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HomeMy WebLinkAboutC14-238 Jviation, Inc. Amendment No. 3 EGE AIP 52 J 'ATIO Airfield Pavement Maintenance AMENDMENT NO. THREE (3)TO CONTRACT DATED MAY 14, 2013 BETWEEN JVIATION, INC. AND EAGLE COUNTY EAGLE, CO The Sponsor and the Engineer agree to amend their contract for improvements to the Eagle County Regional Airport,Eagle,Colorado to include fees for engineering services. The improvement Item No.16 is included in the Scope of Work of the original contract. The item covered by this amendment is described as follows: Item No. 16—Or other work as identified—Pavement Preventative Maintenance The Sponsor agrees to pay the Engineer for the services listed under Article II of the original contract in the following manner: PART A-BASIC SERVICES DESIGN Preliminary Design Lump sum of$20,406.00 Design Lump sum of$52,561.00 BIDDING Bidding Lump sum of$8,450.50 TOTAL BASIC SERVICES Lump sum of$81,417.50 Method of payment shall be as follows: Interim payments based on work performed by the Engineer and detailed in a report submitted to the Sponsor with the request for payment. A retainer of ten percent of the total contract amount to be paid upon Notice to Proceed for construction, or, in the event the Sponsor does not elect to proceed with construction, the remaining ten percent to be paid upon receipt of request for payment from the Engineer. CIL-Z,7 PART B-SPECIAL SERVICES(SOILS AND PAVEMENT INVESTIGATIONS/TOPOGRAPHIC SURVEYS/HYDROLOGIC STUDIES/CONSTRUCTION ADMINISTRATION AND FIELD ENGINEERING) If work is abandoned,or terminated,after obtaining approval by the Sponsor and the FAA of the final construction plans and specifications,the Sponsor shall reimburse up to 100 percent of the total lump sum as listed under PART A,and 100 percent of the invoiced costs for soils and pavement investigations,topographic surveys,and hydrological studies,or other studies as listed under PART B. CONSTRUCTION ADMINISTRATION AND FIELD ENGINEERING The estimated maximum for CONSTRUCTION ADMINISTRATION and FIELD ENGINEERING is: Construction Administration Lump sum of$13,140.00 Pre-Construction Coordination Lump sum of$4,363.75 On-Site Construction Coordination Lump sum of$80,842.00 Post Construction Coordination Lump sum of$16,145.75 TOTAL SPECIAL SERVICES Lump sum of$114,491.50 TOTAL Lump sum of$195,909.00 Method of payment shall be as follows: For services rendered under PART B - SPECIAL SERVICES, the Sponsor agrees to make monthly payments based upon the work performed by the Engineer,up to 90 percent of the total contract. The final ten percent of the fee shall be due and payable when the project final inspection and the construction report have been completed,and when reproducible"Record Drawings"have been submitted to the Sponsor and when the revised Airport Layout Plan has been approved by the FAA or when the construction work has terminated. The "Record Drawings"and Construction Report shall be submitted within a period of 90 days from end of construction period. This Amendment shall be considered concurrent with completion of audit. PART C—ASSURANCES Page 2 of 8 I. CIVIL RIGHTS ACT OF 1964,TITLE VI—CONTRACTOR CONTRACTUAL REQUIREMENTS Reference: 49 CFR PART 21 During the performance of this contract,the contractor,for itself,its assignees and successors in interest(hereinafter referred to as the "Engineer") agrees as follows: • Compliance with Regulations. The Engineer shall comply with the Regulations relative to nondiscrimination in federally assisted programs of the Department of Transportation (hereinafter,"DOT")Title 49,Code of Federal Regulations,Part 21,as they may be amended from time to time(hereinafter referred to as the Regulations),which are herein incorporated by reference and made a part of this contract. • Nondiscrimination. The Engineer, with regard to the work performed by it during the contract, shall not discriminate on the grounds of race, color, or national origin in the selection and retention of subcontractors,including procurements of materials and leases of equipment. The Engineer shall not participate either directly or indirectly in the discrimination prohibited by section 21.5 of the Regulations,including employment practices when the contract covers a program set forth in Appendix B of the Regulations. • Solicitations for Subcontracts,Including Procurements of Materials and Equipment. In all solicitations either by competitive bidding or negotiation made by the Engineer for work to be performed under a subcontract, including procurements of materials or leases of equipment, each potential subcontractor or supplier shall be notified by the Engineer of the Engineer's obligations under this contract and the Regulations relative to nondiscrimination on the grounds of race, color, or national origin. • Information and Reports. The Engineer shall provide all information and reports required by the Regulations or directives issued pursuant thereto and shall permit access to its books, records,accounts,other sources of information and its facilities as may be determined by the Sponsor or the Federal Aviation Administration (FAA) to be pertinent to ascertain compliance with such Regulations,orders,and instructions.Where any information required of an Engineer is in the exclusive possession of another who fails or refuses to furnish this information,the Engineer shall so certify to the sponsor or the FAA,as appropriate,and shall set forth what efforts it has made to obtain the information. • Sanctions for Noncompliance. In