HomeMy WebLinkAbout20142726.tiff BOARD OF COUNTY COMMISSIONERS
1$61 1150 O STREET, P.O. BOX 758
• GREELEY, COLORADO 80632
r ' WEBSITE: WWW.CO.WELD.CO.US
`,, n PHONE: (970) 336-7204
1�J O U N T Y FAX: (970) 352-0242
August 25, 2014
Ayres Associates Inc.
Attention: John Hunt
3665 JFK Parkway
Building 2, Suite 200
Fort Collins, CO 80525
Re: September 2013 Flood Recovery Projects
Dear Mr. Hunt,
Weld County (County) is terminating the consulting design contract with Ayres Associates (Ayres) pursuant to
Section 8, Paragraph A of the Agreement for Professional Services between Weld County & Ayres Associates, Inc.
for September 2013 Flood Recovery Proiects dated January 13, 2014. Weld County is no longer in need of your
company's services. The contract shall be terminated 30 days from the date of this letter. Ayres is hereby put on
notice to stop all engineering design work that may be in progress.
The County entered into work orders with Ayres to perform consulting, design, and construction inspection services
for five flood damaged sites in the Big Thompson Basin. A review of invoices related to those work orders shows
that Ayres exceeded the not-to-exceed amount of each invoice without written consent of the County. Those same
invoices appear to show overbillings for staff working on the project and expenses that were not approved in the
above mentioned Agreement for Professional Services. Ayres has not satisfactorily explained the apparent
discrepancies in the invoices.
Ayres' project manager was requested to provide corrections to the invoices and to provide backup documentation
to support the invoices. The County started requesting this information in June and it took more than eight weeks to
receive it. The requested documentation is required by FHWA and CDOT for reimbursement purposes. Requested
documentation includes copies of the employee timesheets showing the tasks that were being worked on, mileage
documentation, invoices from sub-contractors, progress memos, and progress spreadsheets for each invoice.
Pursuant to Section 8, Paragraph B of the above mentioned Agreement for Professional Services, the County will
compensate Ayres up to the not-to-exceed limit of each work order provided Ayres produces the required
documentation and invoices needed for reimbursement from FHWA and CDOT.
Pursuant to Section 8, Paragraph C of the above mentioned Agreement for Professional Services, the County
requests that if Ayres has any documents or design drawings that have not yet been provided to the County, please
contact Clay Kimmi to arrange for delivery. If you have any questions please contact Clay Kimmi at 970-304-6496 x
3741.
Sincerely
reco
Douglas Radem cher, Chair
Board of County Commissioners, Weld County, CO
Onginai'. Ayres Associates
CC to File'. Bruce Barker.County Attorney
Clay K item,,Public Works
do mun;t4 4� 9..s iy 2014-2726
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