HomeMy WebLinkAboutresolution.council.068-20 RESOLUTION #68
(Series of 2020)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ASPEN,
COLORADO, APPROVING A CONTRACT AMENDMENT BETWEEN THE
CITY OF ASPEN AND DHM DESIGN AUTHORIZING THE CITY MANAGER
TO EXECUTE SAID CONTRACT AMENDMENT ON BEHALF OF THE CITY
OF ASPEN, COLORADO.
WHEREAS, there has been submitted to the City Council a contract
amendment between the City of Aspen and DHM Design, 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 the contract
amendment between the City of Aspen and DHM Design, a copy of which is
annexed hereto and incorporated herein, and does hereby authorize the City
Manager to execute said contract change orders on behalf of the City of Aspen.
INTRODUCED, READ AND ADOPTED by the City Council of the City of
Aspen on the 1 I th day of August, 2020.
Torre, Mayor
I, Nicole Henning, duly appointed and acting City Clerk do certify that the
foregoing is a true and accurate copy of that resolution adopted by the City Council
of the City of Aspen, Colorado, at a meeting held August 11, 2020.
1Z A�" - 1
Nicolea ng, City Clerk
HHM HISIGN
LANDSCAPE ARCHITECTURE I LAND PLANNING I ECOLOGICAL PLANNING I URBAN DESIGN
August 11, 2020
Chris Everson, Affordable Housing Project Manager
c/o City of Aspen
via email to: chris.everson@cityofaspen.com
RE: Community Outreach and Conceptual Master Plan Design for the Lumberyard Affordable Housing
Development—Contract Addendum 4: Continuing Services Scope of Work and Fee,August-December
2020
Chris:
We are glad to continue supporting the City of Aspen on the Lumberyard Affordable Housing Project. Based on
the direction of City Council on July 6, 2020, we are submitting our proposal for the continuation of the project
work plan for the remainder of 2020. This work plan continues to target the selection of a preferred master plan
by the end of the year. The original project team remains intact,with architects Charles Cunniffe Architects,
planner Robert Schultz Consulting, civil engineer Roaring Fork Engineering, and PR firm Manifest/Darnauer.
To meet the needs to technical research and evaluation, including traffic, noise and survey. Below is a
narrative scope of work, aggregate fees by task, and an outline schedule of activities through the end of 2020.
We are targeting early November for preferred master plan selection and have based our work plan and
associated fees based on that timeline. The overall proposed timeline is responsive to City Council's desire to
reduce the total project timeline. For 2020,we have reduced the anticipated schedule by one month and have
added initial land use activities to the 2020 work plan. Longer-term the team is working to target ground-
breaking in 2024 instead of 2025;that schedule will be developed in greater detail as the project progresses.
Similar to our approach to the original scope of work we have estimated our hours for each task;we will
access the hours flexibly to be responsive to project needs, but will not exceed the top-set fee without prior
authorization from the City. Our team reached the end of the prior work scope with budget remaining;to
maintain momentum and schedule we have leveraged that remaining budget to begin work on the first steps of
the technical studies and master plan option revisions. This has been accounted for in our fee proposal and
timeline.We have provided a summary of the total project contract at the end of this document and have
accounted for the remaining fee values,from Addendum 3, in our Addendum 4 fee proposal.The services,
deliverables, and fee described below are in addition to the original contract amount and prior contract
addenda.We assume that this agreement will become Addendum 4 to the original contract.
Prior Scope of Work; Next Steps:
The prior contract addendum included tasks described in the master project schedule as"Task 6",with
alterations to the original schedule as needed to advance the project responsibly during the ongoing pandemic.
Based on council feedback July 6'h,we are narrowing the range of total potential units for the project to target
+/-300, and narrowing the site layout to focus on "Option B"of the 7/6 presentation materials.Additionally, our
efforts will study reduction of underground parking to understand the balance of unit count, site arrangement,
massing, and parking at the targeted numbers.
This scope of work also includes continuation of stakeholder, public, neighbor, and technical advisor outreach
and communication.We have formatted our scope of work to be responsive to the known public health
requirements, and to be flexible in adjusting to unknown,future requirements related to the pandemic.
The scope of work for Tasks 7 and 8 is detailed in the following pages.
