HomeMy WebLinkAbout20061671.tiff rik, Applegate
Group,
May 18, 2006
Mr. Frank Hempen
Director of Public Works
P.O. Box 758
Greeley, CO 80632
Re: Proposal for Hokestra Phase II Engineering Services
Dear Mr. Hempen:
Applegate Group, Inc. is pleased to submit this Proposal for Phase II engineering services related
to the Hokestra site. It is our understanding that Weld County would like to proceed with a
portion of the recommendations from the Phase I Reservoir Liner Feasibility Study by Applegate
Group dated August, 2005. The Phase I feasibility study recommended one of the following 2
options:
• Clay Line Reservoir II and Slurry Wall Reservoirs III and IV
• Clay Line Reservoir II and Slurry Wall Reservoirs III and IV and the Southeast pits.
• In addition to either above option — a groundwater mitigation plan was recommended
including 3 monitoring wells and a French drain system around Reservoirs III and IV.
Based on our conversations with you and Weld County staff, it is our understanding that the
County would like to procure engineering services for the design and installation of a clay liner
for Reservoir II and install the groundwater mitigation plan as recommended in Phase I of this
project. The slurry wall design and construction for Reservoirs III and IV is not a part of this
scope of work. Based on our past history with this project and familiarity with gravel pit
reservoir projects, we respectfully recommend the following scope of work:
Task 1: Data Collection Fixed Fee$6,400
This task will include gathering information to successfully complete this phase of the Hokestra
project. This includes, but is not limited to, the current Division of Minerals and Geology
(DMG) mining permit, base survey data, soils testing results from Phase I, and geological maps
of the area. We will also collect additional information regarding the existing gas lines and
St. Vrain Creek Recreational Trail. This information will be compiled and reviewed to obtain
information pertinent to the design of the clay liner and related infrastructure. The review will
also determine if any additional data will be necessary to complete Phase II of the project.
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Mr. Frank Hempen
Re: Hokestra Phase II Proposal
May 18, 2006
Page 2 of 10
Task 2: Geotechnical Investigation Fixed Fee$10,500
Existing geotechnical information from Phase I will be reviewed. Applegate Group will
coordinate with a Geotechnical sub-consultant to further investigate if on-site materials are
suitable for the liner construction.
The geotechnical work provided in this task will examine potential borrow sites near the
reservoir to be used as acceptable material for the proposed clay liner. We will also test samples
from the bedrock located in the bottom of the reservoir to determine if it is suitable for placement
in a clay liner. We recommend two (2) to three (3) tests pits in each potential borrow site
location. Samples will be taken and the following tests performed: soil classification, gradation,
Atterberg limits, hydrometer analysis, triaxial shear tests, falling head permeability, crumb
dispersion testing, and possibly pinhole dispersion. The field engineer and geotechnical
technician will log collected samples. We will also estimate the quantity of suitable materials
that are available on-site for use in the clay liner. We have assumed that samples can be taken
on-site without using a drill rig or back hoe at this time.
A geotechnical report will be prepared that summarizes the field and laboratory investigations
and presents the results of the analyses, as well as provides opinions and conclusions regarding
the feasibility of using on-site materials to construct the clay liner from engineering geological
and geotechnical viewpoints. The results of this task will be used to determine the final design
of the clay liner presented in Task 5 of this scope of work. This information will also be
provided to potential Bidders as part of the Bid package to help them in preparing a responsive
Bid for construction.
Geotechnical testing will also be required during the construction of the clay liner to ensure that
the material is being placed within the approved specifications for the liner. The fees for
geotechnical testing during construction are not included in this scope of work. Upon
completion of fmal design and completion of the Bid package, we will solicit a proposal from a
geotechnical sub-consultant to perform this work during construction. We would recommend
that this work be performed directly for the County rather than as part of the Contractors bid.
This process makes the geotechnical work independent and more responsive to the County in
protecting its interests.
Task 3: Survey Fixed Fee$9,000
A detailed survey will be performed on-site for final design of the Reservoir II clay liner and
associated infrastructure. The site survey will verify existing site grades, overburden quantities,
reservoir depths, elevation differences across the site, utility locations, trail alignments, etc. The
survey will only include information for the design of Reservoir II. If additional surveying is
requested for the entire Hokestra site, we can discuss options for adding this task to our original
scope. This task does not include slope staking during construction or as-built survey
information.
