HomeMy WebLinkAboutresolution.council.091-01
RESOLUTION if!
(Series of 200 1)
A RESOLUTION APPROVING A CONTRACT BETWEEN THE CITY OF
ASPEN, COLORADO, AND ECONOMIC PLANNING SYSTEMS SETTING
FORTH THE TERMS AND CONDITIONS REGARDING THE HOUSING
MASTER PLAN STUDY 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 Economic Planning Systems, 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 Economic Planning Systems regarding
the housing master plan study, 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: ~A)~I ~!
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 September 24, 2001.
~J~K%L~^-
Kat S. och, City Clerk
AGREEMENT FOR PROFESSIONAL SERVICES
This Agreement made and entered on the date hereinafter stated, between the CITY OF
ASPEN, Colorado, ("City") and Economic Planning Systems, Denver, CO, ("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 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 December 24, 2001. 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 "B" appended hereto. Except
as otherwise mutually agreed to by the parties the payments made to Professional shall not
initially exceed $144,570.00. 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 Professiona-
l'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 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
payor 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 therefor, by giving notice, in writing, addressed to the other party,
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specifying the effective date of the termination. No fees shall be earned after the effective date of
the termination. 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, 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 slhe 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 counection 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 indenmify 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 counected 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
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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
counection 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 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) 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 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 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 interests
provision.
(iii) Comprehensive Automobile Liability insurance with minimum combined
single limits for bodily injury and property damage of not less than ONE MILLION
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DOLLARS ($1,000,000.00) each occutrence 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 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 coverages, condi-
tions, 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 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 counection 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.,
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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 coverages
offered by CIRSA. City shall provide Professional reasonable notice of any changes in its
membership or participation in CIRSA.
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:
Ed Sadler, Assistant City Mgr.
City of Aspen
130 South Galena Street
Aspen, Colorado 81611
Professional :
Dan Guimond, V.P.
EPS
730 17th Street, Suite 630
Denver, CO 80202-3511
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. Notwith-
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standing 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. 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 hereinafter written.
[SIGNATURES ON FOLLOWING PAGE]
ATTESTED BY:
CITY OF ASPEN, COLORADO:
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By: ~ 6I~
Title: Gf7I H~fY::3 [JP
Date: 1jz.-'S'(CYJ
PROFESSIONAL:
WITNESSED BY:
~ J,-+ I~'
By: ..-7~ ~/?~
Title:
Date:
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Aspen Affordable Housing Phased Development Master Plan
Economic & Planning Systems
September 18, 2001
EXHIBIT A: SCOPE OF SERVICES
The master plan will include a detailed analysis of each site, including a pro forma, cost
estimates, revenue projections, recommended financing, and recommended development
approach. As proposed, the study would include ten tasks. Each task will be concluded
with the preparation of a technical memorandum summarizing the analysis and
conclusions. This format will allow the City to have an active role in project direction.
The mid-project presentations increase the opportunities for the City and community
members to be involved in the process. It is envisioned that the master plan can be
quickly assembled from the interim work products at the end of the study.
TASK 1: PROJECT START-UP
There has been a tremendous volume of work already completed on the housing program
and potential sites. EPS would obtain all of the studies, reports and plans and quickly get
up to speed on the issues to be addressed in the master plan. EPS will develop a list of
key assumptions, objectives and issues to be resolved from this review. This information
will then be clarified and confirmed or modified through a series of personal interviews
with key stakeholders. The consultant team will work with the City's project manager to
develop the list of community representatives to interview.
o Collect all previous studies, reports, and plans.
o Review and analyze all work.
o Interview key community stakeholders (note that some interviews may need to be
privileged).
o Construct a list of project goals and objectives and issues to be resolved in the phased
development master plan.
o Propose any necessary changes to the project scope based on the analysis.
Product: Technical Memorandum #1 summarizing conclusions from previous studies,
project interviews and project goals and objectives, and issues to be addressed.
TASK 2: NEEDS ASSESSMENT
This task addresses the targets that have been identified for housing production over the
next decade. EPS will estimate the type and wage level of jobs and estimate the
household formation rates to determine housing demand by type and price range. EPS
will also estimate the housing need represented by current employees living in or
commuting into Aspen. The intent of this work is to quantifY the type and price range of
units as represented by the demand side of the equation. The housing need will be
quantified in ranges that represent different proportions of income levels, based on the
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Economic & Planning Systems
September 18, 2001
existing standards of the Housing Office for Category 1 through Category 4 housing
units.
. Review and evaluate the goals and assumptions from the AACP plan regarding desire
to create housing for local working residents, ranging from 800 to 1,300 units over
the next ten years.