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311 Main Street,Suite 102 Carbondale,Colorado 81623 P:970.963.6520
HHM HISIGN
New Scope of Work: Tasks 7-8:
Task 7—Refined plans and preliminary technical studies-August-September 2020
Refinement of master plan alternatives per council feedback and direction during 7/6 council work
session.The team will continue to refine the building and site design and project program,focusing on
"Option B"and targeting +/-300 units.The studies will further develop the site and massing diagrams
to illustrate responsiveness to council direction.We will study two primary alternatives: (1)will target
the higher unit count, mitigating building mass with underground parking. (2)Will evaluate a reduction
In underground parking(focusing on at-grade,shared garages)with a reduction in total unit count to
mitigate building height and massing.Two overlays will also be carried forward: a modification to the
building layout along Sage Way to create a protected, Internal courtyard, and a modification to the
building layout and type at the north end of the site to allow for shared-living studio format.An Initial
phasing study will be developed for the two primary alternatives. Deliverables:Refined plan diagrams
and massing models,presentation graphics similar to those presented at the close of Task 6.
Refinement of building and site program for each plan alternative.A series of tables were
developed in Task 6 to track unit data and project program.These tables will be revised with updated
unit mix for each alternative. Deliverable: Updated project data tables.
Character and program Imagery. Using precedent from other excellent housing developments, we
will develop packages of imagery related to building character, materials, site amenities, and other
unique or innovative program that will begin to tell the story of the project and how it will fit into the
community context of Aspen and the ABC neighborhood.These materials will be used initially in
neighbor and stakeholder outreach, and presented to council for feedback.We will continue to refine
the imagery package for use in the public outreach process in Task 8. Deliverable: Character imagery
package.
- Land use draft parameters.Our team will begin evaluating the alternatives against the land use code
and establishing preliminary land use parameters;this will support an understanding of the land use
Implications related to each option. Deliverable:Draft land use review memo.
- Technical studies/data evaluation.
o Existing conditions site survey, including typical ex conditions collection.This will include surface
survey: property boundaries,topography, surface utilities,easements.
o Geotechnical soils. Our Intent Is to use a recent study performed on an adjacent property to inform
the geotechnical soils conditions at the master plan level.A project-site-specific geotechnical soils
investigation will be required later in the process.
o Noise. The team will establish a monitoring system to collect noise data specific to the Lumberyard
project site. This, along with historical data from the airport,will be used to evaluate the impacts of
highway and airport noise on the site and to generate preliminary recommendations for nuisance
noise mitigation.
o Utilities. Using the unit mixes developed for the refined options, we will coordinate with the relevant
utility providers to understand system capacity and identify thresholds related to the Lumberyard
development.
o Cost, constructability, and phasing. The project team will work with City staff and the City's engaged
housing contractors to evaluate, at a conceptual level, order-of-magnitude cost for the project.We
will also identify preliminary phasing and constructability options/challenges.
o Energy efficiency. As a part of the refinement of architectural massing, we will establish preliminary
energy efficiency parameters for the buildings,with the intent of understanding the impacts on
massing,footprint, and site arrangement.
o Preliminary transportation study. A larger transportation study related to the ABC is underway and
sponsored by Pitkin County.We will engage with the consultant responsible for that effort, using the
baseline data results to inform the preliminary study for the Lumberyard.We have included time in
our scope for coordination with the County traffic study team.Although the Lumberyard study will be
project-specific, an understanding of the relationship between the two studies is necessary.The
project-specific study will include an evaluation of the impacts of the Lumberyard development to the
OHM H [SIGN
existing transportation infrastructure, and preliminary recommendations for multi-modal
transportation impact mitigation options for review and discussion.
o Air quality monitoring. Our team proposes working with the City's Environmental Health department
to establish parameters for a planning-level air quality evaluation.
Deliverable:technical studies summary report, existing conditions survey,preliminary transportation
study.
- Stakeholder and TAC engagement. Direct and targeted stakeholder outreach has resumed, with
meetings and calls to specific neighbor groups and an email project update to the broader stakeholder
and TAC list.We have planned charrettes with selected stakeholders in August,during the design
refinement process.The project web site will be updated with current project information. Stakeholder
outreach will continue through Tasks 7 and 8. Deliverable:Summary notes from all stakeholder
meetings.
- Team meetings.Throughout Tasks 7, and 8, DHM will continue weekly check-in meetings with the
City project manager and, as the task progresses, include full team meetings as necessary to
coordinate the design and technical studies.Additionally,the team will schedule design review and
charrette meetings to advance the iterative building and site concepts. Deliverable: Team meeting
notes.
Task 7 technical studies (transportation, noise, utilities)*:$32,000
Task 7 existing conditions survey:$13,500
Task 7 design/planning team fee:$83,500
Task 7 Reimbursables:$1,000
Task 7 subtotal:$130.000
*The value for this line item Includes the three listed technical studies. Other topics noted in the scope
narrative will be covered by the design✓planning/City staff team.All topics noted in the scope narrative will be
summarized in the technical studies report.
Task 8—Public outreach and preferred alternative selection-October-November 2020
- Stakeholder/neighbor outreach will continue in this phase, with targeted meetings with specific
stakeholders/neighbors, and email updates to the broader project database.We have also included
scope for team member attendance at up to six community group meetings.These may include the
AYPA, NextGen, CCLC, and others. The project web site will also be updated at this time.