Mr. Frank Hempen
' Re: Hokestra Phase II Proposal
May 18, 2006
Page 3 of 10
Task 4: Permitting Fixed Fee$34,000
DMG Permitting
We will contact the Division of Minerals and Geology (DMG) to verify and finalize their
submittal requirements and obtain the various application materials that will be needed for
submittal.
After finalizing reclamation and reservoir strategies, we will develop preliminary current
condition and reclamation layout plans for Reservoirs II, III and IV located on the Hokestra site.
This scope of work does not include a DMG amendment for the East Pit Reservoirs. The
development of these plans will use the information already available from the original DMG
application materials and will include current mining limits and activities, general mining
phasing, and general reclamation phasing. The preliminary plans will be used to include and
evaluate issues from associated analyses (reservoir design) prior to final reclamation plan
development.
The permit amendment application and exhibits will be prepared and submitted to the DMG. It
is our intent to use all existing and available information for the site to limit the amount of new
materials necessary for the amendment submittal. We assume that current legal description
information of the property will be sufficient for DMG staff.
Preparation of exhibit materials will include a description of current site conditions. The current
site conditions will be included in the revised mining plan (Exhibit D) and mining plan map
(Exhibit C) that are normally in new application materials. In addition, exhibits will include a
new reclamation narrative (Exhibit E) and reclamation plan map (Exhibit F). All conceptual and
technical details of the current conditions, mining plan, and reclamation plan will be developed
with direct input from Applegate Group and Weld County.
Materials will be gathered from the State Engineer's Office (SEO) for the preparation of
Exhibit G, Water Information, for both surface and groundwater. The purpose of this exhibit
will be to demonstrate that the new proposed reclamation plan minimizes the impact to the
"hydrologic balance". At this time, groundwater hydrologic modeling is not included in the
proposed fees. Proposed fees also do not include preparing a well permit for the SEO. If Weld
County would like to discuss these options, Applegate Group can perform this work as
Additional Services. The SEO and DMG have a Memorandum of Understanding on gravel pit
reservoir submittals that we will consider in the preparation and submittal of all materials for
compliance with regulations.
It is assumed that, upon request, specific cost information necessary for the preparation of the
Reclamation Cost Estimate (Exhibit L) will be provided by Weld County with assistance from
Applegate Group. Necessary deeds and lease agreements for the preparation of Right to Enter,
(Exhibit N) will also need to be provided by Weld County.
Because of the proximity of the proposed pit to existing infrastructure (i.e. ditch, gas lines, trail),
areas may need to be analyzed for slope stability safety. The State requires a minimum 200-foot
setback of mining from any man made structure. We typically reduce these setback
Mr. Frank Hempen
' Re: Hokestra Phase II Proposal
May 18, 2006
Page 4 of 10
requirements through engineering analysis to estimate safety factors of highwalls during mining.
It is critical that any failure of a current or proposed mining slope not impact this infrastructure.
A slope stability analysis will be performed in Task 5 of this Scope of Work.
A pre-application meeting with DMG will be attended and, following submittal of the
application material, a site tour with DMG staff will be conducted. Submittal includes
preparation of the application material draft and minor revisions based on comments received by
Weld County. Upon completion of final revisions, two (2) copies will be prepared for submittal
to the State. Copies will also be delivered to the County Clerk and public notices will be mailed
as per DMG regulations. Amendment submittal fees to DMG and all costs for public notification
are included in this task.
Following submittal of the Reclamation amendment materials, we will provide continued support
to coordinate with DMG staff regarding potential objector concerns and respond to adequacy
review comments. The cost estimate provided includes time for meeting with and responding to
staff and other interested parties. These estimates assume minimal public opposition and agency
conflict regarding mining and reclamation issues.
Weld County Use by Special Review (USR) Permit
This task also includes preliminary coordination with Weld County by meeting with the planning
staff following preparation of the amendment materials for DMG. Following the meeting with
County staff, a letter to staff will be prepared to address their questions and comments and the
letter will be submitted with the DMG amendment materials. It is assumed that the amendment
materials prepared for DMG will be sufficient for updating the County permit file. Additional
materials that may be required by the County (i.e. USR Amendment) are not included in the
scope or fees for this task.