the event of the Engineer's noncompliance with the nondiscrimination provisions of this, contract, the sponsor shall impose such contract sanctions as it or the FAA may determine to be appropriate, including, but not limited to: a. Withholding of payments to the Engineer under the contract until the Engineer complies, and/or b. Cancellation, termination, or suspension of the contract, in whole or in part. Page 3 of 8 • Incorporation of Provisions. The Engineer shall include the provisions of paragraphs one through five (Compliance with Regulations, Nondiscrimination, Solicitations for Subcontracts, Information and Reports, and Sanctions for Noncompliance) in every subcontract,including procurements of materials and leases of equipment,unless exempt by the Regulations or directives issued pursuant thereto. The Engineer shall take such action with respect to any subcontract or procurement as the sponsor or the FAA may direct as a means of enforcing such provisions including sanctions for noncompliance. Provided, however,that in the event a Engineer becomes involved in, or is threatened with, litigation with a subcontractor or supplier as a result of such direction,the Engineer may request the Sponsor to enter into such litigation to protect the interests of the sponsor and, in addition, the Engineer may request the United States to enter into such litigation to protect the interests of the United States. II. AIRPORT AND AIRWAY IMPROVEMENT ACT OF 1982, SECTION 520 - GENERAL CIVIL RIGHTS PROVISIONS Reference: Airport and Airway Improvement Act of 1982,Section 520;Title 49 47123;AC 150/5100-15,Para. 10.c. The Engineer assures that it will comply with pertinent statutes,Executive orders and such rules as are promulgated to assure that no person shall,on the grounds of race,creed,color,national origin, sex, age, or handicap be excluded from participating in any activity conducted with or benefiting from Federal assistance. This provision obligates the tenant/concessionaire/lessee or its transferee for the period during which Federal assistance is extended to the airport a program, except where Federal assistance is to provide, or is in the form of personal property or real property or interest therein or structures or improvements thereon. In these cases the provision obligates the party or any transferee for the longer of the following periods: (a)the period during which the property is used by the airport sponsor or any transferee for a purpose for which Federal assistance is extended, or for another purpose involving the provision of similar services or benefits or(b)the period during which the airport sponsor or any transferee retains ownership or possession of the property. In the case of Engineers,this provision binds the Engineers from the bid solicitation period through the completion of the contract. This provision is in addition to that required of Title VI of the Civil Rights Act of 1964. III. DISADVANTAGED BUSINESS ENTERPRISES Reference: 49 CFR Part 26 • Contract Assurance(026.13)-The Engineer or subcontractor shall not discriminate on the basis of race,color,national origin,or sex in the performance of this contract.The Engineer shall carry out applicable requirements of 49 CFR Part 26 in the award and administration of DOT assisted contracts.Failure by the Engineer to carry out these requirements is a material breach of this contract, which may result in the termination of this contract or such other remedy, as the recipient deems appropriate. Page 4 of 8 • Prompt Payment(§26.29)-The prime Engineer agrees to pay each subcontractor under this prime contract for satisfactory performance of its contract no later than Fifteen (15) days from the receipt of each payment the prime Engineer receives from Sponsor. The prime Engineer agrees further to return retainage payments to each subcontractor within Fifteen (15) days after the subcontractor's work is satisfactorily completed. Any delay or postponement of payment from the above referenced time frame may occur only for good cause following written approval of the Board. This clause applies to both DBE and non- DBE subcontractors. IV. LOBBYING AND INFLUENCING FEDERAL EMPLOYEES Reference: 49 CFR Part 20,Appendix A • No Federal appropriated funds shall be paid,by or on behalf of the Engineer,to any person for influencing or attempting to influence an officer or employee of any agency,a Member of Congress,an officer or employee of Congress, or an employee of a Member of Congress in connection with the making of any Federal grant and the amendment or modification of any Federal grant. • If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with any Federal grant, the Engineer shall complete and submit Standard Form-LLL, "Disclosure of Lobby Activities," in accordance with its instructions. V. ACCESS TO RECORDS AND REPORTS Reference: 49 CFR Part 18.36(i);FAA Order 5100.38 The Engineer shall maintain an acceptable cost accounting system. The Engineer agrees to provide the Sponsor,the Federal Aviation Administration and the Comptroller General of the United States or any of their duly authorized representative's access to any books,documents,papers,and records of the Engineer which are directly pertinent to the specific contract for the purpose of making audit, examination, excerpts and transcriptions. The Engineer agrees to maintain all books, records and reports required under this contract for a period of not less than three years after final payment is made and all pending matters are closed. VI. BREACH OF