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HomeMy WebLinkAboutresolution.council.110-24RESOLUTION # 110 SERIES OF 2024 A RESOLUTION OF THE CITY OF ASPEN CITY COUNCIL APPROVING A 1 1 1 '• 1 1' 1• C STUDY FOR APCHA PROPERTIES AND AUTHORIZING THE CITY MANAGER TO EXECUTE SAID CONTRACT ON BEHALF OD THE CITY OF ASPEN, WHEREAS, in 20235 the City of Aspen City Council approved funding in the 2024 budget to hire a consultant to conduct a rental rate and affordability study for City -owned rental properties and, WHEREAS, the City advertised a Request for Proposal for interested parties to explore the affordability and appropriateness of rental rates within the entire APCHA rental system; and, WHEREAS, the selected company, Economic and Planning Systems, Inc. has robust experience in studying housing policy, conducting market analysis and working with the City of Aspen; and, WHEREAS, the specific funds amounts up to $100,000 and the contract costs are assigned as detailed in the scopes of work; and, WHEREAS, the project will be funded $55,000 from the City of Aspen Housing Development Fund, $20,000 from the Community Development Long- Range Planning Budget, and $25,000 from the 632 - APCHA Development Fund; and, WHEREAS, there has been submitted to the City Council a contract for a Rental Rate and Affordability Study between the City of Aspen and Economic and Planning Systems, 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, COLORADO0 That the City Council of the City of Aspen hereby approves the Contract for professional services between the City of Aspen and Economic and Planning Systems, 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 pen of As on the 24th day of September 2024. 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 on the 24th day of September 2024. Nicole Henning,1City Clerk Docusign Envelope ID: B9BB3860-OFA9-428E-9068-B7C1A5713882 Docusign Envelope ID: 75ADD397-BAOC-43EE-A982-OF6E94DOA01C ' OF ASPEl PROFESSIONAL SERVICES RM OF AG 1���► CITY OF ASPEN City of Aspen Contract No.: 2024-035 AGREEMENT made this 26t1' day of August, in the year 2024. BETWEEN the City: The City of Aspen c/o Sara Ott 427 Rio Grande Place Aspen, Colorado 81611 Phone: (970) 920-5079 And the Professional: Economic &Planning Systems, Inc. c/o Rachel Shindman 730 17�' Street, Suite 630 Denver, CO 80202 303-623-3557 rshindman(a,epsdenver.com For the Following Project: Contract Amount: Total: shall not exceed $100,000 by 10/31/2025 If this Agreement requires the City to pay an amount of money in excess of $100,000.00 it shall not be deemed valid until it has been approved by the City Council of the City of Aspen. City Council Approval: Date: 9/24/2024 Resolution No.: 2024-110 Rental Rate and Affordability Study for City of Aspen and APCHA Properties Exhibits appended and made a part of this Agreement: Exhibit A: Proposal including Scope of Worlc and Fee Schedule. The City and Professional agree as set forth below. Agreement Professional Services Page 0 Updated 5/2024 Docusign Envelope ID: B9BB3860-OFA9-428E-9068-B7C1A57138B2 Docusign Envelope ID: 75ADD397-BAOC-43EE-A982-OF6E94DOA01C 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 October 31, 2025. 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 rates for work performed by Professional shall not exceed those rates set forth at Exhibit A 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 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 Agreement Professional Services Page 1 Updated 5/2024 Docusign Envelope ID: B9BB3860-OFA9-428E-9068-B7C1A57138B2 Docusign Envelope ID: 75ADD397-BAOC-43EE-A982-OF6E94DOA01C 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, to the extent and for an amount represented by the degree or percentage 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 negligence pertaining to a wrongful act, willfirl omission, professional error or mfistake wrengil-arssion;eFFOr, rFE)feSSifflial rfO , mistake, „eg inepwe, 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 liabty, 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 related to consultant negligence in nneetion with, an 3 sue-h liability, elaims, er detBan. If it is determined by the final judgment of a court of competent jurisdiction that such injury, loss, or damage was caused in whole or in part by the act, omission, or other fault of the City, its officers, or its employees, the City shall reimburse the Professional for the portion of the judgment attributable to such act, omission, or other fault of the City, its officers, or employees. 