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HomeMy WebLinkAboutresolution.council.003-12 RESOLUTION # (Series of 2012) A RESOLUTION APPROVING A CONTRACT BETWEEN THE CITY OF ASPEN, COLORADO, AND JR ENGINEERING, LLC SETTING FORTH THE TERMS AND CONDITIONS REGARDING THE COMPLETE STREETS PLANNING AND DESIGN: NORTH MILL STREET CORRIDOR PROJECT AND AUTHORIZING THE CITY MANAGER TO EXECUTE SAID CONTRACT WHEREAS, there has been submitted to the City Council a contract between the City of Aspen, Colorado, and JR Engineering, LLC, a copy of which contract is annexed hereto and made a part thereof. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ASPEN, COLORADO: Section 1 That the City Council of the City of Aspen hereby approves that contract between the City of Aspen, Colorado, and JR Engineering, LLC regarding Complete Street Planning and Design: North Mill Street Corridor Project, a copy of which is annexed hereto and incorporated herein, and does hereby authorize the City Manager of the City of Aspen to execute said contract on behalf of the City of Aspen. Dated: J4y1, 1 0 70/Z, Michael C. Ir= -nd, Mayor I, Kathryn S. Koch, 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 January 9 2012 i Kat S. Koch, City Clerk THE CITY OF ASPEN Complete Streets Planning & Design: North Mill Street Corridor CONTRACT FOR PROFESSIONAL SERVICES Issued: Friday Dec 30, 2011 City of Aspen 130 S. Galena Street Aspen, Colorado Phone: (970) 920 -5080 Fax: (970) 920 -5197 1 AGREEMENT FOR PROFESSIONAL SERVICES This Agreement made and entered on the date hereinafter stated, between the CITY OF ASPEN, Colorado, ( "City ") and 7R Engineering, LLC, ( "Professional "). For and in consideration of the mutual covenants contained herein, the parties agree as follows: 1. Scope of Work. Professional shall perform in a competent and professional manner the Scope of Work as set forth as 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 6/1/2011. 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 as Exhibit "B" appended hereto by Professional. Except as otherwise mutually agreed to by the parties the payments made to Professional shall not initially exceed amount set forth in Exhibit `B" appended hereto by Professional. Professional shall submit, in timely fashion, invoices for work performed. 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 - Assignability. Both parties recognize that this contract 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 subcontractor's 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. The Professional or the City may terminate this Agreement, without specifying the reason therefore, by giving notice, in writing, addressed to the other party, specifying the effective date of the termination. No fees shall be eamed after the effective date of the termination. Upon any termination, all finished or unfinished documents, data, studies, surveys, PS2- 971.doc Page 1 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, 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. 6. Covenant Against Contingent Fees. The Professional warrants that s/he has not employed or retained any company or person, other than a bona fide employee working for the Professional, to solicit or secure this contract, that s/he has not paid or agreed to pay any company or person, other than a bona fide employee, any fee, commission, percentage, brokerage fee, gifts or any other consideration contingent upon or resulting from the award or making of this contract. 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, if such injury, loss, or damage is caused in whole or in part by, or is claimed to be caused in whole or in part by, the 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 PS2- 971.doc Page 2 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 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 coverage listed below. Such coverage shall be procured and maintained with forms and insurance acceptable to the City. All coverage 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. (1) Workmen's 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 THOU- SAND 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 Workmen's 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 interest's 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 ($1,000,00- 0.00) 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 interest's 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. PS2- 971.doc Page3 (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 additionally insured. Every policy required above shall be primary insur- ance, and any insurance carried 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 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 by the City shall be completed by the Professional's insurance agent as evidence that policies providing the required coverage, 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 certificate shall identify this contract and shall provide that the coverage 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 coverage, 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 $150,000.00 per person and $600,000 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. City'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 Property /Casualty Pool. Copies of the CIRSA policies and manual are kept at the City of Aspen Finance Department and are available to Professional for inspection during normal business hours. City makes no representations whatsoever with respect to specific coverage offered by CIRSA. City shall provide Professional reasonable notice of any changes in its membership or participation in CIRSA. PS2- 971.doc Page 4 11. Completeness of Agreement. 