CONTRACT TERMS Reference: 49 CFR Part 18.36 Any violation or breach of terms of this contract on the part of the Engineer or their subcontractors may result in the suspension or termination of this contract or such other action that may be necessary to enforce the rights of the parties of this agreement. The duties and obligations imposed Page 5 of 8 by the Contract Documents and the rights and remedies available thereunder shall be in addition to and not a limitation of any duties,obligations,rights and remedies otherwise imposed or available by law. VII. RIGHTS TO INVENTIONS Reference: 49 CFR Part 18.36(i)(8);FAA Order 5100.38 All rights to inventions and materials generated under this contract are subject to regulations issued by the FAA and the Sponsor of the Federal grant under which this contract is executed. VIII. TRADE RESTRICTION CLAUSE Reference: 49 CFR Part 30.13;FAA Order 5100.38 The Engineer or subcontractor,by submission of an offer and/or execution of a contract,certifies that it: a. is not owned or controlled by one or more citizens of a foreign country included in the list of countries that discriminate against U.S.firms published by the Office of the United States Trade Representative (USTR); b. has not knowingly entered into any contract or subcontract for this project with a person that is a citizen or national of a foreign country on said list,or is owned or controlled directly or indirectly by one or more citizens or nationals of a foreign country on said list; c. has not procured any product nor subcontracted for the supply of any product for use on the project that is produced in a foreign country on said list. Unless the restrictions of this clause are waived by the Secretary of Transportation in accordance with 49 CFR 30.17, no contract shall be awarded to a Engineer or subcontractor who is unable to certify to the above. If the Engineer knowingly procures or subcontracts for the supply of any product or service of a foreign country on said list for use on the project, the Federal Aviation Administration may direct through the Sponsor cancellation of the contract at no cost to the Government. Further, the Engineer agrees that, if awarded a contract resulting from this solicitation, it will incorporate this provision for certification without modification in each contract and in all lower tier subcontracts. The Engineer may rely on the certification of a prospective subcontractor unless it has knowledge that the certification is erroneous. The Engineer shall provide immediate written notice to the sponsor if the Engineer learns that its certification or that of a subcontractor was erroneous when submitted or has become erroneous by reason of changed circumstances. The subcontractor agrees to provide written notice to the Engineer if at any time it learns that its certification was erroneous by reason of changed circumstances. Page 6 of 8 This certification is a material representation of fact upon which reliance was placed when making the award. If it is later determined that the Engineer or subcontractor knowingly rendered an erroneous certification, the Federal Aviation Administration may direct through the Sponsor cancellation of the contract or subcontract for default at no cost to the Government. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render, in good faith, the certification required by this provision. The knowledge and information of an Engineer is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings. This certification concerns a matter within the jurisdiction of an agency of the United States of America and the making of a false, fictitious, or fraudulent certification may render the maker subject to prosecution under Title 18, United States Code, Section 1001. IX. TERMINATION OF CONTRACT Reference: 49 CFR Part 18.36(i)(2); FAA Order 5100.38 • The Sponsor may, by written notice,terminate this contract in whole or in part at any time, either for the Sponsor's convenience or because of failure to fulfill the contract obligations. Upon receipt of such notice services shall be immediately discontinued (unless the notice directs otherwise) and all materials as may have been accumulated in performing this contract,whether completed or in progress, delivered to the Sponsor. • If the termination is for the convenience of the Sponsor, an equitable adjustment in the contract price shall be made, but no amount shall be allowed for anticipated profit on unperformed services. • If the termination is due to failure to fulfill the Engineer's obligations,the Sponsor may take over the work and prosecute the same to completion by contract or otherwise. In such case, the Engineer shall be liable to the Sponsor for any additional cost occasioned to the Sponsor thereby. • If, after notice of termination for failure to fulfill contract obligations, it is determined that the Engineer had not so failed,the termination shall be deemed to have been effected for the convenience of the Sponsor. In such event,adjustment in the contract price shall be made as provided in paragraph 2 of this clause. • The rights and remedies of the sponsor provided in this clause are in addition to any other rights and remedies provided by law or under this contract. Page 7 of 8 X. CERTIFICATION REGARDING DEBARMENT, SUSPENSION,INELIGIBILITY AND VOLUNTARY EXCLUSION Reference: 49 CFR Part 29;FAA Order 5100.38 The bidder/offeror certifies,by submission of this proposal or acceptance of this contract,that neither it nor its principals is presently debarred,suspended,proposed