HomeMy WebLinkAboutresolution.council.007-14 RESOLUTION # 7
(Series of 2014)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ASPEN,
COLORADO, APPROVING A CONTRACT BETWEEN THE CITY OF ASPEN
AND RNL DESIGN INCORPORATED 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 City
of Aspen Municipal Facility Master Plan, between the City of Aspen and RNL
Design Inc., 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 City of Aspen Municipal Facility Master Plan, between the City of Aspen and
RNL Design Inc., 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 271h day of January 2014.
S ven S adron, 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 27, 2014.
Kat S. Koch, City Clerk
The City of Aspen
CITY OF ASPEN STANDARD FORM OF AGREEMENT v 2009
PROFESSIONAL SERVICES
City of Aspen Project No.: 2013-136.
AGREEMENT made as of 27th day of January,in the year 2014.
BETWEEN the City:
Contract Amount:
The City of Aspen
c/o Capital Asset Management
130 South Galena Street Total: $212,206.00
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
until it has been approved by the City
RNL Design Inc.
c/o Wendy Weiskopf Council of the City of Aspen.
1050 17th Street, Suite A-200 City Council Approval:
Denver, CO 80265 Date: January 27, 2014
Phone: 303-575-8413
Resolution No.:
For the Following Project:
Ci of Aspen Facilities Master Plan
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 November 21, 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. 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 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-Assi nability. Both parties recognize that this Agreement is one for personal services
and cannot be transferred, assigned, or sublet by either party without prior written consent of the
other. Sub-Contracting, if authorized, shall not relieve the Professional of any of the responsibilities
or obligations under this Agreement. Professional shall be and remain solely responsible to the City
for the acts,errors, omissions or neglect of any subcontractors' officers, agents and employees, each
of whom shall, for this purpose be deemed to be an agent or employee of the Professional to the
extent of the subcontract. The City shall not be obligated to pay or be liable for payment of any
sums due which may be due to any sub-contractor.
5. Termination of Procurement. The sale contemplated by this Agreement may be
canceled by the City prior to acceptance by the City whenever for any reason and in its sole
discretion the City shall determine that such cancellation is in its best interests and convenience.
6. Termination of Professional Services. The Professional or the City may terminate the
Professional Services component of this Agreement, without specifying the reason therefor, by
giving notice, in writing, addressed to the other party, specifying the effective date of the
termination. No fees shall be earned after the effective date of the termination. Upon any
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
Agreement Professional Services Page 1
this Agreement by the Professional, and the City may withhold any payments to the Professional
for the purposes of set-off until such time as the exact amount of damages due the City from the
Professional may be determined.
7. Independent Contractor Status. It is expressly acknowledged and understood by the parties
that nothing contained in this agreement shall result in, or be construed as establishing an
employment relationship. Professional shall be, and shall perform as, an independent Contractor
who agrees to use his or her best efforts to provide the said services on behalf of the City. No
agent, employee, or servant of Professional shall be, or shall be deemed to be, the employee, agent
or servant of the City. City is interested only in the results obtained under this contract. The
manner and means of conducting the work are under the sole control of Professional. None of the
benefits provided by City to its employees including, but not limited to, workers' compensation
insurance and unemployment insurance, are available from City to the employees, agents or
servants of Professional. Professional shall be solely and entirely responsible for its acts and for the
acts of Professional's agents, employees, servants and subcontractors during the performance of this
contract. Professional shall indemnify City against all liability and loss in connection with, and
shall assume full responsibility for payment of all federal, state and local taxes or contributions
imposed or required under unemployment insurance, social security and income tax law, with
respect to Professional and/or Professional's employees engaged in the performance of the services
agreed to herein.
8. Indemnification. Professional agrees to indemnify and hold harmless the City, its officers,
employees, insurers, and self-insurance pool, from and against all liability, claims, and demands,on
account of injury, loss, or damage, including without limitation claims arising from bodily injury,
personal injury, sickness, disease, death, property loss or damage, or any other loss of any kind
whatsoever, which arise out of or are in any manner connected with this contract, 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 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
Agreement Professional Services Page 2
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.