9. Professional's Insurance. (a) Professional agrees to procure and maintain, at its own expense, a policy or policies of insurance sufficient to insure against all liability, claims, demands, and other• obligations assumed by the Professional pursuant to Section 8 above. Such insurance shall be in addition to any other insurance requirements imposed by this contract or by law. The Professional shall not be relieved of any liability, claims, demands, or other obligations assumed pursuant to Section 8 above by reason of its failure to procure or maintain insurance, or by reason of its failure to procure or maintain insurance in sufficient amounts, duration, or types. (b) Professional shall procure and maintain, and shall cause any subcontractor of the Professional to procure and maintain, the minimum insurance coverages listed below. Such coverages shall be procured and maintained with forms and insurance acceptable to the City. All coverages shall be continuously maintained to cover all liability, claims, demands, and ,Agreement Professional Services Page 2 Updated 5/2024 Docusign Envelope ID: B9BB3860-OFA9-428E-9068-B7C1A57138B2 Docusign Envelope ID: 75ADD397-BAOC-43EE-A982-OF6E94DOA01 C 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) Worker's Compensatio" 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 ONE MILLION DOLLARS ( 91,000,000.00) for each accident, ONE MILLION DOLLARS ($1,000,000.00) disease - policy limit, and ONE MILLION DOLLARS ($1,000,000.00) disease - each employee. Evidence of qualified self -insured status may be substituted for the Worker's Compensation requirements of this paragraph. (ii) Commercial General Liability insurance with minimum combined single limits of TWO MILLION DOLLARS ($2,000,000.00) each occurrence and THREE MILLION DOLLARS ($3,000,000.00) 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 include coverage for explosion, collapse, and underground hazards. The policy shall contain a severability of interests provision. (iii) Comprehensive Automobile Liability inszn�ance 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 TWO MILLION DOLLARS ($2, 000, 000.00) aggregate with respect to each Professional's company 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 D..&Passiafial h ---------1 -- ._ 1 •1 A . .. .. . a V .. - (iv) Professional Liability insurance with the minimum limits of ONE MILLION DOLLARS ($1,000,000) each claim and TWO MILLION DOLLARS ($2,000,000) aggregate. (c) The policy or policies required above shall be endorsed to include the City and the City's officers and employees as additional insureds. Every policy required above shall be primary insurance, and any insurance carried by the City, its officers or employees, or carried by or provided through any insurance pool of the City, shall be excess and not contributory insurance to that provided by Professional. No additional insured endorsement to the policy required above shall contain any exclusion for bodily injury or property damage arising from completed operations. The Professional shall be solely responsible for any deductible losses under any policy required above. (d) The certificate of insurance provided 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 Agreement Professional Services Page 3 Updated 5/2024 Docusign Envelope ID: 89BB3860-OFA9-428E-9068-B7C1A57138B2 Docusign Envelope ID: 75ADD397-BAOC-43EE-A982-OF6E94DOA01 C prior to commencement of the contract. No other form of certificate shall be used. The certifi- cate 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 $350,000.00 per person and $990,000 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 A ear ement. It is expressly agreed that this agreement contains the entire undertaking of the parties relevant to the subject matter thereof and there are no verbal or written representations, agreements, warranties or promises pertaining to the project matter thereof not expressly incorporated in this writing. 12. Notice. Any written notices as called for herein may be hand delivered 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 15.04.570, pertaining to non- discrimination in employment. Any business that enters into a contract for goods or services with the City of Aspen or any of its boards, agencies, or departments shall: (a) Implement an employment nondiscrimination policy prohibiting discrimination in hiring, discharging, promoting or demoting, matters of compensation, or any other Agreement Professional Services Page 4 Updated 5/2024 Docusign Envelope ID: B9BB3860-OFA9-428E-9068-B7C1A57138B2 Docusign Envelope ID: 75ADD397-BAOC-43EE-A982-OF6E94DOA01C employment -related decision or benefit on account of actual or perceived race, color, religion, national origin, gender, physical or mental disability, age, military status, sexual orientation, gender identity, gender expression, or marital or familial status. (b) Not discriminate in the performance of the contract on account of actual or perceived race, color, religion, national origin, gender, physical or mental disability, age, military status, sexual orientation, gender identity, gender expression, or marital or familial status. (c) Incorporate the foregoing provisions in all subcontracts hereunder. 