for debarment,declared ineligible,or voluntarily excluded from participation in this transaction by any Federal department or agency. It further agrees by submitting this proposal that it will include this clause without modification in all lower tier transactions, solicitations, proposals, contracts, and subcontracts. Where the bidder/offeror/Engineer or any lower tier participant is unable to certify to this statement, it shall attach an explanation to this solicitation/proposal. All other terms and conditions of the original contract shall remain in effect. IN WITNESS WHEREOF,the parties hereto have affixed their signatures this ?3 day of 106,,y 201 cl SPONSOR: NAME LOCATION By: 1, Attest: ENGINEER: JVIATION, INC. By: -- ' Page 8 of 8 Eagle County Regional Airport AIP Project No.3-08-0020-52 April 9,2014 SCOPE OF WORK FOR EAGLE COUNTY REGIONAL AIRPORT Eagle County, Colorado AIP Project No. 3-08-0020-52 Airfield Pavement Maintenance This project will consist of preparing Construction Plans, Contract Documents,Technical Specifications, and Engineer's Design Report, along with Bidding and Construction Administration, On-site Coordination, and Post Construction Coordination Phases for the project described below. DESCRIPTION: The existing surface of Runway 7/25, Taxiway "A", and connector taxiways is in need of routine pavement maintenance. Fog and crack sealing of the bituminous pavements will increase the longevity and useful life of the pavements. With this project it is proposed to fog seal the Runway 7/25, Taxiway "A", and connector taxiway pavements with a Gilsonite based sealant, GSB-88. The area of asphalt pavement to be sealed is approximately 285,000 square yards. Crack sealing will be applied to the Runway 7/25 pavement as necessary. It is anticipated that crack sealing will be required along the paving lane joints of Runway 7/25. There are currently non-standard pavement markings on Runway 7/25 per the new criteria listed in FAA Advisory Circular (AC) 150/5340-1L "Standards for Airport Markings." These non-standard pavement markings will be corrected with this project. The non-standard pavement markings were installed correctly per FAA criteria at the time of installation under FAA AC 150/5340-1J "Standards for Airport Markings." The new criteria listed in FAA AC 150/5340-1L requires adjustments to location or length of the runway designation numbers,threshold markings,centerline markings,and aiming point markings. Additional pavement markings on Runway 7/25 will be completely removed and replaced per the request of the Sponsor due to the deteriorating condition of these existing markings. These pavement markings include the runway edge lines (both sides, full length), blast pad chevrons (both ends), and threshold bars on both ends of the runway. The fog seal material will be applied around the pavement markings on the runway pavement areas in order to reduce the runway closure period. A final coat of paint will be applied to the pavement markings on the runway to provide a consistent appearance to all of the pavement markings. The existing pavement markings will be completely removed from the Taxiway "A" and connector taxiway pavements prior to the application of the fog seal. Once the fog seal has been applied and accepted, new pavement markings will be placed on Taxiway"A" and connector taxiway pavements.A second coat of paint will be applied to the pavement markings on the taxiway pavement areas approximately thirty days after the acceptance of the first coat of paint. Thermoplastic pavement markings will be included with this project and will be used for the hold position surface sign and bar on all connector taxiways except Taxiway B3 and Taxiway B4. Runway pavement sensors will also be included with this project and the pavement sensor system will be supplied with power from existing electrical power sources on the north side of Runway 7/25. The Engineering fees for the Airfield Pavement Maintenance project will be broken into two parts, Part A- Basic Services; 1) Preliminary Design Phase, 2) Design Phase, and 3) Bidding Phase, and Part B- Special Services; 4) Construction Administration Phase, 5) Pre-Construction Phase, 6) Construction 1 of 8 • Eagle County Regional Airport AIP Project No.3-08-0020-52 April 9,2014 Coordination Phase, or Field Engineering, and 7) Post Construction Phase. Parts A and B and the seven phases are described in more detail below. Based on the Engineer's preliminary cost estimate, the estimated construction cost is approximately$1,200,000.00. PART A- BASIC SERVICES Part A-Basic Services will consist of the preliminary design phase,design phase,and bidding phase. 1.0 Preliminary Design Phase 1.1 Scoping Meeting with the Sponsor, FAA and CDOT Aeronautics. A scoping meeting with the Sponsor,Jviation, CDOT Aeronautics (if available), and the FAA (if available), will take place to determine critical dates, establish the design schedule, discuss the AIP development schedule, and determine the feasibility of the proposed work. 1.2 Preliminary Design Meetings with Sponsor and FAA. Preliminary design meetings with Sponsor, Jviation, and the FAA (as necessary) will take place to determine project specifics, construction phasing, and airport requirements regarding closed airfield pavements. Potential construction methods and schedules, airfield pavement closures, and fog seal products were also discussed in these preliminary design meetings. The preliminary design meetings will be completed with a combination of conference calls and meetings held at the Sponsor's location. 