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Home My WebLink AboutNotice to Proceed & Invoice Summary Multi-Disciplined Engineering Services, 1998-19992 ITI TE EE ee Sent By:aee;349 0100;Sep-24-99 10:27AN;Page 7/7*rnec@#lveg:Wide we Bizaurm;MUS €OV 40460 -*aug;rage 7 _B80F 269 1545 DORA/DIT OF ENERGE Q9/03/99 19:50 F007 700 4NOTICETOPROCEEDUI NIP Ro:AEDOOOTIAgreementNo;2195023&INVOICE SUMMARY AKSAS Project No:21850z3PSAExpirationDate:12/31/09 form ts far FIXES PRICE reement o fora CO6T REIMBURSEMENTAmeemardt bt which the s19n of of NTPs will not exosed Contractor:Alaska Energy &Engineering,Ine. Project The:Multt-Disciplined Enginesring Services,1898/1999 In accordance wh our Agreement,provide the following services5 (or services described |In thefolowing referencedattachment): Takotne Bulk Fuel Project Phase |. in accordance with proposal and scope of work provided by Alaska Energy &Engineering,dated 9/18/99 &9/20/99. Compensation for this NTP shall be by the method(s)and not exceed the authorized amount(s)specifiad in the InvoiceSummary(below).The Agency Contract Manager for this NTPis:Karl Reiche _TeiNo.:907-289-4698 teeued for the oeAgen per ADOTEPF Potay #01.01.060 by;9/2aln DateSignatureeeeChName:Percy Frisby,Director elt Pree serveSera!ys feeoy let tkarRie!one riesAbiaee tacThisInvoiceis5for{Fi Progress OR {]Fins!Payment.Sequential Invoice Number for this NYP is:{}. *Bachfrmmey be compensated by only one of the following Methods of Payment for this NTP;Feed Price (FF}............-Amounts entered in Columns 'c*and "g*onty Cont Plus Fixed Fee (CPFF)........Columne "0”,"dl”,"9",end g'onyFP+Expenses (FPPE)....Colurnces "ee”and 'g?only ._Time end Expenses (TSE)stvomeeee Column v7 'et ena"only a Firms (Prine &Buboontractors)”Meth of Pay |Labor (orFP)|indirect Cost Expenses Flsed Fee Total Price Alesina Erargy &Engineering,tno,Te $10,720.00 $1,208.00 $12,828.00 FP FP FP Total NTP Amount Authorized for All Fliems $10,720.00 $1,808.00 $12,628.00 Surn af Prior APPROVED Payments Sum far THIS INVOICE Sumi of Prior Payments and this invoice Balance of Authorized Amount Program Code PAYMENT REQUEST (Contractor): PAYMENT RECOMMENDED (Agency Contract Maneger tcertity this PAYM ENT APPROVED (Authorized Agency Officia)):Based upon thewolsebobevalidundscoumteandthatserviceswereperformedContractManagersracommandationandcerfification,|herebyeubstaniatyinconfarmencewiththecomractrequiremenisaandapprovepayment schedule. Signature Date Signature Dats Narne:Name:Percy Frisby,Diector o2-ntp (5498)OOTSPF Form 284281,Notica ta Proceed &invoice Summary Page1 of2(For any FIXED PRICE Agreement of for a COST REIMBURSEMENT Agreement that will not exceed $250,000.) NOTICE TO PROCEED NTP No:AEE99-011 Agreement No:2195023 &INVOICE SUMMARY AKSAS Project No:2195023 PSA Expiration Date:12/31/99 (This form is for any FIXED PRICE Agreement or for a COST REIMBURSEMENT Agreement in which the sum of all NTPs will not exceed $260,000.) Contractor:Alaska Energy &Engineering,Inc. Project Title:Multi-Disciplined Engineering Services,1998/1999 attachment): Takotna Bulk Fuel Project Phase |. In accordance with proposal and scope of work provided by Alaska Energy &Engineering,dated 9/16/99 &9/20/99. Compensation for this NTP shall be by the method(s)and not exceed the authorized amount(s)specified in the Invoice Summary (below).The Agency Contract Manager for this NTP is:Kan Reiche Tel No.:907-269-4698 Issued for the Contracting Agency per ADOT&PF Policy #01.01.050 by:Accepted for the Contractor by:fore Sic,q[a3lV Signature'Date Signature Date Name:Percy Frisby,Director Name: This Invoice is for{]ProgressOR[]Final Payment.Sequential Invoice Number for this NTP is:[J. *Each firm may be compensated by only one