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 to the respective persons and/or addresses listed below or mailed by certified mail return receipt requested, to: City: Professional: City Manager Michael Brake, P.E., PLS City of Aspen JR Engineering, LLC 130 South Galena Street 2620 East Prospect, Suite 190 Aspen, Colorado 81611 Fort Collins, Colorado 80525 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. 16. 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 PS2- 971.doc Page 5 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 hereinafter written. [SIGNATURES ON FOLLOWING PAGE] PS2- 971.doc Page 6 AFIESTED BY: CITY OF ASPEN, COLORADO: 4,t r� i(!te4C—_ By: it Title: c..►rr Date: %AO 7/ PROFESSIONAL: WITNESSED BY: ✓• C LL By: 1 / / /�.J�7.4 -- Title: �' /_i 7 fkro:A Date: `— / . PS2- 971.doc . Page 7 • 1 EXHIBIT "A" to Professional Services Agreement SCOPE OF WORK PROJECT OBJECTIVE: This project will utilize professional engineering services to develop and determine the 1 feasibility and implementation of pedestrian crossings, streetscape improvements, shared bicycle lanes and traffic calming into the Mill Street Corridor. This project's scope will include conceptual design for sidewalk, trail and street connections outside of Right of Way corridor on Mill Street well as complete construction design services for Mill Street from Main Street to Gibson Avenue. Complete design resulting in Construction Drawings and related documents will be provided for this area. The design area will be referenced as the 'Mill Street Improvement Corridor' for the remainder of this document. Conceptual design will occur as outlined in Exhibit "A". Conceptual Design will be framed by Rio Grande Park and Rio Grande Place on the East to Puppy Smith Street and Jennie Adair Park on the West. This area will be referenced as the `Conceptual Design Area' for the remainder of this document and is outlined in Exhibit `A ". Within the context of this project there are opportunities for the City to: • Improve the City's pedestrian system by providing traffic calming • Designed improved crossing infrastructure across the Mill Street corridor. • Integrate a bicycle lane into existing Right of Way, while increasing cyclist mobility and continuing to grow Aspen as a bicycle friendly community. • Provide a positive pedestrian and traffic interface along the Mill Street Corridor • Update and enhance pedestrian and cyclist connections to surrounding neighborhoods, and trail systems SCOPE OF SERVICES: To achieve these goals, the following tasks have been identified: 1. DATA COLLECTION: 1.1 Engineering Research: Items of particular importance include: • Understanding the pedestrian and vehicular patterns of the area. • Identifying all above ground utilities within the construction area. • Identifying construction techniques that will minimize disruption of private property and City Parks. • Identifying any additional pedestrian and traffic issues in the area. • Identifying additional opportunities for connectivity The Consultant shall ensure that the Work is in compliance with the City of Aspen municipal code, City of Aspen standards for construction, AASHTO Specifications, Americans with Disabilities Act, Manual on Uniform Traffic Control Devices and other applicable codes and specifications. In case of any discrepancy between any of the requirements set forth, the more stringent requirement shall apply. If any questions arise as to which requirement is more stringent than another, the Project Manager shall be authorized to determine which is more stringent, and the Project Manager's decision shall be final. The result of this work will be the Memorandum of Design - Design Criteria. 1.2 Survey, Right of Way, Easement Survey, and Ownership Map: The Consultant will conduct surveys where directed using conventional field surveying and plat research methods. The general project area is illustrated in `Exhibit A'. The Consultant will secure right -of -entry from the property owners. The City will furnish the consultant with a complete survey inventory of the Project area. The consultants field survey shall provide the following information: • Establish horizontal and vertical control • Establish Right of Way and easements • Detailed topography in both the Mill Street Corridor Improvement area and Conceptual Design area • Easement surveys will be conducted at the same time as the design surveys on all parcels that are anticipated to involve acquisitions or purchase of easements. Preparing and checking the property ownership map and the initial property owner meetings will be included in this task • The Consultant shall obtain the most recent ownership information from the assessor's office that is necessary for preparing an easement map and to be used for easement acquisition. Title searches and legal description will be proposed as unit price items. 