1.3 Prepare Project Scope of Work and Contract. This task includes establishing the scope of work through meetings and discussions with the Sponsor, FAA and CDOT Aeronautics. This also includes drafting the contract for the work to be completed by Jviation and submitting it to the Sponsor for approval. 1.4 Prepare State Grant Application. This task consists of preparing the state grant application. The application will be submitted during the initial portion of the project. Preparation of the application will include the following: + Prepare state grant application on the CDOT Aeronautics website + Prepare Project Financial Information + Prepare Project Summary, identifying the existing problem and defining the proposed project and estimate project costs. + Prepare Project Sketch (11"x17") The completed grant application will be saved on the CDOT Aeronautics website for the Sponsor to review. Once the Sponsor approves the grant application, the Sponsor will submit the grant application on the CDOT Aeronautics website. 1.5 Prepare Federal Grant Application. This task consists of preparing the federal grant application. The application will be submitted during the initial portion of the project. Preparation of the application will include the following: + Prepare Federal 424 form + Prepare Project Funding Summary + Prepare Program Narrative, discussing the Purpose and Need of the work and the Method of Accomplishment + Prepare Project Sketch (11"x17") + Prepare Preliminary Cost Estimate + Include the existing Exhibit"A"Property Map + Prepare the Sponsors Certifications + Attach the current Grant Assurances 2of8 Eagle Count'Regional Airport AIP Project No.3-08-0020-52 April9,2014 The Engineer will submit the grant application to the Sponsor for approval and signatures. After obtaining the necessary signatures, the Engineer will forward two copies of the signed application to the FAA for further processing. 1.6 Compile/Submit FAA Form 7460. This task consists of preparing and submitting the required FAA Form 7460 on the Sponsor's behalf. The closure of airfield pavement and the anticipated use of equipment during construction will require a FAA Form 7460 to be submitted to the FAA a minimum of 90 days prior to the start of construction for approval. 20 Design Phase 2.1 Design Meetings with Sponsor. Design meetings with the Sponsor, FAA (if available), and CDOT Aeronautics (if available) will be conducted to review the progress of the design, discuss construction details, proposed time frames for construction,and special requirements of the project. 2.2 Prepare Preliminary Contract Documents. Jviation will prepare the preliminary Contract Documents including the invitation for bids, instruction to bidders, proposal, equal employment opportunity clauses, construction contract agreement,performance bond,payment bond,and general provisions. Preparation will include establishing the location for the bid opening, dates for advertisement, and description of the work schedule. Preliminary Contract Documents will be prepared as early as possible during the design phase and submitted to the Sponsor for review by the Sponsor's attorney. 2.3 Prepare Preliminary Plans. The following list of drawings will be used as a guideline. Additional drawings may be added during the design phase if required. The following is a list of anticipated construction drawings for the project: + Cover Sheet(1 Sheet)—Project title,project/grant numbers,funding agencies. + Index of Drawings, Summary of Approximate Quantities,and General Notes (1 Sheet)—Lists all the drawings in the plan set,approximate quantities,general notes and legends where applicable. + Construction Layout Plan (1 Sheet) — Depicts overall Airport layout and schematically identifies key project elements including contractor access and staging areas. + Survey Control Plan(1 Sheet)—Depicts overall survey control for the project + Safety Plan(1 Sheet)—Identifies to the Contractor the safety procedures for the project. + Construction Phasing Plans (10 Sheets) — Identifies to the Contractor the phasing requirements and operating procedures for the project. + Demolition Plans (7 Sheets)—Depicts the demolition limits for the project. • Fog Seal Layout Plan (1 Sheet)—Depicts the geometric limits of the fog seal. + Crack Repair Layout Plan(1 Sheet)—Depicts the geometric limits of the crack repair. + Crack Repair Details (1 Sheet)—Specifies details necessary for crack repair. 4- Pavement Marking Layout Sheets (7 Sheets) — Depicts the striping layout for Runway 7/25, Taxiway"A",and connector taxiways. • Pavement Marking Layout Details (2 Sheets) —Depicts any necessary pavement striping details for the project. + Electrical Layout Plans (4 Sheets)—Depicts the runway pavement sensors for the project. + Electrical Details (2 Sheets) —Provides detailed information regarding the electrical plans for the project. PLAN SET TOTALING 40 SHEETS 2.4 Prepare Preliminary Technical Specifications. The Engineer will assemble the Technical Specifications necessary for the intended work. Standard FAA specifications will be utilized where possible; with the guidance of the current edition of the FAA Advisory Circular 150/5370-10F "Standards for Specifying Construction of Airports" and any of the relevant Northwest Mountain Region "Notices"will be followed. Additional specifications will be prepared to address work items for materials that are not covered 3of8 Eagle County Regional Airport AIP Project No.3-08-0020-52 