of the following Methods of Payment for this NTP: Fixed Price (FP)...............Amounts entered in Columns "c"and "g”only Cost Plus Fixed Fee (CPFF)..........Columns "c”,"d”,"e”,"f and "g”only FP +Expenses (FPPE)....Columns "c”,"e”and "g”only Time and Expenses (T&E).............Columns "c',"e”and "g”only a b c d e f g Firms (Prime &Subcontractors)"Meth of Pay Labor (or FP)Indirect Cost Expenses Fixed Fee Total Price Alaska Energy &Engineering,Inc.TE $10,720.00 $1,908.00 $12,628.00 FP FP FP Total NTP Amount Authorized for All Firms $10,720.00 $1,908.00 $12,628.00 Sum of Prior APPROVED Payments Sum for THIS INVOICE Sum of Prior Payments and this Invoice Balance of Authorized Amount Collocation Code Program Code PAYMENT REQUEST (Contractor): 21753183 15776 Ledger Code Account Code 40636813 73000 Signature Date Name: PAYMENT RECOMMENDED (Agency Contract Manager):|certify this PAYMENT APPROVED (Authorized Agency Official):Based upon the Invoice to be valid and accurate and that services were performed Contract Manager's recommendation and certification,|hereby substantially in conformance with the contract requirements and approve payment. schedule. Signature Date Signature Date Name:Name:Percy Frisby,Director c2-ntp (5/1/98)DOT&PF Form 25A281,Notice to Proceed &Invoice Summary Page 1 of 2 (For any FIXED PRICE Agreement or fora COST REIMBURSEMENT Agreement that will not exceed $250,000.) LOE oo Sarva 1. Note Note c2-n INSTRUCTIONS TO CONTRACTOR for NOTICE TO PROCEED &INVOICE SUMMARY (NTP) Retain an unmarked,as issued,copy of this (NTP)form to be used for reproduction and billing. Several NTPs may be concurrently active under one Professional Services Agreement,each requiring Separate cost accounting. if this NTP is unacceptable,notify the Contracting Agency immediately.If acceptable,acknowledge by signature where indicated on a copy of this NTP and return it within ten days after your receipt. Submit monthly Invoices to the Agency Contract Manager named in this NTP.You may use your firm's invoice forms; however you must also provide a copy of page one of this NTP form as the FACE PAGE of each invoice submitted and with the following entries accurately completed: a)Indicate if the Invoice is for Progress or Final Payment and show the Sequential Invoice Number for this NTP. b)In each column (ce,d,e,f &g)where there is an Authorized Amount,show amounts for:Prior APPROVED Payments;THIS INVOICE;Prior Payments plus this Invoice;and Balance of Authorized Amount. "Prior APPROVED Payments"amounts may NOT be the same as the total of all your prior invoices if some items were disallowed or adjustments were made.If a prior billing has not been acknowledged with any payment,or a different amount from your billing was paid without notification to you of the reason(s),attach a request for an explanation and remedial action. Sign,date and enter printed or typed name under "PAYMENT REQUEST (Contractor)"thereby attesting to the following: "By signature on this form,the Contractor certifies entries to be true and correct for the services performed to date under or by virtue of said Agreement and in accordance with AS 36.30.400.The Contractor further certifies that all applicable Federal,State and Local taxes incurred by the Contractor in the performance of the services have been paid and that all Subcontractors engaged by the Contractor for the services included in any invoice shall be fully compensated by the Contractor for such services." Substantiate all charges on each invoice,other than for Fixed Prices or Fixed Fees,by attaching a summary of hours expended and hourly labor rate per employee;summary of units completed;subcontractor invoices;expense receipts, etc.:or other proof of