State Engineer's Once (SEO) Permitting
Applegate Group, Inc. will prepare State Engineer permit applications for the proposed
monitoring wells and French drain. Application fees for the permits are included this task.
Groundwater modeling and possible public hearings regarding these applications are not
included in this task. If these items become necessary, a change order detailing these tasks and
associated fees will be submitted.
Task 5: Reservoir II Final Design Fixed Fee $30,000
Applegate Group, Inc. will meet with Weld County to discuss and finalize the specific design
criteria for the proposed reservoir, including but not limited to the addition of a temporary pump
station, side channel spillway, schedule for construction, and available volumes of on-site
material. We will use the Feasibility Report data as well as other existing data collected in
Task 1. It is our understanding that an interconnect for Reservoir II will not be designed or
installed during this phase of the project.
The material test results from the geotechnical testing performed in Phase I and Task II of this
project will be used to determine design parameters. A slope stability analysis will be performed
using the geotechnical properties of the on-site material to determine proposed cross sections for
Mr. Frank Hempen
Re: Hokestra Phase II Proposal
May 18, 2006
Page 5of10
the construction of the clay liner. We will also design the related infrastructure for Reservoir II
including an inlet structure, side channel spillway, and temporary pump station. We will confirm
where available power is for hookups to the pumps, but will not prepare a detailed design plan of
electrical connections.
Task 6: Groundwater Mitigation Plan Fixed Fee $7,000
Applegate Group, Inc. will prepare a groundwater mitigation plan for the Hokestra site that
meets current DMG regulations. We will propose locations for 3 monitoring wells and also a
French drain system for the site. A map showing locations of the wells and drain will be
prepared along with construction details sufficient to construct the mitigation measures. We will
also make recommendations on the timing of the installation of these measures. Groundwater
modeling is not included in this task.
Task 7: Construction Plans and Specifications Fixed Fee$19,700
Applegate Group, Inc. will prepare a stamped set of construction drawings containing
approximately 7 to 10 sheets showing the location and construction details of the clay liner. The
plans will include cross sections, a site plan, and liner design details. These drawings will also
include the details of the related infrastructure designed in Task 5. Full-sized and half-sized sets
of the Construction Drawings can be provided for convenience. Construction specifications for
the project will be provided on one sheet of the plans rather than in a project workbook.
Specifications will include requirements for embankment placement including compaction and
processing,testing frequency, notification requirements, and definition of substantial completion.
Task 8: Opinion of Probable Cost Fixed Fee $8,500
An opinion of probable cost will be prepared to help evaluate contractor bids. The costs will be
based on current construction prices customary for projects of a similar nature. We will also
include time for construction observation, geotechnical services, and surveying to give you a
better idea of overall costs of the project for budget preparation.
In providing opinions of probable construction cost, the Client understands that the Consultant
has no control over costs or the price of labor, equipment or materials, or over the Contractor's
method of pricing, and that the opinions of probable construction costs provided are to be made
on the basis of the Consultant's qualifications and experience. The Consultant makes no
warranty, expressed or implied, as to the accuracy of such opinions as compared to bid or actual
costs. The opinion is intended as a planning and decision-making tool for the project owner(s).
Task 9: Bid Package and Contractor Selection Process Fixed Fee $20,200
We will assist you in contractor selection by providing input on reputable contractors in the area
and preparing a bid package from which the contractors can prepare their construction cost
estimates.
Bid Package
Request for Bids — We will prepare documents that instruct the contractor on the special
requirements and constraints specific to your project as well as requiring certain items to
Mr. Frank Hempen
Re: Hokestra Phase II Proposal
• May 18, 2006
Page 6 of 10
accompany the bid. We will prepare documents that instruct the contractor to prepare such items
as a construction schedule, cash flow diagrams, construction sequencing for various key items, a
construction management plan, and resumes of key staff personnel that will be working on your
project.
Instructions for Submittal—We will prepare documents that instruct the contractor on how to fill
out and submit the bid documents and forms that are supplied. A set of clear and concise
instructions during the bidding can eliminate potential problems or misunderstandings. It usually
results in tighter and more competitive bids.
Contract — We will assist Weld County in the preparation of the construction contract for the
project. We will prepare a special provisions section of the contract which include the special
items that are requirements of this project. Typically the section would include (for example)
such items as: additional permits, key project schedule requirements, working hour constraints,
site access, availability and use of construction water.