April9,2014 by the FAA specifications. The standard specifications to be utilized will include,but not be limited to,the following items: + Item P-156 Temporary Air and eater Pollution,Soil Erosion,and Siltation Control *� Item P-620 Runway and Taxiway Painting + Item L-110 Airport Underground Electrical Duct Banks and Conduits + Item L-115 Electrical Manholes and Junction Structures The added technical specifications will include but not be limited to the following items: 4- Item P-100 Mobilization 4- Item P-159 Watering 4- Item P-601 Crack Sealing + Item P-608 Fog Seal 4- Item P-609 Rubber Removal from Airfield Pavements + Item L-131 Installation of Runway Surface Condition Sensor System 2.5 Prepare Preliminary Special Provisions. This task includes preparing Special Provisions to address, or expound on, conditions that require additional clarification. They will include, but are not be limited to, the following items: *� Description of Work 4- Project Access + Airport Security 4- Work Schedule 4- Additional Quality Control Requirements • Pre-Construction Conference + Sequencing of the Work + Closure of AOA's + Accident Prevention 4- Underground Cables/Utilities + Guarantees/Insurance/Taxes/Permits '3- Contracts/Subcontracts • Additional DBE Information + Liquidated Damages • Construction Operational Plan ' Safety Standards and Impacts 4- Project Closeout Forms 2.6 Calculate Estimated Quantities. Jviation will calculate all necessary quantities for the various work items. Quantities will be consistent with the specifications and acceptable quantity calculation practices. 2.7 Prepare Estimate of Probable Construction Cost. Using the final quantities calculated following the completion of the plans and specifications,Jviation will prepare the estimate of probable construction cost. The estimate will be based on information obtained from previous projects, contractors, material suppliers, and other databases available. 2.8 Prepare Design Engineer's Report and Modification of Standards. During the preparation of the preliminary plans and specifications, a design report will be prepared according to the current FAA Northwest Mountain Region Design Report guidelines. The report will include a detailed summary of the project, photographs, and descriptions of existing site conditions,pavement life cycle cost analysis, recycling 4 of 8 Eagle County Regional Airport AIP Project No.3-08-0020-52 April 9,2014 and material availability analysis, estimate of project costs, and a schedule for the completion of the design, bidding and construction of the work. Modifications to the FAA standards,as necessary, for the project will be compiled and presented to the FAA and Sponsor early on in the design process and included in the design report. The design report will also contain any alternative design concepts that were investigated and evaluated. 2.9 Coordinate Phases for Construction. This task involves meeting with the Sponsor to discuss the operations of the airport to help determine how the construction phasing of the project will effect these operations. From these meetings,a complete Construction Safety and Phasing Plan (CSPP)will be developed to ensure safety compliance when coordinating construction activities and airport operations. The CSPP will be developed in accordance with the requirements of FAA Advisory Circular (AC) 150/5370-2F "Operational Safety on Airports during Construction." A construction phasing plan that meets the requirements of the AC and operational needs of the airport will be developed as part of the CSPP and included the contract documents for bidding. The CSPP will thoroughly discuss the operations of the airport and safety requirements during the project. This plan will also identify any nighttime work, continuous working times,or other unusual conditions that could affect the contractor's normal progress on the project. 2.10 Plans Review at 90% Complete and Final. This task includes submitting a set of drawings and specifications to the Sponsor, CDOT Aeronautics,and FAA for their review at the 90%complete level. The 90% review will include a "plans in hand" meeting with the Sponsor, CDOT Aeronautics (if available), and FAA (if available) at the Sponsor's location. Meetings will be scheduled as required for periodic reviews. 2.11 In-House Quality Control. Prior to the review set of construction drawings, specifications, and contract documents being submitted to the Sponsor, FAA, and CDOT Aeronautics, a thorough in-house quality control review of the documents will be conducted. This process will include an independent review of the construction drawings, specifications, and contract documents being submitted, by a licensed Professional Engineer,other than the Engineer who performed the design of the project. Comments offered by the Engineer that performed the review shall be incorporated accordingly into the construction drawings, specifications,and contract documents. 2.12 Prepare and Submit Final Plans and Specifications. A final set of construction drawings, technical specifications, contract documents and Engineer's design report will be prepared which incorporates all revisions, modifications and corrections determined during the Sponsor, FAA, and CDOT Aeronautics review. Half-size (11"x17") Construction Drawings will be provided to the Sponsor, FAA, and CDOT Aeronautics. 