HomeMy WebLinkAboutresolution.council.112-18 RESOLUTION #112
(Series of 2018)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ASPEN,
COLORADO, APPROVING A CONTRACT BETWEEN THE CITY OF ASPEN
AND SE GROUP AUTHORIZING THE CITY MANAGER TO EXECUTE SAID
CONTRACT ON BEHALF OF THE CITY OF ASPEN, COLORADO.
WHEREAS, there has been submitted to the City Council a contract for the
development of The Uphill Recreation Plan between the City of Aspen and SE
Group, a true and accurate copy of which is attached hereto as Exhibit "A";
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF
THE CITY OF ASPEN, COLORADO,
That the City Council of the City of Aspen hereby approves that Contract
for The Uphill Recreation Plan, between the City of Aspen and SE Group, a copy
of which is annexed hereto and incorporated herein, and does hereby authorize the
City Manager to execute said agreement on behalf of the City of Aspen.
INTRODUCED, READ AND ADOPTED by the City Council of the City of
Aspen on the 13`" day of August 2018. _
Steven Ska on, Mayor
I, Linda Manning, duly appointed and acting City Clerk do certify that the
foregoing is a true and accurate copy of that resolution adopted by the City
Council of the City of Aspen, Colorado, at a meeting held, August 13, 2018.
Lo Luc,
inda Manning, City Cl k
the Citt otOspea
CITY OF ASPEN STANDARD FORM OF AGREEMENT vzoo9 �
PROFESSIONAL SERVICES
City of Aspen Project No.: 2018-069.
AGREEMENT made as of 13''day of August, in the year 2018.
BETWEEN the City:
Contract Amount:
The City of Aspen
c/o Community Development
130 South Galena Street Total: $75,000.00
Aspen, Colorado 81611
Phone: (970) 920-5055
If this Agreement requires the City to pay
And the Professional: an amount of money in excess of
$25,000.00 it shall not be deemed valid
SE Group until it has been approved by the City
PO Box 2729 Council of the City of Aspen.
323 W. Main St., Ste. 201 City Council A roval:
Frisco, Colorado Ste` i17 1�Y1�
970.668.3398
201
For the Following Project:
Uphill Recreation Plan.
Exhibits appended and made a part of this Agreement:
Exhibit A: Scope of Work.
Agreement Professional Services Page 0
The City and Professional agree as set forth below.
1. Scope of Work. Professional shall perform in a competent and professional manner the Scope
of Work as set forth at Exhibit A attached hereto and by this reference incorporated herein.
2. Completion. Professional shall commence Work immediately upon receipt of a written Notice
to Proceed from the City and complete all phases of the Scope of Work as expeditiously as is
consistent with professional skill and care and the orderly progress of the Work in a timely manner.
The parties anticipate that all Work pursuant to this Agreement shall be completed no later than June
30, 2019. Upon request of the City, Professional shall submit, for the City's approval,a schedule for
the performance of Professional's services which shall be adjusted as required as the project proceeds,
and which shall include allowances for periods of time required by the City's project engineer for
review and approval of submissions and for approvals of authorities having jurisdiction over the
project.This schedule,when approved by the City,shall not,except for reasonable cause,be exceeded
by the Professional.
3. Payment. In consideration of the work performed,City shall pay Professional on a time and
expense basis for all work performed. The hourly rates for work performed by Professional shall not
exceed those hourly rates set forth at Exhibit A appended hereto.Except as otherwise mutually agreed
to by the parties the payments made to Professional shall not initially exceed the amount set forth
above. Professional shall submit, in timely fashion, invoices for work performed. Professional will
submit invoices for fees will be submitted on a monthly basis,and the City shall pay the within thirty
(30) days of receipt. The City shall review such invoices and, if they are considered incorrect or
untimely, the City shall review the matter with Professional within ten days from receipt of the
Professional's bill.
4. Non-Assimabiliri. Both parties recognize that this Agreement is one for personal services
and cannot be transferred,assigned,or sublet by either party without prior written consent of the other.
Sub-Contracting, if authorized, shall not relieve the Professional of any of the responsibilities or
obligations under this Agreement. Professional shall be and remain solely responsible to the City for
the acts, errors, omissions or neglect of any subcontractors' officers, agents and employees, each of
whom shall,for this purpose be deemed to be an agent or employee of the Professional to the extent
of the subcontract. The City shall not be obligated to pay or be liable for payment of any sums due
which may be due to any sub-contractor.
