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HomeMy WebLinkAboutAmendment 7 10272020 Kittitas County Solid Waste Programs 925 Industrial Way, Ellensburg, WA 98926 Telephone: (509) 962-7542 Fax: (509) 962-7087 October 27, 2020 CH2M Hill Engineers Inc. (Jacobs) Attention: Tom Parker, PE, Project Manager 1100 5th Ave NE Suite 500 Bellevue, WA 98425 RE: Amendment No. 7 to Professional Service Agreement This Amendment will add Phase 7 Items 1-2.3 per the scope attached to assist with the BRIC grant application and preform the . Original Professional Service Agreement and Phase 2 –6 1,230,404.00 Phase 7 $ 34,735.00 Total Adjust Service Contract Amount $1,265,139.00 I have enclosed two copies of this change, please sign and return. Approval Kittitas County Board of County Commissioners CH2M Hill Engineering Inc. (Jacobs) BY:____________________________ BY:_________________________ Name:_________________________ Name:_______________________ TITLE:_ Chair___________________ TITLE:_______________________ DATE:_________________________ DATE:______________________ Kittitas County Transfer Station Relocation Project - Phase 7 - Scope of Work This Phase 7 scope of work (SOW) encompasses additional effort provided by CH2M Hill Engineers, Inc. (Jacobs) to support of Kittitas County (County) with the completion of a FEMA Building Resilience in Communities (BRIC) Grant Sub-Application. Jacobs wrote a Pre-Application for FEMA Hazard Mitigation Assistance, which was submitted by the County to the Washington Emergency Management Division (EMD) on September 3, 2020. The Pre- Application was accepted by FEMA; triggering a Sub-Application that is due November 15, 2020. Following is the scope and level of effort to complete Phase 7. This work will be performed in accordance with the Professional Service Agreement and its Amendment No. 1-6. Phase 7 Phase 7 project duration is expected to continue for 1 month (October 9 through November 15, 2020), overlapping with the ongoing efforts of Phase 6. If the Sub-Application is accepted, additional effort is foreseen for any required additional submissions and is not defined in this Amendment. Task 1: Project Management The full BRIC Sub-Application will require regular communication with the County and EMD to prepare an accurate and compelling application. The following effort for Phase 7 includes: • Communication call/meeting agendas and high-level summaries (up to 6) • Correspondence and meetings with EMD staff and high-level summaries (up to 3) • One progress report and one invoice after completion of grant Sub-Application Task 2: FEMA BRIC Grant Sub-Application The full Sub-Application, required attachments, and benefit cost analysis (BCA) will be submitted online in the FEMA Grants Outcomes (FEMA Go) platform by November 15, 2020 for initial State review. The County will register Jacobs as a Subrecipient Authorized Representative (SAR) to facilitate Jacobs submitting the Sub-Application. Instructions on how to register and create an account in FEMA GO and the System for Award Management (SAM.gov) is found here: https://www.fema.gov/sites/default/files/2020-07/fema-go_user-registration-login_reference- guide.pdf Information required for this registration includes organization’s legal name, mailing and physical address, EIN, DUNS and DUNS +4 numbers, and the Electronic Business Point of Contact (eBIZPOC). Task 2.1 FEMA GO Sub-Application & Attachments The FEMA Go Sub-Application template will be populated by Jacobs and later uploaded by Jacobs into FEMA GO. The sections of the Sub-Application that will require substantial narrative include: • Contact Information • Scope of Work • Budget • Cost-Effectiveness (see Task 2.3) • Environmental/Historic Preservation Review • Community Rating System (CRS) • Cooperating Technical Partner (CTP) • Building Code Effectiveness Grading Schedule (BCEGS) • Location – Project Benefiting Area, Project Site Inventory Forms/Attachments to be completed by Jacobs that accompany the full Sub-Application include: SF-424 - Application for Federal Assistance FEMA BCA tool and Narrative SF-424C - Budget Information for Construction Programs SF 424D, Assurances & Certification Construction Programs FF 112-0-3c or 20-16C - Certifications Regarding Lobbying, Debarment, Suspension and Other Responsibility Matters; and Drug-Free Workplace Requirements Maintenance Assurances It is assumed that the following sections will be populated with information provided by the County: • Project funding sources and types • Contact Information • Non-federal funding sources • Various certifications e.g. Lobbying, drug-free workplace Task 2.2 FEMA Benefit Cost Analysis (BCA) Tool Using the FEMA BCA Toolkit Version 6.0, Jacobs will identify and estimate cost avoidance measures that will be compared to total cost of the project. Jacobs will prepare a narrative that will accompany the toolkit describing assumptions and metrics behind the Costs/Avoided Costs and Benefits. Other Jacobs specialists that can estimate costs of major flood event damage such as surface water contamination may be employed. The results of the BCA include: • Populated FEMA BCA Tool with a goal result of 1.0 or higher • BCA Tool Narrative • Two virtual meeting session with the County to revise tool inputs until a satisfactory “benefit” is calculated Task 2.3 FEMA GO Submittal Following the FEMA GO Manual found here https://www.fema.gov/sites/default/files/2020-10/fema_fema-go- subapplication-development_user-manual_August-2020.pdf the products of the complete BRIC Sub-Application package will be uploaded to FEMA GO. The Application Review Tool (ARTool) and Required Document Checklist will be populated prior to submittal of the Sub-Application. Deliverables • Submission of full Sub-Application • Notice to EMD of SAR request and FEMA GO submittal (hma@mil.wa.gov) Assumptions • The County will collect the necessary signatures and legal documentation. • The County will provide financial information necessary to populate the BCA and Sub-Application narratives. • County will facilitate the signing of the documentation. • We will request one review of the sub-application by EMD. • If the EMD provides comments after November 15, revisions to the Sub-Application are out of scope. • The County will provide all necessary documentation, data and relevant information by October 21. • Jacobs is not responsible for schedule or submittal delays resulting from County actions or response times. • The submittal of the Sub-Application will not be delayed by locally or nationally imposed COVID-19 restrictions. Jacobs is not responsible for schedule changes related to COVID-19. Schedule The following key milestone dates form the basis of delivery of this scope of services (as the project progresses, these dates are subject to change). Progress Schedule Milestone Timeframe (2020) Project (BRIC Grant) Kickoff Meeting October 6 Notice to Proceed October 15 1st call with EMD October 19 Documentation, Data, and Relevant Information Due October 21 Internal Review of BCA & Sub-Application Form October 23 County Review of BCA & Sub-Application Form October 27 Draft to EMD for review October 29 Final to EMD for approval November 4 Sub-Application entry into FEMA GO November 13 Estimated Fee Based upon the project scope, Jacobs proposes a not to exceed engineering fee of $34,735, to be billed on a time-and-materials basis in accordance with unit billing rates. Jacobs’ 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.