3.0 Bidding Phase 3.1 Advertise for Bids. Required advertisement dates and bidding dates will be established. The notification will be submitted, on behalf of the Sponsor, to local selected publications for the upcoming project. Invitations for bids will be emailed or verbally relayed to selected firms to assure local contractors and material suppliers are aware of the pending project. Project documents will be made available electronically in PDF format on Jviation's bid site. 3.2 Prepare/Conduct Pre-Bid Meeting. This task includes conducting the pre-bid meeting with potential Contractors and the Sponsor to review the project and answer questions. The meeting will be conducted at the Sponsor's location and will include a site inspection. 3.3 Prepare Addenda. Any necessary addenda will be issued to clarify and modify the project as required, based on questions or comments that may arise from potential Contractors during the bidding process. Any necessary addenda will be reviewed with the Sponsor's Representative,FAA,and CDOT Aeronautics prior to issuing. The addenda will meet all design and construction standards as required by the FAA. Addenda will be made available to the plan holders through e-mail. 5 of8 Eagle Counapy RegionalAirpoi1 AIP Project No.3-08-0020-52 April9,2014 3.4 Consult with Prospective Bidders. During the bidding process,the Engineer will be available to clarify bidding issues with contractors and suppliers, and for consultation with the various entities associated with the project. This item also includes contacting bidders to generate interest in the project. 3.5 Conduct Bid Opening. This task includes conducting the bid opening at the Sponsor's location. 3.6 Review Bid Proposals. This task includes reviewing all bid proposals submitted. An analysis of the bid prices and Contractor's qualification for the work will be completed. 3.7 Prepare Recommendation of Award. The Engineer will prepare a Recommendation of Award for the Sponsor to accept or reject the bids, as submitted. If rejection is recommended, the Engineer will supply an explanation for their recommendation and possible alternative actions the Sponsor can pursue to complete the project. PART B - SPECIAL SERVICES Part B - Special Services will consist of the construction administration phase, pre-construction coordination phase,on-site construction coordination phase,and post-construction/project close out phase. 4.0 Construction Administration Phase 4.1 Prepare Construction Contract and Documents. This item accounts for the efforts during and immediately prior to project construction. In agreement with the FAA,Jviation will prepare the Notice of Award,Notice to Proceed,and Contract Agreements for the Sponsor's approval and signatures. Appropriate copies will be submitted to the successful Contractor for their signatures. Hard copies and a PDF of the construction drawings and contract documents will be provided to-the Contractor for use during construction. 4.2 Office Assistance. Office Engineering staff, CAD personnel, and administrative staff will be required to assist the Resident Engineer as necessary during construction. Specific items to be accomplished include compiling and sending additional information requested from the office to the project site, providing secondary engineering opinions on issues arising during construction, maintaining project files as necessary (field files are mirrored in the office for continuity) and various other items necessary in the day to day operations. 4.3 Periodic Cost Estimates and Request for Reimbursement. The Engineer will prepare periodic cost estimates during construction and FAA requests for reimbursement of funds. A request for reimbursement will be submitted to the Sponsor for review and approval prior to the Sponsor requesting reimbursement from the appropriate agency. 4.4 Weekly/Monthly Reports. The Project Manager will review progress reports weekly and monthly. 4.5 Material Submittal Review. Material submittal data will be reviewed and approved by the Resident Engineer or office personnel,if the Resident Engineer is unable to make final determination of compliance. 4.6 Change Order/Supplemental Agreement. Administrative staff and drafting personnel will assist with change orders and supplemental agreements as necessary. 5.0 Pre-Construction Coordination Phase 5.1 Prepare Project Files. The Engineer is required to assure the construction contracts are in order, the bonds have been completed, and the Contractor has been provided with adequate copies of the construction plans. The Plans will be updated to include all addenda items issued during bidding. Administrative staff will prepare the quantity sheet,testing sheets,construction report format,etc. 6 of 8 Eagle Counly Regional Airport AIP Project No.3-08-0020-52. April 9,2014 5.2 Prepare/Conduct Pre-Construction Meeting. This task is to assure the pre-construction meeting has been scheduled and all necessary parties have been informed. Jviation will conduct the pre-construction meeting to review FAA requirements prior to commencing construction. The meeting will be conducted at the airport and will include the Sponsor,FAA (if possible),Contractor,and subcontractors. 5.3 Review Contractor's Safety Plan Compliance Document. This task includes the review and to comment on the Contractor's Safety Plan Compliance Document(SPCD) as required by FAA AC 150/5370- 2F "Operational Safety on Airports during Construction." Jviation will review the SPCD to ensure that all applicable construction safety items are addressed and meet the requirements of AC 150/5370-2F and the contract's CSPP. The bid documents will address the requirement for the Contractor to submit a SPCD. The intent of the SPCD is to detail how the Contractor will comply with the CSPP. Following the award of the project to the successful contractor and prior to the issuance of the Notice to Proceed (NTP),Jviation will review the SPCD, provide comments, and ultimately approve the document. It is anticipated that the SPCD will require at least one re-submittal by the Contractor to address any missing information or review comments. 