5. Termination of Procurement. The sale contemplated by this Agreement may be
canceled by the City prior to acceptance by the City whenever for any reason and in its sole
discretion the City shall determine that such cancellation is in its best interests and convenience.
6. .Termination of Professional Services. The Professional or the City may terminate the
Professional Services component of this Agreement, without specifying the reason therefor, by
giving notice,in writing,addressed to the other party,specifying the effective date of the termination.
No fees shall be earned after the effective date of the termination.Upon any such termination of this
Agreement,the City shall compensate the Professional for all fees earned as of the date of the receipt
of the termination notice. Upon any termination,all finished or unfinished documents,data,studies,
surveys,drawings,maps,models,photographs,reports or other material prepared by the Professional
pursuant to this Agreement shall become the property of the City. Notwithstanding the above,
Agreement Professional Services Page 1
Professional shall not be relieved of any liability to the City for damages sustained by the City by
virtue of any breach of this Agreement by the Professional,and the City may withhold any payments
to the Professional for the purposes of set-off until such time as the exact amount of damages due
the City from the Professional may be determined.
7. Independent Contractor Status. It is expressly acknowledged and understood by the parties
that nothing contained in this agreement shall result in,or be construed as establishing an employment
relationship. Professional shall be, and shall perform as, an independent Contractor who agrees to
use his or her best efforts to provide the said services on behalf of the City. No agent, employee, or
servant of Professional shall be,or shall be deemed to be,the employee,agent or servant of the City.
City is interested only in the results obtained under this contract. The manner and means of
conducting the work are under the sole control of Professional. None of the benefits provided by City
to its employees including, but not limited to, workers' compensation insurance and unemployment
insurance, are available from City to the employees, agents or servants of Professional. Professional
shall be solely and entirely responsible for its acts and for the acts of Professional's agents,employees,
servants and subcontractors during the performance of this contract. Professional shall indemnify
City against all liability and loss in connection with and shall assume full responsibility for payment
of all federal, state and local taxes or contributions imposed or required under unemployment
insurance, social security and income tax law, with respect to Professional and/or Professional's
employees engaged in the performance of the services agreed to herein.
8. Indemnification. Professional agrees to indemnify and hold harmless the City, its officers,
employees, insurers, and self-insurance pool, from and against all liability, claims, and demands, on
account of injury, loss, or damage, including without limitation claims arising from bodily injury,
personal injury, sickness, disease, death, property loss or damage, or any other loss of any kind
whatsoever, which arise out of or are in any manner connected with this contract, to the extent and
for an amount represented by the degree or percentage such injury,loss,or damage is caused in whole
or in part by the wrongful act, omission, error, professional error,mistake, negligence, or other fault
of the Professional,any subcontractor of the Professional,or any officer,employee,representative,or
agent of the Professional or of any subcontractor of the Professional, or which arises out of any
workmen's compensation claim of any employee of the Professional or of any employee of any
subcontractor of the Professional. The Professional agrees to investigate, handle, respond to, and to
provide defense for and defend against, any such liability, claims or demands at the sole expense of
the Professional, or at the option of the City, agrees to pay the City or reimburse the City for the
defense costs incurred by the City in connection with, any such liability, claims, or demands. If it is
determined by the final judgment of a court of competent jurisdiction that such injury,loss,or damage
was caused in whole or in part by the act, omission, or other fault of the City, its officers, or its
employees, the City shall reimburse the Professional,for the portion of the judgment attributable to
such act,omission, or other fault of the City, its officers,or employees.
9. Professional's Insurance.
(a) Professional agrees to procure and maintain,at its own expense, a policy or policies
of insurance sufficient to insure against all liability, claims, demands, and other obligations
assumed by the Professional pursuant to Section 8 above. Such insurance shall be in addition
to any other insurance requirements imposed by this contract or by law.The Professional shall
not be relieved of any liability, claims, demands, or other obligations assumed pursuant to
Agreement Professional Services Page 2
Section 8 above by reason of its failure to procure or maintain insurance, or by reason of its
failure to procure or maintain insurance in sufficient amounts,duration, or types.