14. Waiver. The waiver by the City of any term, covenant, or condition hereof shall not operate as a waiver of any subsequent breach of the same or any other term. No term, covenant, or condition of this Agreement can be waived except by the written consent of the City, and forbearance or indulgence by the City in any regard whatsoever shall not constitute a waiver of any term, covenant, or condition to be performed by Professional to which the same may apply and, until complete performance by Professional of said term, covenant or condition, the City shall be entitled to invoke any remedy available to it under this Agreement or by law despite any such forbearance or indulgence. 15. Execution of Agreement by City. This Agreement shall be binding upon all parties hereto and their respective heirs, executors, administrators, successors, and assigns. Notwithstanding anything to the contrary contained herein, this Agreement shall not be binding upon the City unless duly executed by the City Manager of the City of Aspen (or a duly authorized official in the City Manager's absence) and if above $100,000, following a Motion or Resolution of the Council of the City of Aspen authorizing the City Manager (or other duly authorized official in the City Manager's absence) to execute the same. 16. Ki ►d Conflic st. (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 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. Agreement Professional Services Page 5 Updated 5/2024 Docusign Envelope ID: B9BB3860-OFA9-428E-9068-B7C1A5713862 Docusign Envelope ID: 75ADD397-BAOC-43EE-A982-OF6E94DOA01 C (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: l . 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. Venue is agreed to be exclusively in the courts of Pitkin County, Colorado. 19. Electronic Signatures and Electronic Records This Agreement and any amendments hereto may be executed in several counterparts, each of which shall be deemed an original, and all of which together shall constitute one agreement binding on the Parties, notwithstanding the possible event that all Parties may not have signed the same counterpart. Furthermore, each Party consents to the use of electronic signatures by either Party. The Scope of Work, and any other documents requiring a signature hereunder, maybe signed electronically in the manner agreed to by the Parties. The Parties agree not to deny the legal effect or enforceability of the Agreement solely because it is in electronic form or because an electronic record was used in its formation. The Parties agree not to object to the admissibility of the Agreement in the form of an electronic record, or a paper copy of an electronic documents, or a paper copy of a document bearing an electronic signature, on the grounds that it is an electronic record or electronic signature or that it is not in its original form or is not an original. Agreement Professional Services Page 6 Updated 5/2024 Docusign Envelope ID: B9BB3860-OFA9-428E-9068-B7C1A57138B2 Docusign Envelope ID: 75ADD397-BAOC-43EE-A982-OF6E94DOA01 C 20. Successors and Assigns, This Agreement and all of the covenants hereof shall inure to the benefit of and be binding upon the City and the Professional respectively and their agents, representatives, employee, successors, assigns and legal representatives. Neither the City nor the Professional shall have the right to assign, transfer or sublet its interest or obligations hereunder without the written consent of the other party. 21. Third Parties. This Agreement does not and shall not be deemed or construed to confer upon or grant to any third party or parties, except to parties to whom Professional or City may assign this Agreement in accordance with the specific written permission, any right to claim damages or to bring any suit, action or other proceeding against either the City or Professional because of any breach hereof or because of any of the terms, covenants, agreements or conditions herein contained. 22. Attorneys Fees. In the event that legal action is necessary to enforce any of the provisions of this Agreement, the prevailing party shall be entitled to its costs and reasonable attorney's fees. 23. Waiver of Presum tion. This Agreement was negotiated and reviewed through the mutual efforts of the parties hereto and the parties agree that'no construction shall be made or presumption shall arise for or against either party based on any alleged unequal status of the parties in the negotiation, review or drafting of the Agreement. 