(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
Agreement Professional Services Page 3
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 to the City shall be completed by the
Professional's insurance agent as evidence that policies providing the required coverages,
conditions, and minimum limits are in full force and effect, and shall be reviewed and
approved by the City prior to commencement of the contract. No other form of certificate
shall be used. The 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. 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.
Agreement Professional Services Page 4
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 tern. 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 perfonned by Professional to which the same may apply and,
until complete performance by Professional of said term, covenant or condition, the City shall be
entitled to invoke any remedy available to it under this Agreement or by law despite any such
forbearance or indulgence.
15. Execution of Agreement by City. This Agreement shall be binding upon all parties hereto
and their respective heirs, executors, administrators, successors, and assigns. Notwithstanding
anything to the contrary contained herein, this Agreement shall not be binding upon the City unless
duly executed by the Mayor of the City of Aspen (or a duly authorized official in his absence)
following a Motion or Resolution of the Council of the City of Aspen authorizing the Mayor(or a
duly authorized official in his absence)to execute the same.
16. Illegal Aliens—CRS 8-17.5-101 & 24-76.5-101.
(a) Purpose. During the 2006 Colorado legislative session, the Legislature passed
House Bills 06-1343 (subsequently amended by HB 07-1073) and 06-1023 that added
new statutes relating to the employment of and contracting with illegal aliens. These new
laws prohibit all state agencies and political subdivisions, including the City of Aspen,
from knowingly hiring an illegal alien to perform work under a contract, or to knowingly
contract with a subcontractor who knowingly hires with an illegal alien to perform work
under the contract. The new laws also require that all contracts for services include
certain specific language as set forth in the statutes. The following terms and conditions
have been designed to comply with the requirements of this new law.
(b) Definitions. The following terms are defined in the new law and by this reference
are incorporated herein and in any contract for services entered into with the City of
Aspen.
"Basic Pilot Program" means the basic pilot employment verification program
created in Public Law 208, 104th Congress, as amended, and expanded in Public
Law 156, 108th Congress, as amended, that is administered by the United States
Department of Homeland Security.
Agreement Professional Services Page 5
"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.
(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:
Agreement Professional Services Page 6
(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,
preparation of any part of a program requirement or a purchase request, influencing the
content of any specification or procurement standard, rendering advice, investigation,
auditing, or in any other advisory capacity in any proceeding or application, request for
Agreement Professional Services Page 7
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 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.
Agreement Professional Services Page 8
IN WITNESS WHEREOF, the parties hereto have executed, or caused to be executed by their duly
authorized officials, this Agreement in three copies each of which shall be deemed an original on
the date first written above.
CITY F ASPEN, COLORADO: PRO S IO
C�
I [Signature] [ ure]
By: S6e-, w 1 &r By:
[Name] [N�e]
Title: Title: ( n(
Date: ( Date: �.� wi4o
Approved as to form:
tty Attorney's Office
Agreement Professional Services Page 9
Proposed Services - 2
Collaborative Process
First and foremost,our team's planning and design approach will be very collaborative
and inclusive. Our goal will be to define a civic place and facilities that embody the
values and character that the City and your entire community can really embrace.Our
project approach is tailor made to encourage exactly this to happen. Our approach
includes the following:
Interactive Design Workshop/Charrettes
Our team will be utilizing our design process which is centered around the design and
planning charrette,in which we will gather for multiple planning or design sessions
in Aspen where we can work collaboratively and receive on-going input from you.
Our typical charrette is a full-day work session where we work as a team to create
alternative planning or design concepts and engage you,our client,key users and other
stakeholders,to provide input and feedback during review sessions.We have found
this process provides tremendous value that helps guide the direction of the project
as its being developed. Our charrettes are always high-energy sessions and are held in
spaces provided by the client so that we can be very accessible to you and the users.
We produce a large amount of work in a short amount of time,and have extensive
interaction with you,which keeps us on track.