(b) Professional shall procure and maintain, and shall cause any subcontractor of the
Professional to procure and maintain, the minimum insurance coverages listed below. Such
coverages shall be procured and maintained with forms and insurance acceptable to the City.
All coverages shall be continuously maintained to cover all liability, claims, demands, and
other obligations assumed by the Professional pursuant to Section 8 above. In the case of any
claims-made policy, the necessary retroactive dates and extended reporting periods shall be
procured to maintain such continuous coverage.
(i) Workers'Compensation insurance to cover obligations imposed by applicable
laws for any employee engaged in the performance of work under this contract, and
Employers'- Liability insurance with minimum limits of FIVE HUNDRED
THOUSAND DOLLARS ($500,000.00) for each accident, FIVE HUNDRED
THOUSAND DOLLARS ($500,000.00) disease - policy limit, and FIVE
HUNDRED THOUSAND DOLLARS ($500,000.00) disease - each employee.
Evidence of qualified self-insured status may be substituted for the Workers'
Compensation requirements of this paragraph.
(ii) Commercial General Liability insurance with minimum combined single
limits of ONE MILLION DOLLARS ($1,000,000.00) each occurrence and ONE
MILLION DOLLARS ($1,000,000.00) aggregate. The policy shall be applicable to
all premises and operations.The policy shall include coverage for bodily injury,broad
form property damage (including completed operations), personal injury (including
coverage for contractual and employee acts), blanket contractual, independent
contractors, products, and completed operations. The policy shall contain a
severability of interests provision.
(iii) Comprehensive Automobile Liability insurance with minimum combined
single limits for bodily injury and property damage of not less than ONE MILLION
DOLLARS ($1,000,000.00) each occurrence and ONE MILLION DOLLARS
($1,000,000.00)aggregate with respect to each Professional's owned, hired and non-
owned vehicles assigned to or used in performance of the Scope of Work. The policy
shall contain a severability of interests provision. If the Professional has no owned
automobiles, the requirements of this Section shall be met by each employee of the
Professional providing services to the City under this contract.
(iv) Professional Liability insurance with the minimum limits of ONE MILLION
DOLLARS ($1,000,000) each claim and ONE MILLION DOLLARS ($1,000,000)
aggregate.
(c) The policy or policies required above shall be endorsed to include the City and the City's
officers and employees as additional insureds. Every policy required above shall be primary
insurance, and any insurance carred by the City, its officers or employees, or carried by or
provided through any insurance pool of the City, shall be excess and not contributory
insurance to that provided by Professional. No additional insured endorsement to the policy
Agreement Professional Services Page 3
required above shall contain any exclusion for bodily injury or property damage arising from
completed operations. The Professional shall be solely responsible for any deductible losses
under any policy required above.
(d) The certificate of insurance provided to the City shall be completed by the Professional's
insurance agent as evidence that policies providing the required coverages, conditions, and
minimum limits are in full force and effect, and shall be reviewed and approved by the City
prior to commencement of the contract.No other form of certificate shall be used.The certifi-
cate shall identify this contract and shall provide that the coverages afforded under the policies
shall not be canceled, terminated or materially changed until at least thirty (30) days prior
written notice has been given to the City.
(e) Failure on the part of the Professional to procure or maintain policies providing the
required coverages, conditions, and minimum limits shall constitute a material breach of
contract upon which City may immediately terminate this contract, or at its discretion City
may procure or renew any such policy or any extended reporting period thereto and may pay
any and all premiums in connection therewith, and all monies so paid by City shall be repaid
by Professional to City upon demand, or City may offset the cost of the premiums against
monies due to Professional from City.
(f) City reserves the right to request and receive a certified copy of any policy and any
endorsement thereto.
(g) The parties hereto understand and agree that City is relying on, and does not waive or
intend to waive by any provision of this contract, the monetary limitations (presently
$350,000.00 per person and $990,000 per occurrence) or any other rights, immunities, and
protections provided by the Colorado Governmental Immunity Act,Section 24-10-101 et seq.,
C.R.S., as from time to time amended, or otherwise available to City, its officers, or its
employees.
10. Citv's Insurance.. The parties hereto understand that the City is a member of the Colorado
Intergovernmental Risk Sharing Agency (CIRSA) and as such participates in the CIRSA Proper-
ty/Casualty Pool. Copies of the CIRSA policies and manual are kept at the City of Aspen Risk
Management Department and are available to Professional for inspection during normal business
hours. City makes no representations whatsoever with respect to specific coverages offered by
CIRSA. City shall provide Professional reasonable notice of any changes in its membership or
participation in CIRSA.