24. Certification Regarding Debarment Suspension, Ineli ig bility, and Voluntary Exclusion. Professional certifies, by acceptance of this Agreement, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in any transaction with a Federal or State department or agency. It further certifies that prior to submitting its Bid that it did include this clause without modification in all lower tier transactions, solicitations, proposals, contracts and subcontracts. In the event that Professional or any lower tier participant was unable to certify to the statement, an explanation was attached to the Bid and was determined by the City to be satisfactory to the City. 25. Integration and Modification. This written Agreement along with all Contract Documents shall constitute the contract between the parties and supersedes or incorporates any prior written and oral agreements of the parties. In addition, Professional understands that no City official or employee, other than the Mayor and City Council acting as a body at a council meeting, has authority to enter into an Agreement or to modify the terms of the Agreement on behalf of the City. Any such Agreement or modification to this Agreement must be in writing and be executed by the parties hereto. 26. The Professional in performing the Services hereunder must comply with all applicable provisions of Colorado laws for persons with disability, including the provisions of §§24-85-101, et seq., C.R.S., and the Rules Establishing Technology Accessibility Standards, as established by the Office Of Information Technology pursuant to Section §2445- 103(2.5) and found at 8 CCR 150141. Services rendered hereunder that use information and communication technology, as the term is defined in Colorado law, including but not limited to websites, applications, software, videos, and electronic documents must also comply with the latest version of Level AA of the Web Content Accessibility Guidelines (WCAG), currently version 2.1. To confirm that the information and communication technology used, created, developed, or procured in connection with the Services hereunder meets these standards, Professional may be required to demonstrate Agreement Professional Services Page 7 Updated 5/2024 Docusign Envelope ID: B9BB3860-OFA9-428E-9068-67C1A57138B2 Docusign Envelope ID: 75ADD397-BAOC-43EE-A982-OF6E94DOA01C compliance. The Professional shall indemnify the CITY pursuant to the Indemnification section above in relation to the Professional's failure to comply with §§24-85-101, et seq., C.R.S., or the Technology Accessibility Standards for Individuals with a Disability as established by the Office of Information Technology pursuant to Section §24-85-103(2.5). 27. Additional Provisions. In addition to those provisions set forth herein and in the Contract Documents, the parties hereto agree as follows: [ ] No additional provisions are adopted. [X] See attached Exhibit A. 28. Authorized Representative. The undersigned representative of Professional, as an inducement to the City to execute this Agreement, represents that he/she is an authorized representative of Professional for the purposes of executing this Agreement and that he/she has full and complete authority to enter into this Agreement for the terms and conditions specified herein. IN WITNESS WI�REOF, the parties hereto have executed, or caused to be executed by their duly authorized officials, this Agreement of which shall be deemed an original on the date first written above. ;,E'EN, COLORADO: `an [Signature Sara G. Ott By: By: City Manager Title: Title: 9/26/2024 � 8:35:26 AM PDT Date: Date: By. Title: Date: ���ci as to form: ,�aw,cs I�, fiV1tit, 432FOA40A55C48D... City Attorneys Office PROFESSIONAL: �viak, srian Duffany Brian L. Duffany Principal 9/3/2024 � 10:16:30 AM MDT —DocuSipned by: �AIA. �I,UWtOU.�. Daniel R. Guimond Senior Principal 9/3/2024 � 9:30:51 AM PDT JPW-8/29/2024-M:\citylci tyatty\archlag 1-981.doc Agreement Professional Services Page 8 Updated 5/2024 Economic & Planning Systems, Inc. 243060- Updated Scope and Budget 8-23-24.docx 1 Scope of Work Task 1: Project kickoff and data collection EPS will host a phone/video kickoff meeting with City staff, APCHA, and other relevant parties. Following the kickoff meeting, we will work with staff to collect data available for this effort. The City has already outlined the data that is likely to be available. We understand that Home Trek data will provide a strong starting place for data for this study. If additional cleaning or effort is needed with the Home Trek data, EPS will look for