HomeMy WebLinkAboutresolution.council.048-13 RESOLUTION #48
(Series of 2013)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ASPEN,
COLORADO, APPROVING A CONTRACT BETWEEN THE CITY OF ASPEN
AND PROS CONSULTING FOR RECREATION BUSINESS PLAN UPDATE
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
recreation business plan update, between the City of Aspen and PROS Consulting,
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 Recreation Business Plan Update, between the City of Aspen and PROS
Consulting, 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 22°d day of April 2013.
Michael C. Irella/nd, ayor
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 April 22, 2013
Kat; n S. Koch, City Cl--e-f_
The Oily of Aspen
CITY OF ASPEN STANDARD FORM OF AGREEMENT -2009
PROFESSIONAL SERVICES
City of Aspen Project No.:2013-005.
AGREEMENT made as of the 22nd day of April, in the year 2013.
BETWEEN the City:
Contract Amount:
The City of Aspen
c%Tim Anderson,Recreation Director
130 South Galena Street Total: $49,960.00
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
PROS Consulting,LLC until it has been approved by the City
c/o Leon Younger,President Council of the City of Aspen.
201 South Capitol Avenue; Suite 505 City Council Aporoval:
Indianapolis,Indiana 46225
Phone: (877)242-7760 Ext. 10 Date:April 22, 2013
Cell: (317)679-5615 Resolution No.: '
For the Following Project:
Recreation Division Business Plan Update
Exhibits appended and made a part of this Agreement:
Exhibit A: Scope of Work.
Exhibit B: Fee Schedule.
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 May
1, 2014. 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. Pa ment. In consideration of the work perfon-nned, 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 the amount set
forth above. 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 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
tennination. No fees shall be earned after the effective date of the termination. Upon any
temlination, 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
Agreement Professional Services Page 1
1
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 detennined.
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 perfonn 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 perfonnance 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, fiom and against all liability, claims, and demands, on
account of injury, loss, or damage, including without limitation claims arising fi-om 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 damage was caused
in whole or in pail 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
Agreement Professional Services Page 2
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) 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.
Agreement Professional Services Page 3
(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, 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 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
$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 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 Agreement.eement. 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
Agreement Professional Services Page 4
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.
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 teen, 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. Illeial 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
Agreement Professional Services Page 5
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.
(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 employ 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.
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(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
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
8-17.5-102, 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,
Agreement Professional Services Page 7
preparation of any part of a prograin 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.
(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 1unitations 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.
Agreement Professional Services Page 8
(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 OF ASPEN, COLORADO: PROFESSIONAL:
OCdr�
ignat [Si el
By: By: a o .s L O KT e. -
[Nam] � [Nam
Title: Title:
Date: s Date: 4 13
Approved as to form:
J
Attorney's Office
Agreement Professional Services Page 9
EXI IIBIT A
Scope of Work
Scope of Services: Define a management approach for financial sustainability as well as
assisting the City of Aspen to further broaden its user base in Recreation Facilities and
Programming excellence. These recommendations should consider direction and policy from the
Aspen City Council as well as Community Needs as they relate to scheduling, pricing, and
general operations.
Based upon a site visit to Aspen and the City of Aspen Recreation Division of the Parks
&Recreation Department information will be obtained as to the demographics of Aspen and the
Roaring Fork Valley, identify factors, issues and concerns regarding the Recreation Division that
need to be addressed, changed, altered or improved to increase the general appeal, operational
efficiency,public use and financial integrity of the programs and facilities.
The primary focus of the study should be to assess pricing,marketing, sales and use of
technology in order to achieve City Council direction financial goals, determine if the current
make up and use of facilities and programs are sufficient to meet community needs and to
effectively achieve those financial goals of the division.
A. Review past financial performance of the Aspen Recreation Division with the
following considerations: Identify Facility constraints and parameters: Items in this
area should consider the reasoning behind the construction of Aspen Recreation
facilities, objectives and expectations, and outside impacts and considerations as to
operational parameters.
a. Is the percentage of daily users commensurate with other mountain
communities and their population base?
b. Is the number of pass holders commensurate with other mountain
communities and their population base?
c. Is the price structure commensurate with Valley Pricing and
Competitors? Provide broad sample of costs and prices of comparable
facilities across Colorado and on a National basis where applicable.
d. What are the demographics of Aspen,the Valley,the guest and have
these Markets been accurately identified and served?
e. What is the market? Identify competition—facilities and price—and
generally define unfilled niches.
f. Is staff operating the Facility in an efficient manner given the objectives
identified by City Council, City Management and the ARC Advisory
Committee?
g. What facilities or programs, if any, could be added to improve service
and revenues?
