County staff to discuss project scope, schedule, budget, and to identify critical project milestone dates. A project management plan will be developed for the project. CH2M will routinely communicate with County staff via phone and e-mail to provide project updates, review project scope and budgets, and to discuss and resolve project issues and concerns. Monthly invoices will be prepared and submitted to the County identifying task budget, amount spent this period, and remaining budget. We will prepare monthly summary reports with each invoice identifying work performed for the period, projected items to be completed, issues resolved, deliverable items, and provide updates to the project schedule. This task will be primarily conducted by Tom Parker and Lyndsey Lopez with some assistance from administrative staff. Deliverables Project kick-off meeting agenda and summary Project Development Plan Communication call/meeting agendas and high-level summaries (up to 8) Ongoing action item tracking resulting from communication calls/meetings Progress reports and invoices (four) Assumptions 9 month project duration Phone meetings will be via conference call and Skype for Business No face-to-face meetings are planned under this task; face-to-face meetings can be handled during travel under Tasks 2 and 3 as needed Task 2: Public Involvement A majority of the public involvement tasks will be performed by Envirolssues, as a subconsultant to CH2M. Task 2.1 Communications Coordination Envirolssues will coordinate and facilitate project-specific communication calls/meetings with County and the CH2M technical team to discuss progress on various aspects of the public involvement program. Coordination calls/meetings will occur approximately monthly with additional meetings/calls ahead of specific engagement events. The calls/meetings will enable County staff to update elected officials, review upcoming events, and discuss materials development and action items. This task will also include project management activities including preparation of progress reports and monthly invoices. Deliverables Communication call/meeting agendas and high-level summaries (up to 8) Ongoing action item tracking resulting from communication calls/meetings Monthly progress reports and invoices (nine months) Assumptions County will provide meeting space for in-person communications meetings. Meetings will be conducted either via teleconference or in conjunction with other stakeholder and public involvement meetings. Phone meetings will be via conference call and Skype for Business, coordinated by Envirolssues All meetings will be attended by one Envirolssues staff person Task 2.2 Develop Public Involvement Plan Envirolssues will develop a public involvement plan outlining goals and objectives, identifying key audiences and messages, developing tools and activities, establishing measures of success, and developing an outreach schedule; goals may include: o Inform the community about upcoming meetings/conversations regarding Kittitas County's Transfer Station Relocation project o Gauge key stakeholders' interests in the project o Identify any existing areas of concern about transfer station relocation o Stimulate interest in participating ih the conversation As part of this task, Envirolssues will conduct up to six stakeholder interviews to inform the gain input to development of the public involvement plan. Deliverables: Draft and Final public involvement plan List of key stakeholders and community members Outreach schedule Thematic summary of stakeholder interviews Assumptions Stakeholder Interviews performed in 2 days in Ellensburg by Envirolssues with minor local travel included. No CH2M staff will be involved in the stakeholder interviews. County will provide one round of consolidated comments to the Draft public involvement plan. Task 2.3 Implement Public Involvement Plan Envirolssues will implement the public involvement plan by developing informational materials including one (1) postcard and one (1) newsletter and/or fact sheet(s) for county distribution. Envirolssues will coordinate and support up to four (4) stakeholder group briefings, one (1) County Commissioner briefing, and two (2) Solid Waste Advisory Committee (SWAC) briefings. Envirolssues will plan, facilitate and document up to two (2) community meetings, including supporting logistics, presentation materials, display boards, developing meeting plan and agenda, and producing meeting summaries. Deliverables: One (1) postcard, one (1) newsletter and/or fact sheet content Design and print coordination for postcard, newsletter, and/or fact sheet Briefing and meeting materials including sign-in sheets, agendas presentation, display boards (up to 10) and refreshments High-level summary of comments, action items, and key points from stakeholder group briefings and community meetings Assumptions: County will provide meeting space for up to four (4) stakeholder group meetings and two (2) community meetings Envirolssues will utilize their Creative Studio to provide artwork for informational materials Envirolssues will coordinate printing County staff will print and mail informational materials (printing cost and postage will be paid by the County) SWAC