staff support in that effort. In addition to the data collection, we will work with staff to establish key contacts at the City, APCHA, key properties, and others that may be necessary for additional data and follow-up. Budget: $3,730 Timeline: Approximately 3 months (including time for data follow-up; overlaps with Task 2.1) Outcome/Deliverable: • Kick off preparation and meeting • Follow up meetings for data collection • Datasets needed for analysis • Contacts for any additional data needs 2 Task 2: Property inventory and rental market analysis Task 2.1 – APCHA and City-owned property inventory Based on the data provided by staff, EPS will develop an inventory of APCHA and City-owned properties. This inventory will be able to be analyzed as a whole, or separately by program/ownership (e.g. 505 Fund units, City-owned APCHA units, other APCHA units), and is anticipated to include property type, size, affordability categories, unit mix, rental rates, and other relevant information as data allows. EPS may request support (staff time) to fill in missing data points as necessary. EPS will assemble a database of the properties so that we can perform analysis on the entire inventory or components of it, and easily make comparisons across property types and ownership. Budget: $7,360 Timeline: Approximately 3 months (overlaps with Task 1, Task 2.2) Outcome/Deliverable: • Excel database of APCHA and City-owned properties that will form the basis of analysis in later tasks • Budget assumes time needed for EPS to code and organize data • Trip 1: Following data collection, EPS will travel to Aspen to meet with staff and review initial analysis Task 2.2 – Renter profile analysis EPS will use qualification data from APCHA, plus secondary data on employment and wages, demographics, and housing market data to evaluate the “typical renter” and “typical owner” profile for Aspen. This will include job and occupation types, salaries, household sizes, and other factors that differentiate these groups. Budget: $10,720 Timeline: Approximately 3 months (overlaps with Task 2.1, Task 3.1, Task 3.2) Outcome/Deliverable: • “Typical renter” and “typical owner” profiles • Format and number of profiles will depend on the audience - can be a table comparing various household/employment types, half/full page profiles of select household types, or another format to best suit the communication needs of this finding Economic & Planning Systems 3 Task 3: Affordability analysis Task 3.1 – Current renter analysis This analysis will utilize data on current renter income and unit rents to determine how much current residents are spending on housing, and how that varies across APCHA categories. This will include basic statistics for the region to provide context on how the level of spending and cost burden in APCHA units compares to overall levels in the area. Budget: $8,260 Timeline: Approximately 3 months (overlaps with Task 2.2, Task 3.2) Outcome/Deliverable: • Spreadsheet and summary tables analyzing the affordability of current units (current rent levels and tenants) • Findings on overall affordability and any changes across unit types, income categories, or other factors that may emerge in the analysis Task 3.2 – Unit and category mix analysis Based on the analysis in Task 2 and Task 3.1, we will assess how well the current APCHA income categories and unit mix are meeting local housing needs. This will include analyzing whether current APCHA categories align with the incomes of likely renters, how percent of income spent on housing varies across and within categories (e.g. for households making the upper and lower incomes), and how household needs (e.g. unit size) are currently being met for each category. We will use tenant qualification data, wage and job data, and property and unit level rent data for this analysis. Budget: $12,920 Timeline: Approximately 4 months (overlaps with Task 3.1, Task 3.3) Outcome/Deliverable: • Synthesis of analysis in Tasks 2 and 3.2 • Adds analysis of how characteristics of units match resident and renter profile, in addition to affordability • Set of tables (and/or other graphics) summarizing the analysis • Meetings with client to review and discuss analysis • Slide deck or technical memo, which will become a portion of the final report 4 Task 3.3 – Policy considerations This task will build off previous analysis to address key policy questions, including: • How many income categories should APCHA have, and what should they be? • How much rent should be charged in each category? • Is there alignment between the inventory of units and need for housing in each category? • How should retirement assets and household size be considered in the qualification