11. Completeness of Aereement. It is expressly agreed that this agreement contains the entire
undertaking of the parties relevant to the subject matter thereof and there are no verbal or written
representations, agreements, warranties or promises pertaining to the project matter thereof not
expressly incorporated in this writing.
12. Notice. Any written notices as called for herein may be hand delivered or mailed by certified
mail return receipt requested to the respective persons and/or addresses listed above.
Agreement Professional Services Page 4
13. Non-Discrimination. No discrimination because of race, color, creed, sex, marital status,
affectional or sexual orientation,family responsibility,national origin,ancestry,handicap,or religion
shall be made in the employment of persons to perform services under this contract. Professional
agrees to meet all of the requirements of City's municipal code, Section 13-98, pertaining to non-
discrimination in employment.
14. Waiver. The waiver by the City of any term, covenant,or condition hereof shall not operate
as a waiver of any subsequent breach of the same or any other term.No term,covenant, or condition
of this Agreement can be waived except by the written consent of the City, and forbearance or
indulgence by the City in any regard whatsoever shall not constitute a waiver of any term, covenant,
or condition to be performed by Professional to which the same may apply and, until complete
performance by Professional of said term, covenant or condition,the City shall be entitled to invoke
any remedy available to it under this Agreement or by law despite any such forbearance or indulgence.
15. Execution of Agreement by City. This Agreement shall be binding upon all parties hereto
and their respective heirs, executors, administrators, successors, and assigns. Notwithstanding
anything to the contrary contained herein, this Agreement shall not be binding upon the City unless
duly executed by the Mayor of the City of Aspen (or a duly authorized official in his absence)
following a Motion or Resolution of the Council of the City of Aspen authorizing the Mayor(or a
duly authorized official in his absence)to execute the same.
16. Illegal Aliens—CRS 8-17.5-101 & 24-76.5-101.
(a) Purpose. During the 2006 Colorado legislative session, the Legislature passed
House Bills 06-1343 (subsequently amended by HB 07-1073)and 06-1023 that added new
statutes relating to the employment of and contracting with illegal aliens. These new laws
prohibit all state agencies and political subdivisions, including the City of Aspen, from
knowingly hiring an illegal alien to perform work under a contract, or to knowingly
contract with a subcontractor who knowingly hires with an illegal alien to perform work
under the contract. The new laws also require that all contracts for services include certain
specific language as set forth in the statutes. The following terms and conditions have been
designed to comply with the requirements of this new law.
(b) Definitions. The following terms are defined in the new law and by this reference
are incorporated herein and in any contract for services entered into with the City of Aspen.
"Basic Pilot Program" means the basic pilot employment verification program
created in Public Law 208, 104th Congress, as amended, and expanded in Public
Law 156, 108th Congress, as amended, that is administered by the United States
Department of Homeland Security.
"Public Contract for Services"means this Agreement.
"Services" means the furnishing of labor, time, or effort by a Contractor or a
subcontractor not involving the delivery of a specific end product other than reports
that are merely incidental to the required performance.
Agreement Professional Services Page 5
(c) By signing this document, Professional certifies and represents that at this time:
(i) Professional shall confirm the employment eligibility of all employees who
are newly hired for employment in the United States; and
(ii) Professional has participated or attempted to participate in the Basic Pilot
Program in order to verify that new employees are not illegal aliens.
(d) Professional hereby confirms that:
(i) Professional shall not knowingly employ or contract new employees
without confirming the employment eligibility of all such employees hired for
employment in the United States under the Public Contract for Services.
(ii) Professional shall not enter into a contract with a subcontractor that fails to
confirm to the Professional that the subcontractor shall not knowingly hire new
employees without confirming their employment eligibility for employment in the
United States under the Public Contract for Services.
(iii) Professional has verified or has attempted to verify through participation in
the Federal Basic Pilot Program that Professional does not employ any new
employees who are not eligible for employment in the United States; and if
Professional has not been accepted into the Federal Basic Pilot Program prior to
entering into the Public Contract for Services, Professional shall forthwith apply to-
participate in the Federal Basic Pilot Program and shall in writing verify such
application within five (5) days of the date of the Public Contract. Professional
shall continue to apply to participate in the Federal Basic Pilot Program and shall
in writing verify same every three(3)calendar months thereafter,until Professional
is accepted or the public contract for services has been completed, whichever is
earlier. The requirements of this section shall not be required or effective if the
Federal Basic Pilot Program is discontinued.