Sustainabliity
All of RNL's projects are designed to be sustainable,even when our clients choose not
to register the project through the certification process. Our goal is to design exceptional
places and facilities that help to transform people's lives by being responsible stewards
of the earth,and addressing the triple bottom line of energy efficiency,healthy facilities,
and respect for the environment.We can explore strategies to design projects to
address sustainable goals such as carbon neutrality,net zero energy and net zero water
use as we have done with several other recent projects.We are committed to meeting
the 2030 Challenge and are seen as national leaders in sustainable design.
Extensive Communications
We recognize to have a successful project there must be good communication.A
high level of communication starts in the programming phase,increases during the
planning and design charrettes,and continues into the detailed design phases.This
is accomplished through established routine team coordination meetings,daily e-mail
communications,Newforma—our file sharing site,and the use of electronic meetings
through teleconferences and GoTo or JoinMe meetings.With many of our team members
being located in Aspen,we will emphasize the in-person meetings as much as possible
and on a regular basis.
Developing a Clear Vision
The workshop/charrette process is instrumental in clarifying project vision and
objectives and aligning the entire team around them. It's also instrumental in developing
integrated design concepts and planning strategies.This front-loaded activity and initial
set of strategies kick-starts the master planning and concept design phase,one of the
most important phases.We view the master plan as the framework and the concept
design as forming the "DNA"of the direction,describing key strategies and systems that
will form the essence of the project solution.Concept designs then inform the continued
development and refinement of the project in an iterative but direct path,just as DNA
holds the blueprint for how an organism is built and grows.
Engaging Stakeholders&Reaching Consensus
RNL/CCA is a team-oriented and integrated planning and design team,meaning that
all significant disciplines have input into the design process. Planning and design is a
complicated process and it is important that all stakeholders,including the users,are
33
2 - Proposed Services
involved and have a chance to make their needs known.Through this involvement,the
project becomes more than what might originally have been envisioned;it will have more
life and character than imagined.A collaborative approach is vital to the success of the
project.
Our approach is summarized as follows:
We advocate an open,interactive process between the client and master planning
team.
We pursue fresh thoughts and new ideas.
We ask questions—the key to mutual enthusiasm and excitement—provide alternatives
and examine options.
We respond to your particular programmatic needs,which are foremost and must
carry through every phase of our work.
We maintained strict budget and schedule controls throughout the process.
We solicit an open decision-making process,ordered with all decisions clearly
documented.
We hold regular meetings over the course of the project.
Public Process
Our public process has varied widely for various projects with expertise from small group
discussions to large public forums and RNL is accommodating to the preferred process.
We will work with the City to identify opportunities for either keeping the public informed
and/or involving the public in the planning process in a facilitated way that adds value to
the outcome. For Pitkin County's Facilities Master Plan we engaged the community through
two workshops,one of which was aired on the local TV station.
Identifying Grant Opportunities
RNL/CCA will assist the City of Aspen with identifying various grant and funding
opportunities. Colorado has a number of grant and loan programs within the Department
of Local Affairs specifically designed to address public facility and service needs.With
the wide range of facility types,ages,conditions,uses,etc.,there are many sources for
funding.Three opportunities that could first be explored are the Community Development
Block Grant,the Community Services Block Grant,and the Conservation Trust Fund.
These sources offer funding for capital improvements and/or historic sites,which can be
assessed for compliance.
Our team will help the City of Aspen prepare a concise package,paying careful attention to
the language and criteria set forth.We are dedicated to these pursuits and will work hand-
in-hand with the City to produce all documentation required. In addition,our team can help
source a grant-writer,should you deem it necessary.
sr
The following properties will be inventoried and assessed for current uses,underutilized
uses,energy efficiency and current development opportunities:
Aspen Recreation Center
Aspen Golf,Tennis,Nordic Clubhouse
Truscott Office Building
Aspen Parks and Recreation Department
Mountain Rescue Property(Main Street)
Aspen Art Museum
Yellow Brick Building
Aspen City Hall
Rio Grande Building
Office(ACRA)at Rio Grande Place
Lot at Mill and Rio Grande Place
34 Zupancis Property
Proposed Services - 2
Review Existing Data and Site Analysis
This study will involve reviewing existing data and drawings of the respective sites and
facilities.The design team will visit and review all of the sites. Further analysis and
assessment by Design Workshop will record site opportunities and constraints,including
but not limited to vehicle,bicycle and pedestrian circulation;public transportation;
access; parking; drainage;soil;vegetation/trees; slopes; solar exposure;current
and proposed land uses;foodplains and wetlands; infrastructure; natural habitat and
significant natural features;social and cultural assets including historic buildings;
sustainable planning opportunities; easements,zoning,and view corridors;community
needs and assets of the surrounding neighborhoods;and adjacent site context. Using
the provided information,an analysis map will be created identifying natural and man-
made constraints.