. Assess housing need based on projected job creation as well as current deficits.
. Assess housing need specific to critical workers. Evaluate housing need in terms of
the number of critical workers living outside the community.
. Assess current housing goals in terms of the distribution of units among Categories 1,
2,3,4 and RO units
. Develop income profiles based on estimate of jobs and current households.
. Identify the type and price range of housing needed to meet the target population.
. Estimate the funding required, based on need for additional housing.
Product: Technical Memorandum #2: Needs Assessment
TASK 3: SITE ANALYSES
In this task, the EPS team will evaluate the preliminary development plans for identified
sites and prepare development concept prototypes for the infill and buy down options.
We will also identify alternative sites that could be made available for housing through
land trades or development agreements. For instance, there may be preferable sites for
housing on the Burlingame Ranch property. In the event that our analysis results in
significant modifications to a site's development program, we are prepared to provide the
City and Housing Office with alternative site plans that show the recommended capacity.
The purpose of the site plans is to provide sufficient information and a basis that can be
used to estimate development costs and feasibility and to compare and contrast
development options. It is not intended that this site work resolve all outstanding design
issues. The priority of the consulting team will be to use the existing design work and
research that has already been completed to evaluate the sites. In the event additional
design work is needed, the team will incorporate environmentally sustainable design
principles into all of its work.
. Review development plans for each site, including Aspen Mass, Burlingame Parcel D
and Ranch, and US Forest Service Site (including a potential land trade).
. Identify alternative development options or sites that could be made available through
land trades or development agreements.
. Utilize case studies create prototypical development concepts for the infill and buy
down options.
. Develop concept plans for the Rio Grande, Cozy Point, and Truscott Phase 3 parcels
if determined to be potential options.
. Identify the strengths and weaknesses of the proposed development for each site.
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Aspen Affordable Housing Phased Development Master Plan
Economic & Planning Systems
September 18, 2001
. Quantify the factors that affect the development potential, such as;
Modifications to current designs that could improve quality, livability, and
economic viability.
Infrastructure availability and cost.
Land availability to replicate prototypes for buy-down and in-fill development.
Constraints such as topography.
Access, required transportation improvements, and traffic considerations.
Environmentally sustainable design.
Other factors, such as ownership, potential for a land trade regarding the US
Forest Service site, community considerations, etc.
If desired by the City, the team is prepared to evaluate additional sites and provide design
services for any of the sites that may warrant it. The scope of work and budget have been
prepared with a focus on using current designs to assess development potential and to
provide conceptual site studies for those without existing designs, as needed. During the
course of the project, additional design work may be needed for specific sites for the City
and the consultant team to fully understand the development potential, costs, and
revenues. The EPS team is prepared to expand the scope and budget to provide these
services, if needed.
Product: Technical Memorandum # 3 including development concepts for all sites to be
evaluated and. an associated development program.
TASK 4: FUNDING SOURCES AND FINANCING CONCEPTS
Thi~ task will entail forecasting funding levels for identified revenue sources as well as
identifying alternative sources. These could include local funding sources, such as
mitigation fees, as well as state and federal funding sources, such as grants or tax credits.
Based on the forecasts of available funding, EPS will then determine options and
strategies for leveraging the available dollars. The applicable financing options will be
used for all projects under consideration.
. Identify all potential funding sources.
. Forecast annual revenues by source for the IO-year analysis period.
. Identify financing options and strategies to leverage available funds.
. Forecast revenue attributable for each future development or prototype.
Product: Technical Memorandum #4: Funding Sources and Financing Strategies
TASK 5; PRELIMINARY DEVELOPMENT COST ANALYSIS
Shaw Construction and Coburn Development will estimate development and construction
costs for each of the sites based on the development programs defined in Task 3. We will
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Aspen Affordable Housing Phased Development Master Plan
Economic & Planning Systems
September 18, 2001
provide estimates based on current, locally accurate construction costs for improvements
and site work. The cost analysis will be based on the use of environmentally sustainable
materials and marginal cost increases resulting from the use of "Green Technology" will
be included in the analysis, where needed.
Prom this information, economic factors such as the cost per unit and cost per bedroom
can be provided to understand the relative strengths and weaknesses for each
development opportunity. The cost information, by project and in aggregate, will also
provide a basis for a comparison of costs with available revenues. EPS will develop
alternative development scenarios based on project costs and available revenues to
provide a basis for identifying project priorities.
. Develop cost estimates of the current development scenarios/ prototypes.
. Based on the factors used in Task 3, estimate costs for modified development
programs.
. Document all assumptions used to determine estimates.
. Identify the cost per unit required to develop each site or prototype.