(iv) Professional shall not use the Basic Pilot Program procedures to undertake
pre-employment screening of job applicants while the Public Contract for Services
is being performed.
(v) If Professional obtains actual knowledge that a subcontractor performing
work under the Public Contract for Services knowingly employs or contracts with
a new employee who is an illegal.alien, Professional shall:
(1) Notify such subcontractor and the City of Aspen within three days
that Professional has actual knowledge that the subcontractor has newly
employed or contracted with an illegal alien; and
(2) Terminate the subcontract with the subcontractor if within three
days of receiving the notice required pursuant to this .section the
subcontractor does not cease employing or contracting with the new
Agreement Professional Services Page 6
employee who is an illegal alien;except that Professional shall not terminate
the Public Contract for Services with the subcontractor if during such three
days the subcontractor provides information to establish that the
subcontractor has not knowingly employed or contracted with an illegal
alien.
(vi) Professional shall comply with any reasonable request by the Colorado
Department of Labor and Employment made in the course of an investigation that
••the Colorado-Department of Labor and Employment undertakes or is undertaking
pursuant to the authority established in Subsection 8-17.5-102 (5), C.R.S.
(vii) If Professional violates any provision of the Public Contract for Services.
pertaining to the duties imposed by Subsection 8-17.5-102; C.R.S. the City of
Aspen may terminate the Public Contract for Services. If the Public Contract for
Services is so terminated, Contractor shall be liable for actual and consequential
damages to the City of Aspen arising out of Professional's violation of Subsection
8717.5-102, C.R.S.
(ix) If Professional operates as a sole proprietor, Professional hereby swears or
affirms under penalty of perjury that the Professional (1) is a citizen of the United
States or otherwise lawfully present in the United States pursuant to federal law,
(2) shall comply with the provisions of CRS 24-76.5-101 et seq., and (3) shall
produce one of the forms of identification required by CRS 24-76.5-103 prior to
the effective date of this Agreement.
16. Warranties Against Contingent Fees, Gratuities. Kickbacks and Conflicts of Interest.
(a) Professional warrants that no person or selling agency has been employed or retained
to solicit or secure this Contract upon an agreement or understanding for a commission,
percentage, brokerage, or contingent fee, excepting bona fide employees or bona fide
established commercial or selling agencies maintained by the Professional for the purpose
of securing business.
(b) Professional agrees not to give any employee of the City a gratuity or any offer of
employment in connection with any decision, approval, disapproval, recommendation,
preparation of any part of a program requirement or a purchase request, influencing the
content of any specification or procurement standard, rendering advice, investigation,
auditing, or in any other advisory capacity in any proceeding or application, request for
ruling, determination, claim or controversy, or other particular matter, pertaining to this
Agreement, or to any solicitation or proposal therefore.
(c) Professional represents that no official, officer, employee or representative of the
City during the term of this Agreement has or one(1)year thereafter shall have any interest,
direct or indirect, in this Agreement or the proceeds thereof, except those that may have
been disclosed at the time City Council approved the execution of this Agreement.
Agreement Professional Services Page 7
(d) In addition to other remedies it may have for breach of the prohibitions against
contingent fees, gratuities, kickbacks and conflict of interest, the City shall have the right
to:
1. Cancel this Purchase Agreement without any liability by the City;
2. Debar or suspend the offending parties from being a Professional, contractor or
subcontractor under City contracts;
3. Deduct from the contract price or consideration,or-otherwise recover, the value of
anything transferred or received by the Professional; and
4. Recover such value from the offending parties.
17. Fund Availability. Financial obligations of the City payable after the current fiscal year
are contingent upon funds for that purpose being appropriated, budgeted and otherwise made
available. If this Agreement contemplates the City utilizing state or federal funds to meet its
obligations herein, this Agreement shall be contingent upon the availability of those funds for
payment pursuant to the terms of this Agreement.
18. General Terms.
(a) It is agreed that neither this Agreement nor any of its terms, provisions, conditions,
representations or covenants can be modified, changed, terminated or amended, waived,
superseded or extended except by appropriate written instrument fully executed by the parties.