The specific tasks to be completed are;
1. Identify existing site conditions related to existing infrastructure,neighborhood
context,pedestrian and vehicle circulation and access,soil,vegetation,slopes
and hydrology.
2. Summarize the significance of existing site conditions into site opportunity and
constraints maps to be included in the Site Assessment Report.
Facility Inventory and Assessment
Existing facilities will be inventoried at all sites and further assessments performed
at all sites except Aspen Rec. Center,Mill/Rio Grande Lot,Zupancis,and City Hall.
Conditions assessments will include input from users,facilities, IT,etc.,as well as
any pertinent information prepared to date for development at the facilties, including
building circulation,functional opportunities and constraints,storage,office operational
efficiencies,observations on building conditions(Exterior envelope,interior envelope and
finishes),and photo documentation.
The energy performance of buildings and identifying operational and comfort issues,
as well as opportunities for increased efficiencies will be explored and documented.
Current energy performance will be documented by REG and will provide realistic and
cost effective recommendations for improving existing facility performance from a
mechanical,electrical and thermal standpoint.These findings will be summarized in the
Facilities Assessment Report.
The CCA Team design professionals have previously been involved with evaluations and/
or design for the following City facilities included in this RFP scope:Aspen Golf,Tennis,
Nordic Clubhouse,Aspen Parks and Recreation Department,Mountain Rescue Property,
Aspen Art Museum,Aspen City Hall,Office at Rio Grande Place,Lot at Mill and Rio
Grande Place,and Zupancis Property.
The RNL/CCA Team understands that an important priority is to fully understand the City
properties of interest in terms of existing,as well as future potential to better maximize
efficiency and utilization. In this way human and material resources are best utilized for
the betterment of the community,its citizens and visitors. Being able maximize current
efficiency and better focus civic services in the downtown core will greatly help this
effort.
P1 06'RAFVI M,',li'; c 1.rl'.i.s �'i IFrs . _ k "Jir'!7
Each Master Plan has a scope that is unique to the needs of the client. We will work
with the City to define the variables and requirements that are best suited to achieving
your specific goals and objectives for this project.
The master planning process allows the client to evaluate standards,space utilization
and efficiencies,operational requirements,internal adjacencies,geographic location,real
35
2 - Proposed Services
estate strategies,and short and long term cost implications.The team strives to review
and understand how the client's organization is currently operating,and to fully define
future goals and objectives. Based on this,a framework will be provided within which to
assess options to meet those needs which may include remodel,expansion,disposition,
new construction,relocation,consolidation,reorganization,and reconfiguration.Through
the planning process these options are evaluated against the client's defined criteria to
arrive at the optimal solutions to meet their requirements over time.
A strategic facilities master plan strives to provide a framework within which to make
key decisions that impact physical facilities.Critical issues that come into play in today's
municipal work environment and operations,and are key to developing a strategic facilities
- - - - plan,cover a broad spectrum including a healthy and productive work environment,
customer interface,security,space use and operational efficiencies,flexibility,technology
integration,real estate,operational costs,and sustainability. It is ourjob to develop an
understanding of your goals and objectives regarding these issues,and tie those back to
real estate and design decisions,and directions. In order to accomplish this it is critical
to include in the planning process an integrated and cross-disciplinary consulting team
and client team that consists of decision makers,including City Management,Department
leaders,HR,IT and Facilities,as well as other key stakeholders including staff and the
public.With this team we can more comprehensively address the issues that will make the
clients'facilities support their current mission and future goals.
