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Home My WebLink AboutAgreements/Contracts - Development ServicesBarbara Vasquez From: Damien Hooper Sent: Tuesday, October 27, 2020 9:00 AM To: Barbara Vasquez; BOCC Consent Cc: Samuel Castro Subject: Consent Agenda Item Attachments: A8CO1 sow202OO924.docx Barb - Please add the attached to the next available consent agenda item for discussion and "approval" by the BOCC. The attached document outlines a change order for the Parametrix budget for the landfill RI/FS project. The change order reflects work that the consultants have already done as a result of the 2019 decision to expand the feasibility study as well as covers forward-looking work on the Phase 2workplan that is part of the newly approved schedule by the Department of Ecology. The total amount for this change order is $387,970.00 and is partially eligible for recovery by the grants for the project as well as insurance coverage for this project, and the City of Ephrata in addition to out-of- pocket funds from the County. I have reviewed the change order and find it to be appropriate and necessary for this project to progress, if the BOCC concurs, I will direct a formal change order to be drafted and presented to Leslie Nellermoe at Nossaman, LLP as she is the primary contract manager for Parametrix. Damien Hooper Director Grant County Development Services P.O. Box 37 Ephrata, WA 98823 Location: 264 West Division Avenue Ephrata, WA (509) 754-2011 Extension 2501 OCT 2 7 2020 5RANT COUNTY COMMISSIONERS From: Brian Pippin <BPippin@parametrix.com> Sent: Wednesday, October 14, 2020 11:11 AM To: Damien Hooper <dhooper@grantcountywa.gov> Cc: Dwight Miller <DMiller@parametrix.com>; Nellermoe, Leslie C. <Inellermoe@nossaman.com>; Jean Johnson <JJohnson@parametrix.com> Subject: RE: Amendment Eight Change No. 1 proposal Hi Damien, I noticed a minor issue with the change proposal which might cause confusion. The original Amendment Eight total of $597,094 includes a labor escalation allowance of $13,680. 1 should have distributed it to the Task 1.1 and 1.3 budgets since those were the tasks where most labor was charged. I've described that distribution in the attached revised proposal (changes tracked). I also changed most instances of 'increase' to 'addition' in the body text for consistency with the budget summary table. The escalation allowance is already in Amendment Eight and does not change the contract total. The new Task 1.1 and 1.3 amounts now reflect the escalation distribution. This also results in the sum of new task totals equaling the new contract amount. Otherwise there would be a $13,680 difference. Hopefully this doesn't create more confusion than it resolves. We can talk about it this afternoon. Thanks! - Brian Parametrix EN: INEE�!N'�- . FANNING . ENVIRONMENTAL SCIENCES Brian Pippin, PE Senior Consultant 206.394.3634 direct 425.681.3602 cell From: Brian Pippin Sent: Thursday, September 24, 2020 2:01 PM To: Damien Hooper <d_hooper@grantcountywa.gov> Cc: Dwight Miller (DMiller@parametrix.com) <DMiller@parametrix.com>; Inellermoe@nossaman.com; Jean Johnson <JJohnson@parametrix.com> Subject: Amendment Eight Change No. 1 proposal Hi Damien, Parametrix's Amendment Eight, Change No. 1 proposal is attached. We were able to squeeze over $27,000 out of the initial $415,000 we discussed last week. This results from: • Temporarily reducing our labor multiplier by 5%, effective October 3, 2020 through May 28, 2021. Parametrix's annual rate changes take effect at the start of each October billing period. Reducing the labor multiplier results in most billing rates dropping slightly, although rates for a few junior staff will increase. The net effect is like a billing rate freeze through next May. • Leaving the Task 1.2 budget alone. Despite the extended schedule, effort to date has been modest and should remain so. • Lower actual costs during mid-September than estimated a few weeks ago. Going forward, Parametrix will provide a monthly summary of any unscoped services and the associated costs. Unscoped effort is sometimes offset by reduce effort in other areas. We recommend continuing the practice of writing new change orders from time -to -time when warranted by cumulative change. Reporting change on a regular basis will support timely communication to all concerned. Please contact me with any questions or requests pertaining to the Change No. 1 proposal. If you find the proposal satisfactory, I will have Jean Johnson of Parametrix route the signature version with instructions. Jean is our Contracts Manager. Thanks! Brian Parametrix ENGINEERING . PLANNING. ENVIRONMENTAL SCIENCES Brian Pippin, PE Senior Consultant 206.394.3634 direct 425.681.3602 cell Parametrix ENGINEERING. PLANNING ENVIRONMENTAL SCIENCES EXHIBIT A- SCOPE OF WORK AND BUDGET SUMMARY Grant County Amendment Eight, Change No. 1 EPHRATA LANDFILL RI/FS ENGINEERING SERVICES WELL INSTALLATION, TESTING, AND SURVEY; GROUNDWATER SAMPLING AND TESTING; HYDRAULIC TESTING; MULTI -PHASE EXTRACTION PILOT TESTING; AND FEASIBILITY STUDY COMPLETION This Change No. 1 to Amendment Eight extends the schedule to May 28, 2021, adds services to the original scope of work, and increases budgets. BACKGROUND Tasks originally planned under Amendment Eight have expanded and a new task is planned as follows: • Field personnel were added following the COVID-19 shutdown to complete the well tests and water quality sampling. Water storage tank cleaning was also