expenditures. Prime Contractor's Labor and Indirect Cost shall be billed to the Contracting Agency within 45 days of performance.Subcontractors'Labor and Indirect Cost shall be billed to the Contracting Agency within 60 days of performance.All of the Contractor's and Subcontractors'Other Direct Costs (Expenses)shail be billed to the Contracting Agency within 90 days of being incurred.Charges submitted after the above stated times will_at the Contracting Agency's discretion,not be paid. When each NTP is approximately 75%complete,the Contractor shall determine if the Authorized Amount(s)might be exceeded;and,if so,shall provide an estimate of cost to complete.The Contracting Agency will determine after discussion with the Contractor if additional cost is reasonable and does not include costs that should be absorbed by the Contractor.If additional cost is validated,a negotiated Amendment will be executed which either (1)reduces the scope of services/work products required commensurate with the Authorized Amount(s),or (2)increases the Authorized Amount(s)to that required for completion of the original contract scope. tp (5/1/98)DOT&PF Form 25A281,Notice to Proceed &Invoice Summary Page 2 of 2 (For any FIXED PRICE Agreement or fora COST REIMBURSEMENT Agreement that will not exceed $250,000.) Alaska Energy and Engineering,InInc.Mailing Address-P.O.Box 1114051217EastKlattRoad,Suite AAnchorage,AK 99511-1405 o (907)349-0100 Fo 349-8001 fax September16,1999 Mr.Karl Reiche Department of Community and Economic Development ._. Division of Energy-333 West 4th Avenue,Suite 220 Anchorage,AK 99501-2341 Subject: Tank Farm Projects-PDR/Phase i Fee Proposals=(Buckland,Chignik Lagoon,Kotlik,Nikolal,Old Harbor)- Dear Mr.Reiche: Please find attached our fee proposals for the above referenced tank farm_projects for Phase |-Preliminary Design Report. In order to complete the site visits in the interior and western areas of Alaskapriortofreeze-up,we propose to conduct site visits to Buckland,Kotlik,Nikolai,and Takotna starting the week of September 20"through early October.WeanticipateconductingthesitevisitstoOldHarborandChignikLagoonineitherOctoberorNovembersincethesecommunitieshavemoretemperateclimates.We propose to submit draft PDRs for Kotlik and Buckland no later than the firstweekofJanuary2000.Draft PDRs for projects not scheduled for construction in2000willbesubmittednolaterthanJune2000. Please review the attached information and call me with any questions at (907)349-0100,or fax your comments to (907)349-8001. Sincerely, AlaskaEnergy and Engineering,Inc.- President attachments:as noted | Attachment (to NTP) Scope of Services for Multi-Discipline Engineering ContractDepartmentofCommunityandRegionalAffairs,Division of Energy Date:September 8,1999 je ProjectName:© Bujk Fuel Consolidation Projects-35 %Initial Design .Locations:Buckland,Chignik Lagoon,Kotlik,Nikolai,Old Harbor _° Consultant:Alaska Energy and Engineering,Inc.Program:Denali Commission --ae DOE Contact:Te ae see Karl Reiche,ph 269-4698,fax 269-4685,kreiche@aidea-org©_aeEricMarchegiani,ph 269-4684,fax 269-4685,Eric"Marchegiani@dced sstate.ak.usPhase1PreliminaryDesignScope: The consultant is to prepare a proposal for conducting field inspections-and-preparing a Preliminary Design Review.Report (PDR)for bulk fuel systera upgrades forthe sites-listed above.The proposal 'shall include a not-to-exceed (NTE)budget for each city/village (including a break-out of hours,rates, and |reimbursable costs).Upon receipt of an NTP,the consultant shall perform_the following tasks: 1 ces oman ee ee.Project Kickoff:Meet with DOE staff to discuss_which fuel farms may be consolidated and/orupgraded,possible sites for a consolidated farm,and which farms will be left as is.The consultantshallprepareameetingsummaryanddistributetoattendees.DOE will make initial contact with local representatives.