. Quantify the development costs of all projects and types in aggregate.
Product: Technical Memorandum #5: Preliminary Project Cost Analysis
TASK 6: STAKEHOLDER INTERVIEWS AND COMMUNITY OUTREACH.
This task will review the analysis to date and provide an opportunity for comment and
policy input. The community review will take several forms including an open house,
interviews with stakeholders, and culminating with a public presentation to City Council.
The information gathered during these discussions will ensure that the development
programs under consideration and analysis are generally consistent with the expectations
of the client. It is an opportunity for the City and key members of the community to
review the evaluations and provide direction prior to the consultant team conducting its
detailed financial analysis.
. Hold open house presenting information on development concepts and presenting
information on project costs and available revenues.
. Interview key community stakeholders.
. Provide copies of work completed to date to members of the Housing Board.
. Present work completed to date to City Council.
. Revise development concepts based on community input, responses from the Housing
Board and the BOCC, and direction from the City Council.
Product: Technical Memorandum #6 summarizing community input and policy direction
for project completion.
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September 18, 2001
TASK 7 PROJECT FINANCIAL EVALUATION
The first step in this task will be to provide a financial pro forma for each of the
development projects. The factors used in the financial analysis will be the development
costs and funding derived from previous tasks. Aunique development approach and
funding program will be recommended for each project based on the development
program, acquisition status, and development structure. This will be done by refining the
options and recommending an optimal development program for each site that remains
viable. Based on the experience of the team in other communities and projects, we will
provide a number of development approaches that can be considered by the City for the
different sites included in the master plan. The EPS team will recommend a specific
development method for each site, which will lend itself to the proposed development
program and which will create the most economic efficiency.
. Refine development concepts based on the community responses as well as the
preliminary analysis by the consultant team.
. Identify the optimal development program for each site based on the quality of the
design.
. Using the refined development programs, estimate costs and develop a project pro
forma for each site.
. Document assumptions and identify all variables, including the following:
Estimated costs
Funding by source and timing
Recommended development approach (i.e., design-build, public-private
partnership, private sector development with owner's representative, public staff as
developer, etc.)
Product: Technical Memorandum #7: Development Pro Formas
TASK 8: EVALUATE AND PRIORITIZE PROJECTS
This task will address evaluation of development projects and development phasing. The
EPS team will develop a series of evaluation criteria for prioritizing the development
projects. We will then develop objective, primarily economic measures to be applied to
each criterion to determine which projects are most feasible and which are the highest
priority. The sites will be prioritized using the analysis generated in the previous tasks.
Both quantitative and qualitative factors will be considered to prioritize the sites,
reflecting the desire of the community to create high quality, livable developments. A
significant weighting in the recommendation will be based on economic performance,
focusing on the sites that provide the greatest level of housing product with the lowest
level of subsidy.
Other factors will be noted in the evaluation, such as the effectiveness of the plan in
accomplishing the goals of the AACP. Issues related to environmental sustainability,
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Economic & Planning Systems
September 18, 2001
transportation considerations, and neighborhood concerns will be noted. The analysis
will recognize the issues, but will defer to elected and appointed officials to consider
them fully, in addition to the primary criterion of this study, which is economic viability.
The results of the alternatives analysis will be compared to available funding to
determine which projects should move ahead and in what order. It will also provide
information to eliminate projects that do not meet the standards of feasibility established
by the City Council, Housing Board, and BOCC.
. Identify evaluation criteria responding to housing program goals and other defined
project objectives.
. Develop objective evaluation measures.
. Evaluate and prioritize housing development project options.
. Eliminate any development projects or concepts not feasible.
. Rank order the remaining housing projects in order of priority.
Product: Technical Memorandum #8: Project Evaluation and Priorities
TASK 9: DRAFT MASTER PLAN
This task will consist of developing the phased development master plan. Based on the
analysis in the previous task, we would determine the projects to be developed, order of
development, available funding for each project, and method of development. This
process can be compared to preparing a capital improvements program. For a defined
time period, the objective is to plan, program and prioritize the most important capital
projects within the constraints of available funding.
. Develop a sequence for the selected projects, based on revenue, expenditures,
financing and cash-flow
. Provide a master plan for development that provides the community with the greatest
benefit for the resources invested.
. Components of the master plan will include:
A summary of the community interviews, discussing key community concerns
and criteria for implementation.
Assessment of housing need and estimate of required funding.
An evaluation of the sites and the design work that has been completed for
each.
Detailed discussion of funding sources available for the development projects,
including ways to leverage locally generated revenue.
Project costs for each site and estimate costs per unit that can be used to
compare the different opportunities.