and County Commissioner briefings will be conducted under Task 2.5 Four (4) Stakeholder meetings attended by Penny Mabie and performed during community meetings Two (2) community meetings attended by Penny Mabie and one CH2M staff. Meetings conducted in (4) separate trips. Task 2.4 Online Platform Envirolssues will develop a multi-page/station online open house (OOH) based on demo.publicmeeting.info template and access to Google Analytics. Pages will be archived upon completion unless longer term hosting is requested. Envirolssues will collaborate with County staff to enhance current web pages and develop additional web page content. Deliverables One custom sub-domain for OOH (Le., KCTransferStationRelocation.publicmeeting.info or KittitasTransferStation.participate.online) Customized OOH theme (custom header graphic, headline, and button colors) Up to 8 OOH stations (tabs) One analytics report per month One comment report and summary Two rounds of web page review and content update Assumptions Hosting website for up to 6 months Content will be drawn from Task 2.3 efforts Any additional writing needed for the online open house will be done under Task 2.3 Development and maintenance of the online open house will be done under Task 2.4 Working with County staff and technical team to develop web page(s) devoted to the community conversation, using the brand Task 2.5 SWAC/Commission Meetings CH2M will provide site selection study updates at two (2) SWAC and one (1) County Commission Meetings. PowerPoint presentations will be prepared for each meeting. Deliverables Two (2) PowerPoint Presentations presented at SWAC and County Commission meetings Assumptions Attendance at two (2) SWAC and two (1) Commission meeting by Penny Mabie and Tom Parker; assumed that they will be under two (2) separate trips. Assume Commission and SWAC meeting conducted on the same day Task 3: Task 3.1 Site Selection Identify Potential Sites CH2M will collaboratively work with County staff to identify potential sites for a new transfer station/composting facility that meet the minimum land acreage (20 to 25 acres) requirements identified in the Basis of Design (BOD) report. County staff will utilize the County's Geographic Information (GIS) system to develop an overall map showing potential sites, land ownership, zoning, and floodplain information. Potential site information will be summarized on a spreadsheet and will be routinely updated thru the site selection process. Deliverables Potential Sites -spreadsheet Potential Sites -maps (GIS Platform) Assumptions Potential Site spreadsheet to be routinely updated throughout site selection process. It is expected that up to 10 Potential Sites will be identified during this initial task. County staff will utilize County's Geographic Information (GIS) system to develop map Task 3.2 Initial Site Screening CH2M will facilitate one (1) project workshop with the County to discuss and finalize initial screening criteria which may include: floodplains, wetlands, county zoning, and regulatory requirements (local, state, and federal). Potential sites identified in Task 3.1 will be evaluated and screened in accordance with the selected initial screening criteria. During the workshop, CH2M will identify and discuss potential secondary screening criteria that may include: • FEMA Floodplain • Watercourse • Distance to Major Road • Haul Distance to Landfill • Depth to Groundwater • No. of Owners • Permitability • View • No. of Neighbors • Hauling Distance • Location of Utilities • Type of Owner • Development Cost • Land Use • Topography CH2M will facilitate a project workshop with the project team in evaluating and selecting secondary siting criteria, develop performance measures, and establish relative weights for each criteria. A project workshop summary will be developed and transmitted to workshop attendees. Deliverables Workshop agenda and meeting summary. Assumptions Workshop attended in-person by Tom Parker and Lyndsey Lopez. Workshop attended via conference call by Penny Mabie, Keith Gordon, Bo Bruner, and Scott Gamble Task 3.3 Secondary Site Screening CH2M will conduct a secondary site screening of potential sites (up to 4) that passed the initial screening criteria and establish performance measures. Initial site rankings will be summarized in matrix format. A brief description will be developed for each site, initial and secondary siting criteria, and selected performance measure. CH2M will conduct an in-person project meeting with County staff to discuss results of the initial ranking and a technical memorandum will be developed. Deliverables Meeting agenda and meeting summary. Draft and Final Initial and Secondary Screening Technical Memorandum Assumptions One project meeting attended in-person by Tom Parker and attended via conference call by Lyndsey Lopez, Keith Gordon, and Scott Gamble. County will provide one round of consolidated comments on the technical memorandum. County will provide additional GIS assistance as needed . Task 3.4 Develop Conceptual Layouts and Cost Estimates It is estimated that three (3) shortlisted sites (top ranked) will be chosen and conceptual layouts and budgetary (Class 4) cost estimates will be prepared. Conceptual layouts