--ee ee mee somone| Site Research:Prior to the site visit,gatherandréview existing site information available fromstateandfederalagenciesthatmayhaverecentlyworkedintheprojectarea,including Corps ofEngineersflooddata.DOE will provide the consultant with copies of any mapsin its files. Title Search (Certificate to Plat):Conduct a title search prior to the site visitand have aCertificatetoPlatissued.Determine ownership and known site restrictions.Notify DOE of anyissuesthatmaysignificantlyrestrictuseofthesite(s).Include the full titte"report in the POR.Rights-of-way easements shall be addressedin Phase Il,final design. Survey Information:Determine what survey information is available (plats,on site monuments,contours,etc.)for facilitating conceptual design,and-what.additional information will be required tocompletePhaseIl,final design_ Site Inspection &Survey:Travel to the city/village 'to 'inspect.the site and existingequipment/tanks.When available a DOE representative will accampanythe consultant to the site(provide one week notice).Verifytheinformation provided in the DOE Bulk_Euel CommunityDatabaseform-(Major tank farm facility tanks will be as-built,multiple small residential tank facilities will be visually observed).Meet with local leaders to discuss consolidations/upgrades Prepare a meeting summary and transmit to attendees.Tie flood plain data to site benchmarksTheconsultantandDOEwillassistthecommunityinsite'selection for consolidated farms. Conceptual Design:After the site visit DOE will confirm with the consultant in writing which farmswillbeconsolidatedand/or upgraded:The consultant shall then developaconceptual design forconsolidatingand/or upgrading the specified farms.Community development plans and futureincreasedfuelusewillbeconsidered(check with DOTPF,housing authority;utilities;village safewater,-and other applicable agencies.).Review USCG investigation reports:as applicable Consider local geotechnical and permafrost conditions.Consider permits required.Consider codes and regulations,including the DOE/Fire Marshal MOA dated January 29,1999.Drawingsshallinclude:site plan;proposed tank farm layout(s);proposed fill line(s)and piping manifolding proposed dike details;and existing tank farm layouts and locations (existing tank farm layouts to be developed from DOE Bulk Fuel Database data).All drawings must be in CAD. Phase 1 BFU SOS -MODIFIED BY AEE Sep.13,99 Page 1 of 2 a an) 7.Ownership/Operation Scenario:Work with local representatives to develop a_likely ownership/operation scenario for farm(s)based on current fuel usage and operations. 8.Construction Schedule:Provide a schedule or narrative describing both Phase II activities (finaldesign)and Phase III activities (permits,ordering materials,site work,shipping,and construction).For projects identified for construction in 2000,assume Phase It begins in_Eebruary 2000 andconstructionbeginsinthesummerof2000.For projects net identified for 'construction in 2000,-develop schedules based on DOE estimated construction start date oe9.Materials:Provide a list of potential sources of materials for pads,dikes,and trench back fill.identify material ownership and any known unit costs (S/CY).10.Local Job/Skills/Equipment:Identify jobs/trades required to construct the upgrades and determine what skills are available with residents at the city/village.Determine what equipmentmaybeavailablelocally,current operating condition,and required repairs.te eee ee ee mee -- 11.Conceptual Design Report:Prepare a conceptual design report'equivalentto a 35 percentcompletedesigneffort(a separate report for each site will be preparedy-tnclude:-e Anexecutive summary of the scope of consolidation/upgrades. A code/regulatory analysis with narrative indicating design complianceAnarrativesummarizingcommunityneedsandhowthedesigrraddressesthose needs.Tables summarizing available tank capacity,type of product,"and proposed"'allowance forcommunitygrowth. -- sp_EConceptual site plan and copy of site survey information.meee cme =7R-Ar equipment condition summary,indicating which equipment can be reased (tanks,pipe,-=__valves,etc.).