A summary of the public response to the analysis.
A description ofthe optimal development program and a financial proforma
for each site.
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September 18, 2001
A prioritized sequence of the most viable development options available to the
City.
TASK 10: PUBLIC REVIEW PROCESS
The completion of the project will entail a presentation to City Council.
. Present plan to the Aspen City Council.
. Address comments from elected and appointed officials and community members.
. Provide final report.
EPS understands that a full public approval process for each development will be
completed at a later date. At that time, the projects will be fully designed so that all
interested members of the community will be able to understand what the development
on each site will entail.
BUDGET AND SCHEDULE
BUDGET
EPS proposes to complete the proposed scope of services on a time and materials basis
up to a maximum upset figure of$144,570. This cost is based on the preceding scope of
work, which provides a comprehensive analysis of the development opportunities. Based
on this approach to the issues, the proposed work plan would provide the City with a
thorough understanding of its options. The estimated EPS and Coburn level of effort by
stafflevel and task is shown in Table 1.
The budget for other subconsultants (Civitas and Shaw) is shown as a lump sum for each
firm. We have assumed Civitas' role in physical planning is limited to the review of
existing development project plans for the Aspen Mass, Burlingame, Burlingame Parcel
D, and US Forest Service sites; development of concept plans for the Rio Grande, Cozy
Point, and Truscott Phase 3 sites; and development of an infill development concept
prototype and a buydown development prototype. Additional development concepts
would require additional time and would likely require a contract amendment.
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Aspen Affordable Housing Phased Development Master Plan
Economic & Planning Systems
September 18, 2001
Table 1
Aspen Affordable Housing Master Plan
Budget by Task
Prin. VP Assoc. Prod. EPS Diree Coburn Diree I, Grand
Task Description Staff Costs Devel. Costs Total
ask 1 Project Start-up 8 16 16 0 $5,280 $1,000 $6,280
rrask 2 Needs Assessment 4 16 16 2 $4,580 $50 $4,63C
rrask 3 Site Analysis 8 32 32 2 $9,060 $2,50C $4,380 $750 $16,690
rrask4 Funding Sources/Concepts 8 16 16 2 $5,380 $50 $2,200 $7,63C
rrask 5 Preliminary Development Costs 8 16 16 2 $5,380 $5C $2,500 $7,930
rrask 6 Community Review 16 16 16 2 $6,980 $2,500 $9,480
!Task 7 Project Financial Evaluation 16 48 48 2 $14,340 $5C $2,500 $16,890
n-ask 8 Evaluate and Prioritize Projects 8 32 32 2 $9,060 $25C $1,490 $10,800
rrask 9 Draft Master Plan 8 24 24 1 $7,920 $50 $730 $8,701
Crask 10 Public Review Process 16 16 16 8 $7,280 $2,50 $1,200 $75C $11,730
Total Hours 92 216 216 38
Billing Rates2 $200 $140 $90 $50
Total Costs $75,260 $9,000 $15,000 $1,500 $100,760
Subconsultants1
Civitas $25,000 $2,500 $27,500
Shaw Construction $15,000 $1,310 $16,31
Total Subconsultants $40,000 $3,500 $43,501
Total Project Expenses $144,570
1 Subconsultant budgets may vary depending on project requirements
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Aspen Affordable Housing Phased Development Master Plan
. Economic & Planning Systems
September 18, 2001
SCHEDULE
The proposed schedule is shown in Figure 1. We have proposed a three-month schedule
to complete the draft master plan, which we believe is the most aggressive possible to
complete the project according to the City's requirements. The public review process is
assumed to begin at the completion of the analysis.
Figure 1
Aspen Affordable Housing Master Plan
Schedule
ask/Description
ask 1
ask2
ask 3
ask4
Task 5
ask6
Task 7
ask 8
ask 9
Project Start-up
Needs Assessment
Site Analysis
Funding Sources/Financing Concepts
Preliminary Development Costs
Community Review
Project Financial Evaluation
Evaluate and Prioritize Projects
Draft Master Plan
ask 10 Public Review Process
Month 1
Month 2
Month 3
To begin at the completion of the draft master plan.
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Aspen Affordable Housing Phased Development Master Plan
Economic & Planning Systems
September 18, 2001
EXIllBIT B: BILLING RATES
Economic & Planning Systems
Walter Kieser $200
Dan Guimond $140
Jane Blackstone $140
Andy Knudtsen $90
Coburn Development
Bill Coburn $150
John Covall $125
Pete Weber $90
Civitas
Mark Johnson $175
Tom Hester $90
Shaw Construction
Clark Atkinson $120
Rich Keller $105
10