1.3 Utility Research: Utilities within the project limits are critical. Utility information will be developed from "as- built" plans (if available), surface locates, potholing the existing utilities, as appropriate, and meeting with individual utility companies. The Consultant shall determine areas that require design locates and pothole these locations. All work shall be coordinated with all impacted utility companies, districts, associations, agencies, and residents located within the project area. 1.4 Geotechnical Survey and Design: Geotechnical studies and designs will be conducted per CDOT requirements. The Memorandum of Design — Geotechnical Investigation will include sections on: • Construction recommendations for earthwork (trenches, embankments, etc.) • Construction recommendations for sidewalk installation 1.5 Landscaping: A landscape architecture "inventory" shall be developed for the project area, including; improvement and conceptual design areas. This inventory will be used in the restoration of existing landscaping and sprinkler systems within the project limits. The consultant will coordinate with the City of Aspen Parks and Recreation Planning and Landscape Architecture Staff for this task. The result of this work will be documented in the Memorandum of Design — Landscaping and Irrigation 1.6 Vehicular Traffic, Pedestrian, and Bicyclist Data: Traffic data will be collected to include; peak hour volumes as well as turning movements. This data will include: • Average daily and peak hour volumes along the Mill Street Corridor for vehicular traffic, bicyclists, and pedestrians • Tuming movements for vehicular traffic and cyclists along the Mill Street Corridor for each intersecting roadway and trail 2. CONCEPTUAL DESIGN: 2.1 Documentation of Design Criteria The Consultant shall document the decisions made and provide meeting minutes. The Consultant shall also document all the design criteria that will be used for the project. The design criteria shall be prepared, and submitted, prior to a pre - design meeting and shall be approved by all the entities involved with the project prior to the start of construction design phase. As the project progresses, if revisions or clarifications are needed, they should be documented in project file memorandums. All future changes are to be submitted and approved by the City Project Manager. 2.2 Utility Coordination and Design: Early identification of the utility facilities within the project area will get immediate attention. It is the objective of this project to avoid existing utilities whenever possible. The Memorandum of Design — Utilities will include documentation of the utilities in the project area including information on the potholing of selected utilities as discussed above. The Consultant shall contact the impacted utility companies or districts, and providing them assistance throughout the design process. The Consultant will help develop a schedule for the utilities to be adjusted in order to complete the project. The Consultant shall provide the utility companies with the proposed plan, profile and cross - sections prior to the 30% Design Review, 60% Design Review and 90% Design Review meetings (providing electronic files if requested). Consultant shall compile comments received from utility companies and make necessary revisions to the design. The Consultant shall invite the appropriate utilities to the 30 %, 60 %, and 90% Design Review Meetings. Preparation of exhibits for utility agreements between the City and various utility companies are not included in this scope of work. 2.3 Drainage Plan: It is anticipated that a Drainage study will be conducted to address the following issues: • Develop a drainage report that addresses the increase in impervious area. This report shall reference the City's Urban Runoff Management Plan • Provide creative solutions to detach impervious surface and provide water quality opportunities throughout the corridor • To achieve this, the Consultant shall: Submit preliminary and final drainage hydraulic reports to the City of Aspen for review and approval using a letter submittal format. The result of this work will be documented in The Memorandum of Design — Drainage 2.4 Landscape Planning and Designs: The consultant will coordinate with the City of Aspen Parks and Recreation Planning and Landscape Architecture Staff for concept development related to pedestrian interface, and landscape features associated with the Rio Grande Park. The City of Aspen Parks and Recreation Department planning staff shall coordinate with the Consultant to achieve a favorable streetscape, adequate transportation infrastructure, and materials and methods that match park vernacular. Landscape architectural services from preliminary planning to planting and irrigation design to any necessary construction documentation will be provided by staff from the City of Aspen Parks and Recreation Department. 2.5 Conceptual Pedestrian Plan: The consultant will provide a written traffic and pedestrian analysis of the Mill Street neighborhood outlining current conditions and capacity. The consultant will recommend improvements for pedestrian safety by proposing alternative routes and highlighting missing links in the system. The consultant will identify underutilized space within City Right of Way and City property along the Mill Street corridor. The plan shall be accompanied by: • Renderings of conceptual concepts. • Presentation quality imagery • Perspective drawings illustrating both elements of the design and the corridor as a whole • User flow patterns detailed at Critical links such as Main Street, Puppy Smith Road, Rio Grande Place, Bleeker Street and local Trail Connections 3. PRELIMINARY DESIGN RECOMMENDATIONS 30% design The Consultant will prepare the conceptual design. The extent of this design area is outlined in exhibit "A" as the Mill Street Improvement Corridor. 3.1 Documentation of Design Criteria The Consultant shall document the decisions made and provide meeting minutes for all pertinent design discussions. The Consultant shall also document all the design criteria that will be used for the project. The design criteria shall be prepared prior to a pre- design meeting. The criteria shall be approved by all City Staff associated with the project prior to the start of final design. As the project progresses, if revisions or clarifications are needed, they should be documented in project file memorandums. All future changes are to be submitted and approved by the City Project Manager. 