process? Where possible, EPS will compile peer community comparisons to provide context on how other agencies are managing these questions. EPS will present an initial evaluation of these questions and the related data, with preliminary recommendations. These are ultimately policy questions, however, which will require input from Staff and Board members. The analysis will provide a solid basis for considering policy changes. Budget: $15,100 Timeline: Approximately 4 months (overlaps with Task 3.2, Task 4.1, Task 4.2) Outcome/Deliverable: • Delineation of key policy considerations based on the findings of Tasks 2 and 3 • Meetings with City and APCHA to discuss findings from above tasks and implications for policy development • Slide deck summarizing findings • Trip 2: EPS will travel to Aspen to meeting with staff and review findings and considerations Economic & Planning Systems 5 Task 4: Financial impacts of rent structure changes Changes to the rent structure may increase or decrease the revenues that the City receives from its rental property portfolio. Rental income is used to help pay for managing the properties, including routine and capital maintenance. EPS will develop a high-level assessment of how the recommended rent structure will affect the portfolio income. The exact method will be determined through the course of the work, with preliminary work items outlined below (subject to change based on available data and recommendations). • Compare total portfolio rent under the recommended structure to the current structure, if possible. This may be challenging depending on how the rents are structured and if there are numerous case-by-case exceptions built into the recommendations. • Develop average per unit rent factors, current vs. proposed, and extrapolate to the entire City portfolio. • Estimate the portfolio revenue increases or decreases. • Discuss with the City how much revenue is needed to fund routine, capital maintenance, and reserves. Make rough estimates of any revenue that would need to be replaced due to a reduction in rental income. Budget: $4,820 Timeline: Approximately 2 months (overlaps with Task 3.2, Task 3.3, Task 4.2, Task 5.1) Outcome/Deliverable: • Summary tables • Meetings on analysis questions and presentation/discussion of results 6 Task 5: Recommendations and reports Task 5.1 – Draft recommendations Based on the analysis in previous tasks, EPS will draft recommendations for policy changes. Through a workshop session with staff (and other parties as desired), these will be refined into final recommendations. This may include a virtual work session with City Council and/or the APCHA Board. The analysis and data from the earlier tasks will be used to inform the initial policy recommendations and identify pros and cons of each. The goal is to enable policy makers to make decisions based on good objective information. Budget: $6,780 Timeline: Approximately 3 months (overlaps with Task 3.2, Task 3.3, Task 4.1, Task 4.2, Task 5.2) Outcome/Deliverable: • Staff workshop • Other workshops as needed • Final set of recommendations, developed after the work session(s) Economic & Planning Systems 7 Task 5.2 – Draft and Final Deliverables EPS will document the analysis and recommendations in a concise, easy-to- understand report. Analysis and findings for all tasks will be included, along with methodology and data sources used throughout the study. In addition to the report, EPS will provide a simplified dataset of key variables that the City and APCHA can use to update the analysis. Budget: $13,920 Timeline: Approximately 3 months (overlaps with Task 5.1, Task 5.3) Outcome/Deliverable: • Draft and final reports Task 5.3 – Presentations EPS will travel to Aspen to make a presentation of findings and recommendations to the APCHA Board. Budget: $11,020 Timeline: Timing TBD based on Council and Board calendars Outcome/Deliverable: • Packet materials preparation and review with Staff • Trip 3: EPS will travel to Aspen to make a presentation of study findings Additional Expenses Data: $500 Travel: $4,870 Three (3) in-person trips: project kick-off/data check-in, midpoint check-in, and final presentation 8 Budget EPS proposes to complete this work for a budget not to exceed $100,000, as shown below. The budget below shows the estimated level of effort across staff and tasks. EPS reserves the right to re-allocate hours across tasks and staff levels. The total budget will not be exceeded without prior authorization from the client. Economic & Planning Systems 9 Schedule We anticipate major scope components completed within 10 months of project start, with overall completion (accounting for deliverables and presentations) within approximately one year.