6.0 On-Site Construction Coordination Phase This phase will consist of providing one full time Construction Manager and Resident Engineer for the second shift as needed. It will be the responsibility of the Construction Manager to have sufficient on-site construction coordination to ensure that the project is completed according to good construction practice and is consistent with the Engineer's direction. The construction is estimated to take 30 Calendar days. Overhead costs,travel costs,and per diem are in addition to the engineering hours expended. 6.1 Field Inspection/Coordination. The Project Manager will make on-site visits, as required, to deal with construction issues as necessary for the duration of the project. As of now, it is estimated that the Project Manager will be required to make one site visit for the project. 6.2 Resident Engineering. Due to the night work and construction activities being completed for 24 hours straight,it is anticipated that both the Construction Manager and Field Engineer will be on-site approximately 12 hours per day. It is assumed that the Construction Manager and Field Engineer will be able to complete all daily project documentation in the course of their shift and that total inspection on-site time is anticipated to be 30 calendar days 6.3 Review Construction Submittals and Requests for Information (RFI's). This task will consist of reviewing and approving the shop drawings, material submittal data from the Contractor, and responding to RFI's. The Resident Engineer will review other construction items for general compliance with the construction documents. 6.4 Review Contractor Payroll Forms. This task includes conducting random employee interviews and reviewing the Contractor's weekly payroll records as required by the FAA. 6.5 Calculate Construction Quantities. The Resident Engineer will maintain record of the progress and will review the quantity records with the Contractor on a periodic basis. 6.6 Periodic Cost Estimates. The Resident Engineer will prepare the periodic cost estimates and review the quantities with the Contractor. The Engineer, Sponsor, and Contractor will resolve discrepancies, or disagreements with the Contractor's records. 6.7 Prepare Requests for Reimbursement (RFR). This task includes the preparation of the RFR and the submittal of the RFR to the Sponsor for processing. One copy of each request for reimbursement with multiple copies of backup documentation will be submitted to the County Project Manager for review and approval prior to the Sponsor submitting to the appropriate agency. 7 of 8 Eagle CountS�Regional Airport AIP Pmject No.3-08-0020-52 April 9,2014 6.8 Prepare Daily Reports. The Resident Engineer will maintain a daily log of the construction activities for the duration of time on site. 6.9 Prepare/Submit Weekly Reports. The Resident Engineer will prepare a weekly status report using the FAA's standard form. The report will be submitted to the Sponsor,the FAA,and the office. 6.10 Review QC/QA Results. The Resident Engineer will review and coordinate revisions by the Contractor for quality control testing firm submittals performed as part of the acceptance testing required by FAA Standard Specifications. This will occur on a weekly basis and at project completion prior to submittal to the FAA. 7.0 Post Construction Coordination Phase This phase will consist of project close out and site cleanup. 7.1 Conduct Final Inspection. Jviation, along with the Sponsor, FAA (if available), and CDOT Aeronautics (if available) will conduct the final inspection. All acceptance test summaries must be accepted by the FAA prior to final inspection. 7.2 Prepare Clean-up Item List. The Engineer will assure the Contractor has removed all construction equipment and construction debris from the Airport, that all access points have been re-secured (fences repaired,gates closed and locked,keys returned,etc.) and the site is clean. 7.3 Prepare Engineering Record Drawings. The Resident Engineer will prepare markups of the Issued for Construction drawings indicating modifications made during construction. All drafting for the final record drawings will be prepared by office drafting personnel, and the Resident Engineer will review for accuracy. One hard copy(11"x17") and one PDF copy will be sent to the FAA,CDOT,and the Sponsor. 7.4 Prepare Final Construction Report. The Resident Engineer will prepare the final construction report according to the current Northwest Mountain Region's Construction/Final Report guidance, and it will be reviewed by the Project Manager. Administrative staff will also provide assistance in the preparation of the document. One copy of the Final Construction Report will be furnished to the FAA and the Sponsor. 7.5 Summarize Project Costs. Jviation will be required to obtain all administrative expenses, engineering fees and costs, testing costs, and construction costs associated with project and assemble a total project summary. The summary will be compared with the available funding. 7.6 Assist with Project Audit. 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