RNL/CCA will maintain a consistent approach to the planning process. Our planning
process includes face to face meetings with various levels of the organization in interviews
and workshop settings, personal tours of all the key facilities,and frequent review of
progress documents to ensure that we have consensus at every step.
Our team will familiarize themselves with all of the background materials available from the
City to be as up to speed as possible on planning decisions that have already been made
or are in progress that may impact recommendations for this study.
We will assume the City can provide during the planning process:
A steering committee comprised of City staff that will provide review and approval of
key milestone documentation and direction,and be available to participate in review
meetings and workshops during the process.
Current and projected head count by department(provided by steering committee or
each department during programming)
Demographic information and population projections for the City
CAD drawings,if possible,of all buildings included in the assessments,or hard copy
drawings if CAD are not available.
Building and space inventories for each department indicating which spaces/buildings
they occupy with square footage of those spaces if possible.
Organizational charts and a list of City functions to be included in the study
Site plan information for each building,if available
Facilities maintenance,remodel,construction history summaries for each building
including major upgrades or repairs,historical operating costs,and any significant
pending projects
36
Proposed Services - 2
The physical master plan of the Municipal Facility will essentially follow from the Site
Analysis and Facilities Master Planning described above and will encompass three
stages:
1) Designing Various Alternatives
2) Selection of Preferred Plan
3) Development of Preferred Plan
Design Concept Alternatives
The design team will capture all of the existing data and the facility plan requirements
and begin to develop alternatives for the physical planning of the Municipal Facility.
The initial step for developing alternatives is to engage the stakeholders in a design
charette. During the course of this charette the goal will be to identify organizational
strategies for Municipal Facility and quickly understand the associated benefits and
drawbacks.At the close of the design charette,the design team and City stakeholders
will identify 2-3 organizational strategies that warrant further exploration.
The organizational strategies defined in the design charette will be further developed
to clarify the quality of the open space,circulation patterns and wayfinding,phasing,
building massing and locations,energy efficiency and sustainable design,and general
look and feel.These alternatives will be developed fairly quickly but with enough analysis
and detail to make a recommendation on a preferred direction.
Preferred Plan: The final step will be deciding on a preferred alternative.The preferred
alternative will be selected as the direction that best meets the goals and vision of the
City
Development of Preferred Plan
This step will take the preferred concept plan,and develop that with sufficient detail
to communicate the long term development strategy and direct on-going master plan
efforts
The ultimate deliverable for the physical planning will be a bound report that documents
the data gathering stage,alternatives design concept stage,preferred plan,development
of preferred plan. The report will include the following:
Site analyses
Sustainable design analyses and strategies
Character and precedent images
Land use plan
Phasing plan
Illustrated Municipal Facility Master Plan
37
Proposed Services-2
.raw r.y�_a .mx ,•. ,, .—..
a,�.x�Vt , i �
Start Up Deis Cdlai loe Property IrMentory 1 Yi{{ Altemeldim Dge .
(4a wsala l +YIi f Y l �' (48 tillssla) .
r �
BASE SCOPE OF SERVMS
Establish Aspen s Planning •Conduct higfHevel assessments of each property to be
Steering Committee included: Develop preliminary altematrves to meet short and longterm "
needs
general condwons,arch,mep , v # d a t • nr.`y r6
Contluct Kick-Off Meeling current uses •Conduct workshop to brainstorm overall citywide needs and x ,z r 6 xfY 5 ; idf , h yrF#y °•
�,
Collect and Review Existing -wroenNOzed uses t ,�.z d, mr r .},x alternates at macro level(up to 3)
Background Information -energy etficienry, • lE tr<•.x , •� _ Lt .r.-. +y
-current development •Revise and refine preliminary attematives
Confirm specific buildings/ opmwt potential �,
ory parking,SF and current occupants Develop P Preferred option of the Conceptual mmod Municipal Faoirtms t k
•Inventory site location, ,f""•"- �r. '
�YSS 4;.
sttes to be included � �' �,1 a •:Master Planincludi�cost estimates to accommodate
r
in Property Assessment •Develop space needs questionnaire-review/approve ' 3 space needs In the civic core "s r
•Confirm - akx r •w"�
specific fumticns/ Distribute questionnaires to all identNed functions
x.-« ��1 1�$�•� Propose alternatives to define SF of minimal,moderate and
� yhc
key contacts to be ' extensive remodel,possible relocations,consolidations and i � &•r.