added. • Additional effort was needed to develop and implement COVID-19 safety protocols and update the site health and safety plan. • Engineering support for the Phase 1 Data Report development by PGG, originally planned for 91 days, is now scheduled for about 235 working days. No additional budget is requested, although the schedule is extended, and general changes described below apply. • Additional project management effort was needed to orient the new Grant County Project Manager and the new Ecology Site Manager, develop additional cost backup, and implement other changes requested by the new Ecology Grant Manager. • Project management, originally budgeted through June 10, 2020, will now extend through May 2021. Project management budget is needed for the extended schedule. • Phase 2 Workplan completion is now planned, rather than just starting the workplan development. This is to support delivery of the Phase 2 Workplan one month after the Phase 1 Data Report. The original lag was three months. • A new task is added for critical system maintenance and repair. Direct cost budgets are also increased to support this task. Tasks and subtasks affected by this Change No. 1 are: Assessments and Remedial Investigations (1003) 1.1 Engineering Support for New Wells and Groundwater Sampling and Testing (Scope and Budget Increase, Inactivation) 1.2 Engineering Support for Phase 1 Data Report (Schedule Extension) 1.3 Task Management and Administration (Scope and Budget Increase, Inactivation) 1.4 Task Direct Costs (Balance Transfer to Task 2.3, Inactivation) Grant County 553-1860-013 Exhibit A: Amendment Eight 1 September 2019 Ephrata Landfill RI/FS Engineering Services REGEI�ED CCS 1� 2020 �y CO^nMISS10NERS GRANS OOUN SCOPE OF WORK (continued) 2. Feasibility Study (1004) 2.1 Phase 2 Workplan (Scope and Budget Increase, Schedule Extension) 2.2 Task Management and Administration (Scope and Budget Increase, Schedule Extension) 2.3 Task Direct Costs (Scope and Budget Increase, Schedule Extension) 2.4 Critical System Maintenance (New) In addition to the specific changes above, Parametrix will temporarily reduce its project labor multiplier by five percent effective October 3, 2020 through May 28, 2021. The first unscoped effort under this change was on October 10, 2019. This Change No. 1 to Amendment Eight is retroactive to October 10, 2019 and extends the completion date from July 31, 2020 to May 28, 2021. SCOPE BY TASK Task 1: J003 Assessments and Remedial Investigations Task 1.1 J003 Engineering Support for New Wells and Groundwater Sampling and Testing (Scope and Budget Increase, Inactivation) Change Summary Parametrix was to provide one field geologist to support drilling and well testing in a continuous project starting last September. Thirteen site trips and 93 field -person -days were budgeted. The drilling schedule was extended due to drilling equipment problems then temporarily shut down last December. The well testing was delayed by COVID-19-related shutdowns. Parametrix ultimately provided five people to support the well testing and sampling following the COVID-19 shutdown, resulting in 132 field -person -days and 23 site trips. Parametrix also developed COVID-19 safety protocols based on State and Federal guidance and updated the site health and safety plan. Parametrix incurred unbudgeted cost for liquid storage tank cleaning and coordination of the tank pickup after field work was complete. The Task 1.1 budget is increased from $250,979 to $331,813, an $80,834 increase. Task 1.1 is complete and will be inactivated effective September 26, 2019. Any budget balance will be transferred to Task 1.2 or Task 2. Task 1.2 Engineering Support for Phase 1 Data Report (Schedule Extension) Change Summary The task schedule is extended to April 2, 2021. Once Task 1.2 is completed, it will be inactivated, and any budget balance will be transferred to Task 2. Task 1.3 Task Management and Administration (Scope and Budget Increase, Inactivation) Change Summary Parametrix originally budgeted for project management and administrative expenditures through June 10, 2020. Additional project management effort was needed to orient the new Grant County Project Manager and the new Grant County 553-1860-013 Exhibit A: Amendment Eight 2 September 2019 Ephrata Landfill RI/FS Engineering Services SCOPE OF WORK (continued) Ecology Site Manager. Unbudgeted effort was also required to develop additional backup for old invoices, add backup information requested by the new Ecology Grant Manager to new invoices starting last November, implement Per Diem, end direct cost markup, and negotiate hotel accommodations at the State rate. Additional project management costs also resulted from extending the schedule. The Task 1.3 budget is increased from $70,282 to $202,018, a $131,736 increase to cover effort through September 18, 2019. Task 1.3 will be inactivated effective September 19, 2020. Task 1.4 Task Direct Costs (Balance Transfer to Task 2.3, Inactivation) Change Summary The original $57,300 task budget included $22,100 for direct costs and $35,200 for subconsultants. Direct costs incurred are $6,949 over budget as the result of 39 additional field -person -days, 10 additional site trips, and $3,679 for Pro -Vac to clean the water tanks before their return to United Rentals. The subconsultants are both under budget. No more lab work will be needed under this change order. However, Gradient will continue to provide toxicology support when