3.2 Design Meetings: The Consultant shall also conduct the meeting and perform the fol lowing: • Pre Design Meeting: Offeror shall attend a pre- design meeting and conduct the pre -survey scoping in order to collect all relevant information and to discuss any questions relating to the scope of work and method of collecting survey data. • Draft and Final Submittal Meetings: The meetings shall occur prior to each submittal. The offeror and the City Project Manager shall conduct the meeting. Offeror shall arrange for the meeting, prepare and distribute minutes from the meeting. The Offeror shall send the plans, including any additional requested copies to utility companies and other agencies using a Letter of Transmittal, which will include the date and time of the meeting. 3.3 Preliminary Plans: The Consultant will prepare the initial design. The Preliminary Plan package will include the following.: • Title Sheet, Project Data, Plans Index • Check / verify the survey data and plot the data for conformity and accuracy. • Typical Sections and General Notes (Existing and Proposed) • Plan and Profile (at 1"=20') • Sidewalk, ADA Ramp and Crossing layout (Existing and Proposed) • Prepare all necessary sidewalk typical sections. • Design and plot horizontal and vertical alignments • Survey Control • Determine preliminary earthwork data. • Landscaping, electrical and irrigation. • Plot typical cross sections identify all proposed slopes. • Identify known utility conflicts. • Details sheet • Outline Specifications • Preliminary Cost Estimate Other items of the preliminary design will include: • Landscaping and restoration strategies, • Sediment and Erosion Control Plan. 3.5 30% Review Meeting The Consultant shall also conduct the meeting and perform the following: • Prepare preliminary plans for 30% Design Review Meeting. • Send plans to the affected utility companies for their review and follow up with telephone calls and letters as needed. • Prepare and distribute minutes from the meeting. • Send meeting notifications to the various utility companies impacted by the project. 4. 60% DESIGN: 4.1 60% Design Review Plans and Specifications for Sidewalk. In addition to the requirements previously identified in Preliminary Plan Set, the following shall be completed by the Consultant and / or provided to the City: • Plan drawings at 60% complete design and revised as necessary, to include decisions made during the 30% Design Review Meeting. • Updated quantities; documented with worksheets. • Tabulated quantities. Quantities will be tabulated for roadway, landscaping and drainage elements for the City Bid Tabulation. • Incorporate right -of -way requirements and easements into the plans. • Prepare updated opinion of probable cost. Item numbers, descriptions, units, and quantities will be as per CDOT format. • Prepare cross sections every 50 feet for the plans. Supplemental cross sections as required for special features such as driveways, culverts, intersections, and critical locations where the side slopes may present concern. • Prepare special details, which include but are not limited to sidewalks, culverts, inlets, detention ponds, outfall protection, erosion control, and riprap. • Show ownership information on plan sheets. • The 60% Design Review submittal shall include General Notes and Project Special Conditions. • The Consultant will transmit plans to the affected utility companies and coordinate and review details for utility relocations. The 60% Design Review plans shall indicate existing and proposed utility relocations. 4.2 60% Design Review Plans and Review Meeting • Transmit plans to affected agencies fifteen (15) days prior to design review meetings • Attend and discuss additions or revisions to plans and special provisions. Consultant shall conduct the 60% Design Review meeting and distribute minutes to participants within 5 working days of meeting. • The submittal shall contain half size sheets (11" x 17 "). The Consultant shall submit five (5) sets of half size sheets, in addition to those needed for the utility companies. The cross - sections shall be submitted as part of the half -size plan set. The Consultant shall send plans to utility companies and other review agencies along with a notice of the 60% Design Review meeting data and location. • Prepare project technical specifications. Project Special Provisions and Technical Specifications shall be prepared using CDOT format. • The Consultant shall make necessary corrections to the plans and special provisions following the 60% Design Review Meeting and as requested by the City. 5. FINAL DESIGN: 5.1 Final Plans and Specifications (90 %): The final plans will be prepared in general conformance to standard plans formats used on CDOT projects. Final Plans, revised as necessary, will reflect decisions made during the 60% Design Review Meeting_ The final plans will include: • Title Sheet, Project Location, Plans Index • Standard Plans List (CDOT form) • Typical Sections, General Notes and Project Special Conditions • Sidewalk ADA Ramp and Crossing Layout • Prepare all necessary sidewalk typical sections. • Design and plot proposed horizontal and vertical alignments (show existing conditions). • Determine preliminary earthwork data. • Landscaping, electrical and irrigation. (including restoration) • Plot cross sections at 50' intervals and identify all proposed slopes. • Erosion Control Plan • Survey Control • Plan and Profile (at 1 " =20') • Construction Staging and Traffic Control • Miscellaneous Construction Details which include but are not limited to Curb and Gutter, inlets, ADA ramps, outfall protections, erosion control, and riprap • Summary of Final Quantities • Tabulation Sheet • Final Cost Estimate • Finalize cross sections every 50 feet for the plans. Supplemental cross sections as required for special features such as driveways, culverts, intersections, and critical locations where necessary. • Confirm ownership information on plan sheets. 