Inducted In Collect completed queatrornaires for review by RNlteam r, �' ',�
rteMews,tours g data 'Conduct user group interviews to expand on questionnaire i x £ f.j mansions,new construction,demolition or disposition(e.g.
collection information,and tour current spaces occupied "t sate of property)
Pa upied by users
Establish a project pan and Develop 20 year Capital plan for indicated properties,including
^' n '� '� ''��* upgrades needed for current local and national energy codes and
schedule,with tlelherables �''a'�'✓4 ,_i,�,. sustainable practices
Y �,r �a
ft
m
Present preferred option of the Conceptual Municipal Facilities V4 i
Master Plan to council
ADDITIONAL.SCOPE ' r fir'
•Detailed Property Assessment including full building '+t. •Financial Consulting providing services suchs as,performing
investigation: cash flow and Net Present Value analysis on costs associated t `"
Y
Code,ADA sourtural.roof etc. ` y <
with each development scenario considered,advise financing
-hidepol MEPsystemam
sysis , p r ",�� e se on nanc vii eb t.
r.. alternatives
•IT/AV/Security Assessment e°§• •IT/AV/Security recommendations and costs,other than an
•Civil , E allowance in base budget numbers o
Guaranteed Maximum Price (GMP) Proposal - 3
Base Scope of Services
Project Kick-Off
Prep for kick off meeting/visioning
Attend/Conduct kick off meeting/visioning
Data Collection
Coordinate Facility and Site Assessments
Create and Review Completed Questionnaires
Conduct Programming Interviews&Tours&Public Rollout
Site Analysis
Opportunity and Constraints Analysis
Prepare Preliminary Findings&Present to City
Program Development
Develop Space Needs Program incl Standards
Receive Review Comments/Revise Program
Alternatives Development
Develop Preliminary Alternatives
Review Property Dvlpmt Potential w/City(incl in trip below)
Conduct 1-day On-Site Workshop RNL $ 86,408
(Conduct Public Outreach at workshop above) Charles Cunniffee Architects $ 21,300 "
Refine Preferred Direction&Develop Schematics Design Workshop $ 8,250
Review Preliminary Cost Estimates REG $ 14,000
Review 20 year Capital Plan of Preferred Option Parametrix $ 3,000
Prepare Preliminary MP Draft
Present Recommendations to City Proposed Fee Phase 1 $ 132,958
IMHr Plan
Prep for Workshop
Conduct 1-Day Concept Design Workshop w/City
(Conduct Public Outreach at workshop above) RNL $ 43,848
Refine Concept Design Charles Cunniffee Architects $ 14,100 "
Develop Project Phasing Plan Design Workshop $ 2,400
Refine Construction Cost Estimates REG $ 8,400
Refine Land Use Analyses Parametrix $ 10,500
Finalize Master Plan Document
Present to City Council Proposed Fee Phase 2 $ 79,248
Total Program/Concept Fees $ 212,206
As the local architect CCA is proposing to be involved with most tasks and client meetings in order to help facilitate an
effective process.We have kept our fee lower due to our familiarity with many of the sites and in an interest to assist with
this important civic endeavor.
Estimated Reimbursables
billed as incurred
Printing-Miscellaneous $ 2,000
Mileage $ 1,030
Hotel $ 3,000
Per Diem-Food $ 2,400
Sub-Total Expenses $ 8,430
47
3 - Guaranteed Maximum Price (GMP) Proposal
Civil Engineering
Structural Engineering
Historic Consulting
AV/Technology
Real Estate Development Cost Analysis
Billing Categories: $/Hour
Principal 215
Project Manager 165
Senior Staff 165
Sustainability Director 155
Architectural Staff 135
Designer 100
Junior Staff 90
Principal Site Planner 250
Site Planner 110
Landscape Architect 100
Cost Estimator 125
Engineering Principal 160
Project Engineer 120
48