- Public outreach. Using the refined massing, site study, and character imagery from Task 7, the team
will format and facilitate a series of public outreach activities.We recognize that in-person outreach is
difficult at this time, and that the availability of in-person outreach in September and October is
unknown.We have included scope for team participation in community events as a 'pop-up open
house'(up to two and where appropriate), and a public open house series of two meetings.
Additionally, regardless of the availability of In-person meetings,there will be members of the
community who will be uncomfortable or unable to participate in person, and that online engagement
will be necessary.We will host an interactive project webinar—that will also be available for viewing at
the public's convenience—and will make the project materials and feedback tools available on the
project web site.This online engagement will run for approximately six weeks during the public
outreach period. Public outreach and stakeholder engagement will be summarized In an outreach
document similar to the prior two outreach summaries. Deliverable: Communications products and a
public outreach summary document,open house activities;project web site updates.
- Technical studies, continued.We have assumed that the duration of the technical studies will
extend into task 8,with early findings informing the evolution of the development alternatives, and the
summary report of preliminary technical studies supporting the selection of the preferred master plan.
- Council check-in meeting. Following the outreach activities, the DHM team will work with the City
project manager to format a presentation to City Council.We will present the refined design
alternatives,the results of the stakeholder engagement, results of the preliminary technical studies,
and other new information as developed during Tasks 7 and 8.The target outcome of this presentation
HHM H [SIGN
is to further narrow the direction for refinement and selection of the preferred alternative at the close of
Task 8, ideally with a clear preference for the preferred alternative. Deliverable:City Council
presentation materials.
- Refinements to master plan materials per stakeholder/TAC outreach, public feedback, and council
direction.The schedule presumes a short period of refinement and/or additional materials needed by
the council to select the preferred master plan,with one or two top alternatives advancing to final
selection.We will summarize the results of the outreach and update the presentation materials,
advancing one or two site plan alternatives to'final draft master plan'format.The materials will also
advance the level of detail in character studies for the site and architecture, allowing the public and
council to understand and provide direction on the overall design aesthetic, amenities,and livability(at
a master planning level). Deliverable:refined alternative products(site plan, massing, character), and
project program materials.
- Project next steps 2021 (Land Use Application).To allow the team to continue seamlessly into the
Land Use Application in 2021,we will generate a work plan, scope and budget for the development of
the land use application.This work plan will Identify the tasks, schedule,and deliverables associated
with submitting the land use application in the latter half of 2021. Deliverable: Work plan, schedule,
and budget for 2021 land use application.
- Land Use Application framework.The team will refine the land use evaluation memo with current
project information, and will develop an outline for the land use application in support of the overall
project work plan. This will include land use parameters and submittal requirements. If the process to
date has resulted in a clearly preferred program, it may be appropriate to schedule a pre-application
meeting at the close of Task 8 to formally Identify the land use application requirements. Deliverable:
land use application approach summary memorandum.
- Council meeting: selection of preferred master plan.The team will present the final master plan
alternatives to city council and request selection of a preferred master plan, including building and site
design concepts and project program. Deliverable: City Council presentation materials.
Task 8 technical studies allowance (transportation, noise, utilities):$11,000
Task 8 design/planning team fee:$87,500
Task 8 Reimbursables:$1,000
Task 8 subtotal. inc/ud/no allowances:$100.000
Fee Summary
Task 7. $130,000
Task 8: $ 99,500
Less budget remaining from Task 6: $-30,000
Total Continuing Services Addendum 4:$199,500
Lumberyard fee summary to date(including reimbumables):
Original contract: $157,670
Addendum 1: $ 14,968
Addendum 2: $ 36,778
Addendum 3: $ 97,500
Addendum 4: $199.500
Project total through addendum 4: $506,416
Attachments: Task 7&8 project schedule.
OHM HISIGN
Additional Services: Should additional services become necessary due to phasing and/or major design
changes due to reasons beyond the control of this office,this work will be done on an hourly basis. If this work
becomes significant we may, at your request, submit a proposal at that time which will identify the extent of any
additional work prior to commencement of the work.
Acceptance:This agreement may be terminated at any time by the Owner or DHM Design Corporation upon
giving (7)days written notice.Work performed up to the date of termination shall be due and payable and shall
be included in the final statement.This agreement, unless previously terminated by written notice, shall be
terminated by the final payment for the finished work.
Please do not hesitate to call with any questions as you review this letter.We look forward to continuing our
work with you on this project.
Respectfully,
DHM Design
Jason Jaynes Owner or Authorized Representative Date
Managing Principal, dhm design