(b) If any of the provisions of this Agreement shall be held invalid, illegal or
unenforceable it shall not affect or impair the validity, legality or enforceability of any other
provision.
(c) The parties acknowledge and understand that there are no conditions or limitations to
this understanding except those as contained herein at the time of the execution hereof and
that after execution no alteration,change or modification shall be made except upon a writing
signed by the parties.
(d) This Agreement shall be governed by the laws of the State of Colorado as from time
to time in effect.
IN WITNESS WHEREOF, the parties hereto have executed, or caused to be executed by their duly
authorized officials,this Agreement in three copies each of which shall be deemed an original on the
date first written above.
CITY F ASP N,COLORADO:/ PROFESSIONAL:
[Signature] [signature]
By: � a . . : By: Mark D. Kane
[Name] [Name]
Title: Cr& Title: Director/
Agreement Professional Services Page 8
Date: Date:
Approved as to form:
Attorney's Office
Agreement Professional Services Page 9
EXHIBIT A: Scope of Work
Agreement Professional Services Page 10
City of Aspen
UPHILL ECONOMY RECREATION PLAN
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EXHIBIT A: SCOPE OF WORK - 7/26/2018
City of Aspen
Scope of Work
Below is an amended scope of work based on a conversation with the City of Aspen on July 17,2018. Our
billing procedures are as follows. We send invoices during the first week of every month for work completed
in the previous month. If there are any anticipated changes in the scope of work, we submit a change order
to the client which must be signed before any additional work is completed.This amends the contract and
becomes the new contract total.
For project management, our team uses the Wrike project management software. It allows us to manage
both milestones and tasks dynamically, and to collaborate with each other and the client. We anticipate
adding the relevant City of Aspen Staff as "collaborators" on this platform, so they can phone calls to
check in on project progress. Additional phone calls will be necessary leading up to major deadlines and
milestones.
Phase 1 1 Establish the Foundation
A critical step for the project will be to bring togetherthe many threads of information related to the existing
uphill infrastructure.This will serve as the foundation on which the Rec.Plan can be crafted.During this first
phase we see several important tasks.
TASK 1A: PROJECT KICK-OFF
Key members of the Consulting Team will set up a kick-off meeting with the key planning staff that will
be involved in the project. During this meeting we will review the overall project scope,the analysis and
study area,timeline,anticipated deliverables,and the community engagement approach and strategy.The
appropriate Advisory Committee composition will also be discussed. We recommend that it contain some
members of the TAC from the Uphill Economic Development Plan but expand to include staff from the Aspen-
Sopris Ranger District of the White River National Forest,key landowners or land trust representatives,and
contacts from relevant jurisdictions that may be included in this planning effort.
•:• Deliverables: Project kick-off meeting notes
:• Timeline: August 2018
TASK iB: INITIAL DATA INVENTORY AND ASSESSMENT
The Consulting Team will gather known community and recreation plans, existing and proposed trail and
recreation infrastructure, environmental conditions, and land ownership maps and management plans for
both public and private entities in the study area. Our team will examine these documents with an eye for
where there is support and opportunity for existing and expanded uphill recreation and where there may
be barriers and issues for additional uphill infrastructure and/or momentum. Specific data we might gather
includes:
• GIS mapping including aerial photographs, roads, water bodies, and trails;
• Land easements and private land ownership constraints to public recreation;
• USFS maps that include wildlife habitat,travel management plans,and management direction for each
area of the forest;
• An inventory of organizations that are involved in trails, uphill recreation, land stewardship, and access
to open spaces and backcountry lands;
• Plans within the study area that are relevant for collaboration and coordination with Uphill efforts;
Using GIS analysis and our knowledge of both the WRNF Forest Plan and the Master Development Plans for
the four Aspen Skiing Company ski areas,our team can begin to map out"zones" that have different levels
of intensity for uphill recreation and what the appropriate infrastructure might be for each of these zones.
Uphill Economy Recreation Plan
During this taskwe will also work closely with RRC to ensure the analysis from the Uphill Economic Development
Plan is carried through to the Rec.Plan.