requested. This change will transfer the $8,006 Task 1.4 balance to Task 2.3 and Task 1.4 will be inactivated effective September 19, 2020. Task 2.3 will require more budget additions as described below. Task 2 J004 Feasibility Study Part 1 Task 2.1 Phase 2 Workplan (Scope and Budget Increase, Schedule Extension) Change Summary Task 2.1 was previously named Phase 2 Workplan Initial Development. This task will now cover completion of the Phase 2 Workplan. When Amendment Eight took effect last September, the Phase 2 Workplan was to be submitted about three months after the Phase 1 Data Report. The original Task 2 assumption was completion of the Phase 2 Workplan under a scope and budget addition. In the draft schedule distributed by PGG on August 19, 2020, the Phase 2 Workplan is to be submitted only one month after the Phase 1 Data Report. This means the Phase 2 Workplan will need to be developed and substantively completed nearly in step with the Phase 1 Data report. Task 2.1 is therefore expanded to include completion of the Phase 2 Workplan. The Task 2.1 budget is increased from $107,479 to $210,489, a $103,010 increase. The task schedule is extended to May 28, 2021. Task 2.2 Task Management and Administration (Scope and Budget Increase, Schedule Extension) Change Summary Task 2.2 was originally budgeted to cover project management and administrative costs from December 16, 2019, through June 10, 2020, when the original Task 2.1 was planned. This task is now planned from mid-September 2020, when the Task 1.3 budget is used, through May 2021. This change is consistent with the original concept of shifting project management costs from Grant Task J003 (Remedial Investigation) to J004 (Feasibility Study) as we transitioned from the expanded remedial investigation to the Phase 2 Workplan. Grant County 553-1860-013 Exhibit A: Amendment Eight 3 September 2019 Ephrata Landfill RI/FS Engineering Services SCOPE OF WORK (continued) The Task 2.2 budget is increased from $39,194 to $70,266, a $31,072 increase. The task schedule is extended through May 28, 2021. Task 2.3 Task Direct Costs (Scope and Budget Increase, Schedule Extension) Change Summary No charges have been made against the original $1,000 budget for project direct costs incurred by Parametrix. However, this task needs to be expanded to include Gradient ($11,500 budget balance) and $20,000 for direct costs and subcontractors for critical system maintenance under new Task 2.4. With the $1,000 original balance and $8,006 balance transfer from Task 1.4, an additional $22,494 is requested. The new Task 2.3 budget is $31,500. The task schedule is extended through May 28, 2021. Task 2.4 Critical System Maintenance (New Task) Objective Perform vapor and liquid collection and treatment system maintenance and repair necessary to preserve equipment and prevent damage. Background The vapor and liquid collection and treatment system has not been operated since the multi -phase extraction pilot test in 2017. Since then the electrical surge protector has tripped and requires servicing and possible replacement. Collection piping at one well has separated. Other equipment may need to be cycled or otherwise prepared for long-term shutdown, which was not anticipated in 2017. This task provides budget for Parametrix and suppliers, subcontractors, and vendors as needed to perform critical system maintenance and repairs that, if not addressed, could lead to further damage. Approach Parametrix will review the operation and maintenance manual and records from recent field observations and determine maintenance and repair that needs to be performed to protect the system. The full scope of critical maintenance and repair will need to be determined. Activities may include pricing parts and supplies, identifying suppliers, vendors, and subcontractors, scheduling maintenance and repair activities at the site, and performing and overseeing critical maintenance and repair. Assumptions Critical maintenance and repair will be performed to the extent feasible within the task budget, and as soon as feasible after Change No. 1 to Amendment Eight is approved. Any additional critical maintenance and repair will be identified but not performed under this authorization. Budget The Task 2.4 labor budget is $18,824 and is detailed in Exhibit B. Task 2.3 also includes $20,000 for direct costs, subcontractors, and vendors for this work. Grant County 553-1860-013 Exhibit A: Amendment Eight 4 September 2019 Ephrata Landfill RI/FS Engineering Services SCOPE OF WORK (continued) BUDGET SUMMARY 1. Assessments and Remedial Investigations (.1003) Addition' 1.1 Engineering Support for New Wells and Groundwater Sampling and Testing $80,834 1.2 Engineering Support for Phase 1 Data Report $0 1.3 Task Management and Administration $131,736 1.4 Task Direct Costs $0 2. Feasibility Study (.1004) 2.1 Phase 2 Workplan $103,010 2.2 Task Management and Administration $31,072 2.3 Task Direct Costs $22,494 2.4 Critical System Maintenance $18,824 Total Change No. 1 Budget Addition $387,970 Original Amendment Eight Budget $597,094 New Amendment Eight Budget $985,064 Dated this day of , 20 `2_ Board of County Commissioners Grant County, Washington Approve Disapprove Abstain Dist 41 Dist # I Dist # 1 Dist 41 'r Dist # 2 Dist # 2 Dist #3 Dist # 3 Dist # 3 ' Assumes transfer of $8,006 from Task 1.4 to Task 2.3. Grant County 553-1860-013 Exhibit A: Amendment Eight 5 September 2019 Ephrata Landfill RI/FS Engineering Services