will utilize information contained in the Basis of Design (BOD) report including conceptual layouts for the transfer building, composting area, scalehouse, moderate risk waste building, and recycling drop-off area. For each selected site, CH2M will create specific conceptual road improvements (on and off-site) and utility concepts (water, sewer, electric, gas, telecommunications). Budgetary cost estimates will be prepared for each option and will include land acquisition, permitting, engineering, utilities, buildings/structures, and stormwater structures. For each site, CH2M will develop the following drawings: • Overall layout (roads, buildings, utilities) -One for each site (3 Drawings Total) We will utilize transfer building, administration building, scalehouse, recycling drop-off area, and Moderate Risk Waste (MRW) concepts developed during the Basis of Design report for each conceptual layout. County staff and CH2M will visit each site and document site conditions, topography and drainage patterns, location of utilities, roads, fencing, and existing buildings/structures. Deliverables Three (3) Conceptual Layouts (1 drawing for each site - 3 total) Three (3) Class 4 cost estimates (one for each site-3 total) Assumptions County staff will visit the three sites to review proposed site conditions. CH2M will prepare a checklist for county use. CH2M will visit sites during SWAC, Commission, and Community meetings. Concepts developed during the Basis of Design report will be used for the transfer building, administration building, scalehouse, recycling drop-off area, and Moderate Risk Waste (MRW). Task 3.5 Finalize Site Selection Report CH2M will facilitate a 2-hour workshop with the county to finalize ranking of potential sites using the initial and secondary site screening results, conceptual layouts and cost estimates. A draft report will be developed summarizing results of site selection tasks. The report will include the following: 1. Introduction and Project Need 2. Site Selection Methodology 3. Public Involvement Activities 4. Basis of Design Report Summary S. Identification of Potential Sites 6. Initial Site Screening 7. Secondary Site Screening 8. Conceptual Layouts and Cost Estimates 9. Final Site Selection Appendices 1. Public Involvement Summary 2. Figures Meetings Website Public Comments Initial Site Screening Maps Secondary Screening Maps 3. Conceptual Layouts 4. Conceptual Cost Estimates 5. Site Ranking Matrices Deliverables Workshop agenda and meeting summary. Draft and Final Site Selection Report (Estimated 30 pages) Assumptions Workshop attended in-person by Tom Parker. Workshop attended via conference call by Lyndsey Lopez, Penny Mabie, Keith Gordon, Bo Bruner, and Scott Gamble. County will provide one round of consolidated comments on the Draft Site Selection Report. Schedule CH2M will complete the work in accordance with the following schedule : Task 1 Task 1 Task 2.2 Task 3.1 Task 3.2 Task 3.3 Task 3.4 Task 3.5 Kick-off Meeting Project Management Plan Develop Public Involvement Plan Identify Potential Sites Initial Site Screening Project Workshop SWAC Meeting Public Open House No.1 Secondary Site Screening Public Open House No.2 Develop Conceptual Layouts and Cost Estimates Public Open House No.3 Finalize Site Selection and Report Project Workshop SWAC Meeting County Commission Meeting 14 Calendar days from NTP 14 Calendar Days from NTP 10 Calendar days from NTP 30 Calendar days from NTP 60 Calendar Days from NTP 120 Calendar Days from NTP 180 Calendar Days from NTP 240 Calendar Days from NTP The overall duration of these tasks is assumed to be up to 9 months from County authorization to proceed. Estimated Fee Based upon the project scope, CH2M proposes a not to exceed engineering fee of $199,800, to be billed on a time-and-materials basis in accordance with unit billing rates and subject to negotiation of mutually agreeable terms/conditions in the professional services agreement. CH2M's estimated engineering fee is summarized in the following table. Kittitas County will be notified of any changes to the estimated level of effort and costs associated with this scope, and if necessary, changes to the approved estimate fee will be discussed and agreed upon via change order in advance of exceeding the project budget. Kittitas County -Transfer Station Project Phase 2-Site Selection Estimated Engineering Fee Task CH2M CH2M Labor Subconsultant Direct Total Person-Cost Cost Expenses Hours Task 1: Project Meetings/Project 89 $13,995 $440 $105 $14,540 Management Task 2: Public Involvement (PI) 02.01 -Communications Coordination 4 $620 $9,356 $54 $10,030 02.02 -Develop PI Plan 17 $2,320 $7,836 $54 $10,210 02.03 -Implement PI Plan 40 $7,640 $18,375 $2,025 $28,040 02.04 -Online Platform 4 $620 $11,611 $149 $12,380 02.05 -SWAC and Comm Meetings 33 $6,275 $4,709 $1,066 $12,050 Task 3: Site Selection 03.01 -ID Potential Sites 12 $2,180 $2,040 $60 $4,280 03.02 -Initial Site Screening 61 $12,205 $2,340 $875 $15,420 03 .03 -Secondary Site $20,570 $2,340 $590 $23,500 Screening 110 03.04 -Dev Concept layouts $33,560 $4,400 $230 $39,070 and Cost Est 196 03.05 " Finalize Site Selection Report 174 $28,470 $1,760 $930 $31,160 Total 740 $128,455 $65,207 $6,138 $199,800