4• Deliverables: Data Inventory in shared file/drive
•? Timeline: August-December 2018
TASK 1C: COMMUNITY ENGAGEMENT
The RFP states that the City of Aspen will take the lead on stakeholder engagement during the planning
process. However, a coordinated strategy between the City staff and consulting team will ensure that the
proper input is obtained for a successful Rec. Plan. We recommend that in the first phase of the plan, a
series of stakeholder/roundtable discussions be held. These discussions would look for areas of support,
opportunity, and barriers to the goals of the Rec. Plan. These initial meetings will also be a good way to
communicate that this planning process is happening and lead to collaboration during implementation.
Other techniques the Consulting Team recommends for community engagement during the first phase are
an online survey and an open house. An online survey distributed widely to residents, visitors, and other
stakeholders could tease out what parts of the Rec. Plan people are most excited or concerned about. An
Open House event at the end of the first phase could showcase initial findings while also seeking feedback on
key issues and opportunities before the planning process moves into later phases.
In this amended scope we have reduced the hours of SE Group participation in this task. We will consult
and advise the City of Aspen prior to their engagement events and outreach and synthesize the data
once it is collected. If it is appropriate, we will listen in via phone for particular meetings, but will not
attend any initial events. An exception to this would be attendance at the Uphill Symposium planned for
December 6,7,8. The budget for attendance at the symposium would be covered by this task to Task 2D.
Deliverobles: Community Engagement materials/notes
:• Timeline: October 2018
TASK 1D: FOUNDATION SUMMARY
The elements of the work completed in Phase 1 will be summarized into written document.This document
will include mapping and baseline information,the vision and goals forthe Rec.Plan,and summaries of the
community engagement efforts. Based on these pieces,a detailed summary will be provided that identifies
the opportunities(trails,programs,policies,partnerships)and issues (wildlife,access,barriers to entry and
participation) that are relevant to the Rec.Plan's goals and vision. Possible criteria on how to evaluate these
issues and opportunities will be presented. All of elements of the Foundation Summary will be explored
further in Phase 2.
:• Deliverables: Foundation Summary document
:• Timeline: December 2018
3
City of Aspen
Phase 2 1 Policy and Recommendation Development
The next step in the project will be to explore the issues and opportunities raised during Phase 1. The
Consulting Team will work with the City staff and the Advisory Committee to evaluate and prioritize the issues
and opportunities regarding uphill recreation infrastructure, policies, programs, and partnerships. They will
then turn this evaluation into a set of draft recommendations and implementation strategies that will be the
core of this Rec. Plan.
TASK 2A: EVALUATION AND PRIORITIZATION OF POLICIES AND RECOMMENDATIONS
This task will use the Foundation Summary as the jumping off point for a wide array of policies and
recommendations that may make it into the final plan. Casting a wide net by brainstorming ideas with the
Advisory Committee and other parties will ensure that even 'but there"ideas are brought to the table. Each
idea will then be evaluated with a set of criteria decided upon by the Consulting Team,City staff,and Advisory
Committee. For example, "build a new backcountry hut" could receive high marks for community interest,
expansion of backcountry access, but low for wildlife conservation and ease of implementation. Each idea
would also be evaluated in terms of how it dovetails with the economic development goals and policies for
uphill recreation.In this way the economic development plan and the recreation plan will be consistent.
:• Deliverables: Policies, Recommendations, and Prioritization/Evaluation Memo
:• Timeline: January 2018
TASK 2B: DRAFT SET OF POLICIES AND RECOMMENDATIONS
This task builds on Task 2A,honing the policies and recommendations(and the evaluation of them)into an
organized draft.
•:• Deliverables: Draft Policies and Recommendations Memo
❖ Timeline: February 2018
TASK 2C: MEETING TO REVIEW DRAFT SET OF POLICIES AND RECOMMENDATIONS
A formal meeting to review the draft set of policies and recommendations is recommended. This could
be with the Advisory Committee, City staff, or other relevant partners. Feedback would be solicited and
incorporated into the Policy and Recommendation Framework (Task 2E).
:• Deliverables: Meeting Minutes
Timeline: March 2018
TASK 2D: COMMUNITY ENGAGEMENT
The City of Aspen will run public meetings regarding the draft plan at their discretion. We have budgeted
hours to advise and consult on these efforts.