-s==Conceptual cost estimate showing quantities,units,and unit costs for labor,materials, -=equipment,and freight.The cost estimate shall assume force account labor and shail beconsistentwithhistoricalDOEcostsfofsimilarwork:The estimate wil include a summary costforeachconsolidatedfacilityinacity/village (which typically includeschools,AVEC,and othermajorprivateoperators),====>-"e List of materials sources,ownership,unit costs as discussed above. e Update and attach the DOE Bulk Fuel Community Database form with any new information'available.petitle search report (Certifi cate to Plat).-An ownership and operating proposal for consolidated farm(s),with recommendations for use23=2eby DOEin developing a formal agreement between DOE and city/village entities.Os-tist permits required and proposed timing for application,,agency review,andreceipt of permit."=Integrate with the schedule. e Provide a schedule as discussed above._e A list of work positions anticipated to be necessary to perform the upgrades and residents withappropriateskillswhomaybeabletofillthosepositions(A list of work positionswith requiredqualificationswillbepreparedandforwardedtothecommunityforposting.It will be thecommunitiesresponsibilitytosolicitinterestedpersonnelandretumthelist_ofwork positions totheconsultanttoincludeinthePDR).List locally available equipment._e Deliverables consist of meeting summaries for the initial kick off meetingand for the site visit,and the PDR.For the PDR provide 10 bound originals,one loose copy,and CADfiles on disk.ee30eae -eee eee 12.Schedule for35%design:|-_ e The consultant shall begin working on the Phase 4 services immediately after receiving the/NTP. e The site investigation/survey for northern communities shall be completed no later thanOctober15,1999 (to avoid snow cover on ground).Site investigations/surveys for southerncommunitieswillbescheduledatalaterdate.e Adraft PDR for projects identified for construction in 2000 is due on or before January 1,2000ThefinalPDRisduefourteenworkingdaysafterreceiptofwrittencommentsfromDOE. e A draft PDR for projects NOT identified for construction in 2000 is due on or before June 1. 2000.The final PDR is due fourteen working days after receipt of written comments from DOE Phase 1 BFU SOS -MODIFIED BY AEE Sep.13,99 Page 2 of 2 0913.99 "Sent By :Alaska Energy and Engineering,;907 349 8001;Sep-20-99 4:31PM;To:DOE ENGINEERING At:2694685 Alaska Energy and Engineering,Inc.Mailing Address -P.O.Box 11f405 1217 East Klatt Road,Suite A Anchorage AK 99511-1405(907)349-0100349-8001 fax September 20,1999 zZ pase,269-4685 fay Mr.Karl Reiche Department of Community and Economic Development Division of Energy 333 West 4th Avenue,Suite 220 Anchorage,AK 99501-2341 Subject:Takotna Tank Farm Project -PDR/Phase |Fee Proposal Dear Mr.Reiche: Per your request,please find attached our fee proposal for the above referenced Takotna tank farm project Phase |-Preliminary Design Report. As we discussed on the phone today,this fee proposal reflects our existingTakotnaIASDNTPandthattheinitialdatacollectionandsitevisitforthe community was performed under our existing NTP.This fee proposal includes abriefsitevisittocomplete/confirm data obtained during the