B. Review Division structure/resources/policies: Subjects in this area should be
examined as to the potential for achieving budgetary goals as well as operational goals
(i.e.programming and guest services).
Agreement Professional Services Page 10
1. Marketing and Promotional programs, schedules, and resources.
• Web Site review
• Contact processes-where could additional time and energy be
productive in securing promotional and advertising possibilities.
a. Policies and Procedures
• Effective and complete Policies and Procedures for
clearly addressing operational direction.
• Effective organization of Policies and Procedures
such that staff and users may easy access
b. Staffing Plan: effectiveness of meeting customer needs.
e. Maintenance Plan: how does maintenance funding compare
to other mountain towns.
d. Effectiveness of Facility(s)Programming
2. Sales
• How do we sell more of what we already provide?
• How would a sales position best be structured?
3. New Program ideas to boost membership demand.
4. Customer Retention Rates
5. Market Share controlled
C. Community Survey: Develop a statistically valid survey that identifies community
wishes as to:
• The need for outdoor pools/hot tubs
• The need for expanded fitness space
• The need for indoor tennis
• Level of program/facility communications with the community
• Level of cleanliness/maintenance of facilities
• Customer service
• Customer expectations
• Customer satisfaction with pricing and the perceived value.
• Use of online registration
• The need for an indoor field house and winter training center.
• Need for additional public ice skating time
D. Review of Division ability to provide for user facility needs: Based upon user group
meetings and the survey, ascertain the need/wishes of the community to expand or add
additional facilities.
1. Define operational impacts as to expenditures vs. revenues for:
• The addition of outdoor pools
Agreement Professional Services Page 11
• The addition of expanded fitness space
• The addition of indoor tennis
• What would/could vacated space be used for;what does the community
want/need?
• The need for additional storage/office/administrative support areas?
• Use of Ice facilities for dry floor events;potential?
• Other potential additions/expansions
2. Are facilities sufficient to accommodate user programming?
• How can future programming needs be accommodated?
E. Prepare a written report with the following recommendations: This report should be
a comprehensive analysis of current operations based upon Community Goals and
existing and proposed outside competition from Health Clubs,hotels, Private Clubs and
other outdoor oriented community recreation amenities(trails, skiing, fishing, river
sports, etc) from Aspen to Glenwood Springs. The report should include: A comparison
of usage numbers, expenditures and revenues and how they tie into Pricing,
Programming, and current Marketing Strategies. It should identify target market and
seasonal niches. Potential expansion possibilities and the impacts upon Budget and
Community Goals should also be identified. The effectiveness given current operations
of achieving operational goals including Maintenance and infrastructure of the
Recreation Division. This document will serve as a living management tool for future
City decisions in regards to:
■ Program and service alterations or changes
■ Operations(budget, fees, staff)adjustments or enhancements
■ Effective use of Technology and trends
■ Economic effectiveness of facilities
■ Facility(s)Potential for expansions and redesign(short and long term)
■ Marketing and Sales Strategies
■ Community Survey
■ Documents the assessments,reviews, findings, and recommendation of the
project team.
■ Identifies key issues, concerns, and problem areas.
■ Report briefings;Action Plan timelines
F. Conclusions and Action Plan: A specific section shall be dedicated to specific actions
that will lead to operational improvements and associated timelines in which these are
recommended to be accomplished or the timeline for which they could reasonably be
expected to accomplish. A Measurement of success regarding each action item shall be
identified.
Agreement Professional Services Page 12
EXHIBIT B
Fee Schedule
Total Cost:
The following fee breakdown is based on the project approach described in Scope of the Work
for the Recreation Division Business Plan Update. The Consulting Team has based this fee on
our current understanding of the City's goal for the project.
Aspen Recreation Center Business Plan Update
Projected Line Item Budget by Task and Deliverable
Budget Task Description of RFP Scope of Services
A. Review of Financial Performance $ 10,240.00 Staff Input Meetings
B. Review of Division Structure/Resources/Policies $ 11,140.00 Staff Input Meetings
C. Statistically-Valid Community Survey $ 10,000.00
D. Review of Division Ability to Provide for User Facility Needs $ 5,880.00 User Group Meetings/Public Meeting
E. Review of the Use of Technology $ _
F. Development of Economic Impact Matrix $
G Market Development $
H. Written Report and Briefings $ 7,280.00 Steering Committee Meeting/City Council Meeting
I. Conclusions and Action Plan $ 5,420.00
TOTAL PROJECT AMOUNT: $ 49,960.00
Agreement Professional Services Page 13