:• Deliverdbles: Meeting Minutes
4• Timeline:March 2018
Uphill Economy Recreation Plan
TASK 2E: POLICY AND RECOMMENDATION FRAMEWORK
This task would take the draft policies and recommendations and organize them into an overall framework.For
example,each policy or recommendation would be related to specific goals of the Rec.Plan and evaluation
and prioritized using the criteria agreed upon by the Consulting Team,Advisory Committee,and City staff.
:• Deliverables: Framework document
:• Timeline: April 2018
Phase 3 1 Communicate the Plan
A key objective of this plan is to support implementation through clear prioritization and feasible strategies.
In the final document, a sharp vision of the desired future for uphill recreation will be documented. The
policies and recommendations explored and evaluated in Phase 2 will be more fully presented and prioritized.
They will be looked at through the different implementation perspectives: partnerships, advocacy, program
and event development, land management and acquisition, amongothers.
TASK 3A: MEETING TO REVIEW POLICY AND RECOMMENDATION FRAMEWORK,
ESTABLISH EXPECTATIONS FOR PLAN DOCUMENT
This meeting will be to review the outline of the plan, expectations for format and graphics, and develop a
timeline for plan completion.
} Deliverables: Meeting Minutes
:• Timeline: April 2018
TASK 3B: DRAFT UPHILL RECREATION PLAN
The Draft Plan will be developed. It will include a structure similar to that outlined in 4.0 of the RFP.Close
coordination with RRC will ensure that it builds off the Uphill Economic Development Plan and is consistent
with the strategies contained within.
:• Deliverables: Draft Plan
:• Timeline: May 2019
TASK 3C: COMMUNITY ENGAGEMENT
The City of Aspen will run public meetings regarding the draft plan at their discretion. We have budgeted
hours to advise and consult on these efforts.
:• Deliverables: Meeting Minutes
:• rmeline: May 2019
TASK 3D: FINAL UPHILL RECREATION PLAN
Incorporating feedback from the Advisory Committee and City staff,the Consultant Team will finalize the Rec.
Plan.It will contain information from all phases of the planning process: baseline information and assessment,
policy and recommendation evaluation and development,and finally a set of implementation measures and
strategies that give the City of Aspen a roadmap to realize the goals they have for uphill recreation in their
City, region, and economy.
❖ Deliverables: Final Plan
:• Timeline: June 2019
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Project Budget
Below is an amended scope of work based on a conversation with the City of Aspen on July 17,2018.
Our billing procedures are as follows. We send invoices during the first week of every month for work
completed in the previous month. If there are any anticipated changes in the scope of work, we submit a
change order to the client which must be,signed before any additional work is completed. This amends the
contract and becomes the new contract total.
For project management, our team uses the Wrike project management software. It allows us to manage
both milestones and tasks dynamically, and to collaborate with each other and the client. We anticipate
adding the relevant City of Aspen Staff as "collaborators" on this platform, so they can phone calls to
check in on project progress. Additional phone calls will be necessary leading up to major deadlines and
milestones.
PHASE/TASK TOTAL TOTAL
HOURS FEES
1 I ESTABLISH THE FOUNDATION
Task A:Project Kick-off 22 $2,840.00
Task B: Initial Data Inventory and Assessment 98 $9,800.00
Task C: Community Engagement 24 $2,600.00
Task D:Foundation Summary 68 $7,210.00
2 I POLICY AND RECOMMENDATION DEVELOPMENT
Task A:Evaluation and Prioritization of Policies& Recommendations 55 $6,380.00
Task 8:Draft Set of Policies & Recommendations 24 $2,730.00
Task C:Meeting to Review Draft Set of Policies& Recommendations 24 $2,600.00
Task D:Community Engagement 41. $4,750.00
Task E.,Policy& Recommendation Framework 66 $7,34000
3 I COMMUNICATE THE PLAN
Task A:Meeting to Review Policy&Recommendation Framework, 16 $1,880.00
.Establish Expectations for Plan Document
Task B: Draft Uphill Recreation Plan 114 $11,970.00
Task C:Community Engagement 24 $2,920.00
Task D:Final Uphill Recreation Plan 60 $6,660.00
TOTAL PROFESSIONAL FEES $70,000
TOTAL EXPENSES )includes travel, reprographics) $5,000
TOTAL CONSULTANT COST OF SERVICES BUDGET $75,000
CONTINGENCY(10%) $7,500
Uphill Economy Recreation Plan
%SE GROUP
The value of experience.
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