winter,as well asotherrequirementsasdescribedinourscopeofservicesdatedSeptember13, 1999. Please review the attached information and call me with any questions at (907) 349-0100,or fax your comments to (907)349-8001. Sincerely, President attachments:as noted Sent By:Alaska Energy and Engineering,;907 349 8001; Takotna Tank Farm Project -Phase | ENGINEERING FEE PROPOSAL Sep-20-99 4:31PM; (0,10(900QOAt Page 2/2 CONT.MGRHRS[COST SR.ME[PROJ MGR HRS [COSTHRS[COST ENG Hil ENGI HRS [COST HRS [Cost HOURLY BILLABLE RATE $90.00 /HR |sso.co /HR $90.00 /HR $70.00 /HR $50.00 /HR TASK A -INITIAL DATA COLLECTION AND SITE CONTROL (NOTE 2) INITIAL CATA COLLECTION $0 oF 30 oa$0 o$0 INVESTIGATE SITE CONTROUROW'S sO 10f $900 (o]$0 [s]$o Ww$250 TOTAL DIRECT LABOR o $0 10|$900 0 $0 $}$250 DIRECT PROJECT EXPENSES: LONG DISTANCE PHONE/FAX TITLE SEARCH -CERT TO PLAT PLOTTING AND REPRO DIRECT EXPENSE SUB-TOTAL: DIRECT INSURANCE EXPENSE @ 6% TOTAL DIRECT EXPENSES TOTAL PHASE I FEE TASK B -SITE VISIT (NOTE 2} SITE VISIT PREPARATION $0 5 $450 Q $0 2j 3100 $550 SITE VISIT $o 10f $900 0 $0 $0 10}$500 $1,400 TOTAL DIRECT LABOR 15]$1,350 Q $0 12]$600 $1,950 DIRECT PROJECT EXPENSES: TRAVEL -SEE NOTE 1 $500 SURVEY EQUIPMENT RENTAL $200 PHOTO AND FILM $100 DIRECT EXPENSE SUB-TOTAL:$800 DIRECT INSURANGE EXPENSE @ 6%$48 TOTAL DIRECT EXPENSES $848]- TOTAL PHASE ll FEE $2,798 TASK C -35%PRELIMINARY DESIGN REPORT CONSTRUCTION COST ESTIMATE $0 5 $450 wn$450 $a $500 $1,400 35%CONCEPT DESIGN/RPT $0 30]$2,700 10 $900 $0 20|$7,000 34 600 LAND/PIPELINE ROW ISSUES $0 5]$450 wm$450 $0 $0 $9c0 PROJECT DEVELOPMENT/MGMT 4}$360 2]$180}2|$180 $0 0 $0 $720 TOTAL DIRECT LABOR $360 42]$3,780}22|$1,980 oTfolololo$0 30}$1,500 $7,620 DIRECT PROJECT EXPENSES: LONG DISTANCE PHONE 350 PLOTTING AND REPRO $150 DIRECT EXPENSE SUB-TOTAL:$200 DIRECT INSURANCE EXPENSE @ 6%$12 TOTAL DIRECT EXPENSES $212 TOTAL PHASE Il FEE $7,832 TOTAL NOT-1O-EXCEED PROJECT FEE -PHASE I (TASKS A THRU C)$72,628 NOTES 1.ON-SITE MEETING TO INSPECT FACILITY,REVIEW PRELIMINARY DESIGN ISSUES.AND DISCUSS SCHEDULE SITING,ROW REQUIREMENTS,AND OTHER ISSUES 2.INITIAL DATA COLLECTION AND WINTER SITE VISIT COMPLETED UNDER PRIOR SEPARATE NTP ALASKA ENERGY AND ENGINEERING,INC. Takotna Tank Farm Project Phase |Fea Proposal 1 SEPT Lene INP Ee 9/22/99 Division of Energy y [3e(v8"Serf 9/2/99 Grant/ Contract #: (Total of Lines 1 thru Line 6) $25,000 |[Sum of lines 1-10] NOTES:35%design for bulk fuel project. zy 4 5o 36 ;Preliminary Budget I Af . Community 3350)|Takotna Budget /$7b |Takotna Bulk Fuel Revision No.: CODE |NAME |PROJECT NAME Preparer T.Ganthner Project Manager EAM Project Manager Code 14008 Date Source(s)of Funding Line Chart of Accounts Denali Comm PROJECT BF TOTAL DOE FUNDING 1 7100 Personal Services $0 $0 $0 $0 $0 2 72000 Travel and Per Diem $0 $0 $0 $0 $0 $0 3 Engineer &Prof Services Contracts $25,000 $0 $0 $0 $0 $25,000 4 Freight $0 $0 $0 $0 $0 $0 5 Project Contingency $0 $0 $0 $0 $0 $0 6 73000 Contractual Subtotal $25,000 $0 $0 $0 $0 $25,000 7 TOTAL LINES 1,2&6 $25,000 $0 $0 $0 $0 $25,000 8 74000 Project Materials/Supplies $0 $0 $0 $0 $0 $0 9 75000 DOE Equipment $0 $0 $0 $0 $0 $0 10 77000 Grants $0 $0 $0 $0 $0 $0 41 TOTAL DOE FUNDING $25,000 |$0 |$0 |$0 |$0 | Project AR _5119-03 Project CC 2iTssido 217338 B3 Project LC 406356G/3 OTHER PROJECT CONTRIBUTIONS 9 DOE-Managed Through Trustee $0 10 Not Managed By DOE $0 1 PROJECT TOTAL Yo Soes/l-$25,000 Budget Approvals (initial and date)Date Date /)re fa J LL "y &DivisionProjAssist.\Z WLAN thurtr Ch \5 |G4 Han Choe 47 \/&Cx-J |a Cc S Si Director v *e /v4PLEASERETURNonielvaLTO:Terri Ganthner Filename U:\tganthner\CapitalARs\Active Projects\TakotnaBFDesign.xls Date ps}9-3-4 cc:Prj Mgr,Proj.Files,Han Choe,Contracts,Bert