Bid Schedule—We will prepare a bid schedule with an itemized list of the work to be performed
on your project. The bid schedule will contain such items as a listing of all unit cost items and
the corresponding estimated quantities (i.e. cubic yards of fill). The bid schedule will also
contain a listing of the lump sum items to be included in the bid(i.e. site surveying, mobilization,
bonds). The instructions, descriptions, and special requirements for each item will be provided
in the instructions for submittal.
Contract Standard Forms Development — We will assist Weld County in the preparation of
standard forms to use during the construction and selection process for such items as change
orders, request for information, payment applications, force account, inspection approval, and
performance and payment bond.
Bid Coordination and Selection Process
Pre-Bid Meeting — Typically, this meeting is attended by all parties prior to submission of bids
and is a requirement for the contractors in order to be eligible to submit a bid. Typically, any
additional special instructions are given to the contractor and a question and answer session is
held.
Bidder Pre-Qualifications — A questionnaire will be prepared for each bidder to complete which
will document the equipment they own, what they plan to rent, bonding capacity, change order
history, lawsuits or disputes against owners that they are engaged in, and other pertinent items
we deem necessary to make an informed decision. We will summarize, compare, and tabulate
the qualifications received for each contractor. This information will be used during the
selection process.
Bid Opening — We will assist County staff in a Public Bid Opening. We will meet with you to
review the submitted bids for accuracy and responsiveness, prepare a bid tabulation for
comparison, rank the qualifications, and provide recommendations for selection of the apparent
best qualified bidder.
•
Mr. Frank Hempen
Re: Hokestra Phase II Proposal
May 18, 2006
Page 7of10
Contractor/Owner Coordination and Meetings — We will meet with the apparent successful
bidder to conduct an interview of their project team and review their qualification documents. At
this time, we will be prepared to negotiate and clarify issues with the contractor on bid items and
prices if necessary. We will also work with you and the selected contractor to produce a signed
contract.
Notice to Proceed and Bond Posting — We will coordinate with you, the successful bidder, and
their bonding company to assist with securing the performance bond, payment bond, and to issue
a notice to start construction.
Task 10: State Engineer 90-Day Leak Test Fixed Fee $7,000
Once construction is complete, Applegate Group, Inc. will coordinate and perform the necessary
tasks for the 90-day leak test for Reservoir II as outlined by the State Engineer's Office (SEO).
The SEO will require proof that the liner meets their standards for seepage in gravel pits. This
requires a 90-day test period in which the completed reservoir is pumped dry, the dewatering
pumps are turned off or metered, and the amount of seepage entering the reservoir is measured.
This consists of a mass balance calculation that accounts for precipitation and evaporation during
the 90-day test period. The results are compared against the allowable seepage standard
established by the SEO, which will determine if the liner meets the design standard, the
performance standard, or is not acceptable. At that time, we will write a letter documenting the
test results to the SEO requesting acceptance of the gravel pit liner as a storage vessel, given it
meets the necessary standards.
Task 11: Meetings and Coordination Fixed Fee $20,500
Keeping the entire project team informed of all activities and findings is key to the project
schedule, budget, and overall success. Throughout the course of the project, we will conduct
and/or attend several meetings with internal Applegate Group and Weld County team members
to discuss the goals of the project, define the critical items that need to be addressed and
accomplished, discuss reclamation and reservoir construction strategies, and coordinate efforts
on the planning, permitting, and reservoir design technical issues and construction plans. We
will also coordinate as needed with the Last Chance Ditch Company and with DMG and Weld
County Planning to verify their requirements and obtain the various application materials that
will be needed for submittal.
Tasks Not Included in this Scope of Work
Construction Observation, Construction Staking& Geotechnical Testing During Construction
Costs for on-site observation, geotechnical testing, and surveying are highly dependent on
quantities of material moved, liner design and pit dimensions, weather and project schedule.
Once these project components are more narrowly defined, we can provide an estimate of
construction observation costs, construction staking, and geotechnical testing during
construction.
Mr. Frank Hempen
' Re: Hokestra Phase II Proposal
• May 18, 2006
Page 8 of 10
Floodplain& Wetlands Permitting
Floodplain and wetland permitting is not included in this scope of work. We would anticipate
needing to obtain these permits during the next phase of the project when the pump station is
designed and constructed.