5.2 Specifications and Cost Estimate: Final Specifications will be prepared in CDOT format and will incorporate City requirements. Specifications for the project will be based on the latest version of the CDOT's Standard Specifications for Road and Bridge Construction. Finalize tabulated quantities. Quantities will be tabulated for roadway, landscaping and drainage elements for the City Bid Tabulation. Prepare final opinion of probable cost. Item numbers, descriptions, units, and quantities will be as per CDOT format. 5.3 Construction Contract Documents: The Consultant will provide the Plans and Specifications and Bid Schedule (list of Bid Items) to the City. The Consultant will also prepare the Construction Contract Documents (which will include the Plans and Specifications and Bid Schedule prepared by The Consultant). Consultant shall incorporate all project technical specifications and special conditions into the City of Aspen's standard contract document. 5.4 Final Design Plans (90 %) Review and Review Meeting • Transmit plans to affected agencies and utilities fifteen (15) days prior to design review meetings. along with a notice of the 90% Design Review meeting date and location. • Attend and discuss additions or revisions to plans and special provisions. Consultant Project Manager will conduct the meeting and distribute minutes to participants within 5 working days of the meeting. • The Consultant shall make necessary corrections to the plans and special provisions following the 90% Design Review Meeting and as requested by the City. 5.5 Design Errors: Any additional design or construction costs resulting from conflicts with existing conditions, during the construction phase, that could have been identified by the Consultant within reasonable means, shall be borne by the Consultant. 6. GENERAL: • 6.1 Project Coordination and Continuing Requirements: This task includes meetings, and general documentation of all activities of the project. Review meetings are included as discussed above. The Consultant shall provide the City with the following: • Copies of all written communications shall be distributed via email or legible fax in a timely manner and hard copies shall follow with the monthly progress report submitted with the monthly billing. • Communication between the Consultant Project Manager and the City of Aspen Project Manager will require confirmation of decisions made during telephone conversations and at formal and informal meetings. The Consultant shall prepare minutes from telephone calls and meetings and send these to the City within 5 working days of the meeting or conversation. • Coordination of all contract activities by the Consultant that involve work tasks being assigned to sub - consultants; and ensure the project work is completed on schedule and within budget. 6.2 Monthly Progress Reports The Consultant shall document progress, utilizing a project schedule / Earned Value Tabulation to illustrate and track what percentage of each task has been completed as part of the monthly progress reports (which shall be included with the monthly invoice and submitted to the City Project Manager). 6.3 Progress Meetings The Consultant shall conduct the meetings using the following format: The City and the Consultant Project Managers will meet periodically in order to discuss the project issues and status. Notice for meetings and meeting agenda shall be prepared and distributed by the Consultant. The progress meetings will be used to review progress, coordinate work activities and to resolve outstanding problems. The following will be reviewed at each meeting: a. Debriefing of issues brought up by the public b. Update of activities completed since the last meeting c. Problems encountered and recommended solutions d. Review of design and any new alternatives to be considered e. Discuss if any delays are anticipated in accomplishing various tasks and re- define necessary timelines for their completions. f. Schedule upcoming meetings and events g. Discuss and update the schedule (revise if necessary) h. When a definable task is discussed during a meeting, the minutes will identify the "Action Item ", identify which agency is responsible for accomplishing it, and the proposed completion date. In general, all reports and submittals must be approved by the City of Aspen Project Manager prior to using their content in follow -up design efforts. The City of Aspen Project Manager will endeavor to notify the Consultant within 5 working days with approval or redirection. 6.4 Public Involvement: The Consultant will support the City in preparing for and conducting a public involvement program. The major elements of the plan will be: • (2) - two, City Council meetings with preparation of supporting graphics • (2) - two Meetings with property owners directly affected by the improvements, with preparation of supporting graphics w 6 EXHIBIT `B" to Professional Services Agreement JR Engineering, LLC Proposal File (To be completed prior to execution of Agreement) PS2- 971.doc Page 8 0 :C � 00,4 O ni V o? � J p W e O O O O �. (i c00000 coo P O O O M O h C ? 69 V3 64 Ct CI N _ y _ t� _ bq 7, 69 69 69 64 64 44 69 m 663 64 499 49 6 9 69 69 64 64 49 64 64 69 6 6 9 64 '' 64 6A (i Tp . % O WX .� o VI N h N p -. 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