Interconnect Pipe Design
This scope of work does not include design of the proposed interconnect pipe between
Reservoirs II and III. This is not included because Reservoir III will not be mined at the time of
construction and thus the interconnect would not be able to be constructed at this time.
Slurry Wall Design
As requested, we have not included a slurry wall design for the remaining cells on-site. If
desired, we would be happy to prepare a proposal for this work as a separate contract.
DMG Amendment for East Reservoirs
As requested by the County, we have only included a DMG amendment for Reservoirs II, III and
IV in this scope of services. If a DMG amendment for the East Reservoirs is desired at this time,
this task may be included at an additional fee.
Weld County USR Permit Amendment Application
It is unclear at this time if a Weld County USR amendment will be needed and thus is not
included in this scope of work. If considered necessary, we will notify you to discuss options for
those Additional Services.
Public Hearing Support
It is also unclear at this time if we will need to provide support for the Mined Land Reclamation
Board and Weld County public hearing process. An application for a DMG amendment goes to
public notice. If someone files a written objection, it may become necessary to have formal
hearings. If this becomes necessary, we will notify you to discuss options for those Additional
Services.
Professional Fees
Our Fixed Fee for this Scope of Work totals $172,800. This Fixed Fee includes unlimited
telephone consultation, project management and coordination, all reasonable reimbursable
expenses, and all Services outlined in this Proposal and Scope of Work. Should additional out of
Scope Work be identified and considered necessary, we will notify you to discuss options for
those Additional Services.
This Proposal is proprietary in nature and cannot be reproduced or re-used without the express
written consent of Applegate Group, Inc. Additionally, Applegate Group, Inc. has prepared this
Proposal for the express intent to propose services to Weld County and as an attachment to our
Professional Services Agreement, or similar instrument agreed to by both parties. This proposal
is valid through May 31, 2006.
•
• Mr. Frank Hempen
Re: Hokestra Phase II Proposal
May 18, 2006
Page 9 of 10
Deliverables
The deliverable work product from this project will be 3 copies of the following unless stated
otherwise:
• Geotechnical Report
• Construction Plans and Specifications for Reservoir II
• Groundwater Mitigation Plan
• Opinion of Probable Cost
• Bid Documents (as many as needed for bidding process)
• Results of SEO 90-day Leak Test
• DMG application materials
All intermediate steps and intellectual property developed by Applegate Group to prepare all
deliverables remains the property of Applegate Group.
Project Timeline
It is our understanding that Weld County would like to begin construction of the clay liner and
related infrastructure for Reservoir II in 2006. The following is our estimated timeline for the
project:
May 26, 2006: Receive Approval to Proceed
May 30, 2006: Begin Project and Permit Process
June 23, 2006: Receive Geotechnical Results and Survey
July 28, 2006: DMG Technical Amendment Submitted
August 18, 2006: Design, Construction Plans and Bid Package Complete
October 18, 2006: Contractor Selected and Contract Documents complete
October 28, 2006: DMG Amendment Approval (assumes 3 month review by DMG)
November 6, 2006: Begin Construction
February 9, 2007: Construction Complete (assumes minimal weather delays)
February 19, 2007: Start SEO 90-Day Leak Test
May 31, 2007: Receive SEO Approval for Sealed Reservoir
This schedule is based on the DMG review process taking 90 days. It is estimated that the
amendment preparation, submittal, agency review, and approval could take up to six (6) months.
This would cause a significant delay to the project. This also assumes that construction of the
liner could be complete in 3 months and includes minimal weather delays. The above schedule
includes the contractor procurement process to be accomplished during the DMG review process
as to keep the project moving on schedule.
Project Team
Our project team for these proposed services will include Tara Schutter as the Project Manager,
Mike Applegate as the Senior Technical Advisor, Bill Schenderlein, Jennifer Lee, Don Frick and
Michael Peel as Design Engineers.
Mr. Frank Hempen
Re: Hokestra Phase II Proposal
May 18, 2006
Page 10of10
If you have any questions concerning this proposal, please do not hesitate to contact us. We look
forward to continuing our relationship with Weld County and would like to thank you for this
opportunity.
Cordially,
Applegate Group, Inc.
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