HomeMy WebLinkAboutresolution.council.117-17 RESOLUTION 4117
(Series of 2017)
A RESOLUTION APPROVING A CONTRACT BETWEEN THE CITY OF
ASPEN, COLORADO AND DESIGN WORKSHOP, SETTING FORTH THE
TERMS AND CONDITIONS OF DESIGN ASSISTANCE FOR THE ASPEN
MOBILITY LAB.
WHEREAS, the City of Aspen is committed to maintaining a high quality of life
for residents and a superior visitor experience, and
WHEREAS, quality of life and experience is greatly influenced by the way
community members and visitors move into, out of, and around Aspen, and
WHEREAS, Aspen's current mobility options are not competitive with the
personal automobile, which encourages the use of single-occupancy vehicles, and
WHEREAS, single occupancy vehicles lead to traffic, air quality and safety
concerns, and an overall reduced experience, and
WHEREAS, the City of Aspen aims to experiment with new mobility services
with the hope that new mobility options can compete with the personal
automobile, and
WHEREAS, the City of Aspen supports residents and visitors in choosing low
carbon transportation options, and
WHEREAS the City of Aspen seeks to test new modes of transportation during a
lab in the summer of 2018, and
WHEREAS to accommodate new modes of transit, the flow of traffic and parking
in downtown Aspen must be altered, and
WHEREAS these alterations to the downtown area will increase opportunities for
businesses and community vitality, and
WHEREAS design expertise is needed to properly design the downtown area and
neighboring parking lots
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF ASPEN, COLORADO:
Section 1
Amendment to the Professional Services Agreement
between the City of Aspen and Design Workshop approved by City Council on November 14,
2017, Resolution#166, Series 2016, amending the original contract with an additional statement
of work and the compensation associated with the additional work.
Statement of Work—Attached. Additional design services and consulting for the Aspen Mobility
Lab.
Compensation—$23,000
Invoicing
Invoices must be submitted to AP a cityofaspen.com and include the City's PO number on each
invoice. Failure to do so may result in significant delays in processing payment.
CITY OF AS. EN, OL RADO: DESIGN WORKSHOP:
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By: N By:Anna Layboum
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Title: Title: Principal,Design Workshop
Date: I Date: 08-18-2017
City Council Approval:
Date: August 28, 2017
Resolution No: 117, Series 2017
Design Workshop,Inc.
Landscape Architecture
Planning
Urban Design
August 17, 2017
Thru:Candice Olson
Mobility Lab Project Manager
And
Ashley Perl
120 East Main Street Climate Action Manager
Aspen,Colorado 81611 Department of Environmental Health and Sustainability
City of Aspen
970.925.8854 130 South Galena Street
Aspen, Colorado 81611
designworkshop.com (970)-429-1798
Re: Aspen Mobility Lab
Project Description
Based on the June 23,d Council Work Session,we understand the City of Aspen is moving
forward to coordinate the Aspen Mobility Lab,a bold experiment to increase mobility
options while decreasing reliance on the personal automobile. Design Workshop
understands our experience and skills in large-scale planning will assist the City in
coordination of this Lab.The scope of work to be performed by Design Workshop(DW)in
connection with this agreement is as follows:
Phase 1:Feasibility and Testing
The general objective phase 1A is to gauge the interest of funders to determine if the lab is
possible.
The specific tasks to be completed for Phase IA are as follows:
1. Project Startup and Phase 1A Project Management
a. Participation in a kick-off meeting with the City project management team and
consultant team to review/develop design and downtown mobility/vitality project
goals,schedule, roles and discuss how the opportunities that the city has identified
through partnerships could be translated into the mobility lab physical interventions. It
is anticipated the kick-off meeting will be organized by the City.
Deliverable: Meeting minutes summarizing items discussed.
b.Team coordination meetings between City project management team and the
consultant team(4 meetings at 1.5 hours each). Project management including internal
team project meetings,schedule management and progress reports.
Deliverable: Meeting minutes summarizing items discussed and action items.
2. Downtown Mobility Support and Vitality Enhancements Identification
Design Workshop will create an exhibit identifying the boundaries for areas possible for
"Downtown Mobility and Vitality Enhancements"for the mobility lab.The City project
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Design Workshop,Inc.
manager will supply Design Workshop with the parameters of the locations that have
been vetted through an evaluation of vehicular impacts,fire and ADA accessibility
considerations. Input from property owner/management stakeholders will inform this
effort in a later phase of the project.The area of Downtown anticipated for this
evaluation is defined by the boundaries of E. Hopkins Ave,S. Hunter St,S Monarch St
and E. Durant Ave.
Design Workshop's evaluation will be summarized in a list of most suitable locations to
support the mobility lab changes(bike racks, lockers and etc.)and will identify potential
conflict points based on our urban design expertise.
Design Workshop will evaluate each space and create a list of the type of ideas that a
space may be able to physically contain.The spaces will be categorized by:
a) Locations for"Ideas Competition'submissions to possibly take place
including introducing physical changes and/or introducing
events/activities/services
b) Locations for physical interventions' or temporary changes to be
undertaken by city departments, public entities or other partners.
Character imagery will be collected to provide visual support to express the ideas.The
intent of this list is to express to Ideas Competition participants the breath of possible
opportunities and also express the appropriateness of various ideas for different
locations. Design Workshop will host a meeting with key city staff,the Chamber of
Commerce,and other events/activities stakeholders to vet the locations, list of ideas,
imagery and add to the list of possible enhancements or mobility support infrastructure
needs.
Design Workshop will also create an exhibit to communicate the areas and ideas the
city or other partners intend to implement as part of the mobility lab that will not be
required to be an "Ideas Competition"submittal.This exhibit will be utilized in
communicating to the public where they will see changes(such as additions of bike
racks, Parks department introducing lawn games or the Chamber of Commerce
providing an outdoor speaker series event)that are part of the mobility lab
enhancements.
Deliverables:
• Downtown study area base map including identification of existing urban
design features that contribute to outdoor downtown vitality(seating, outdoor
dining,art, play features, etc.)
• Aerial map diagram for the Downtown Mobility Support&Vitality
Enhancement ideas introduction including identification of physical or
event/activities based locations(60%complete draft to be informed by
additional input at later phases).
• Site opportunities memo listing urban design opportunities and potential
conflict points(60%complete draft excluding vehicular circulation implications
to be determined by Transportation Engineers)
• Narrative list of ideas types appropriate for each space with character imagery
(60%complete draft)
• City/partner mobility lab downtown improvement areas map exhibit and
character imagery(60%complete draft excluding vehicular and pedestrian
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circulation implications to be determined by Transportation Engineers)
• One meeting with city staff and events stakeholders to review the proposed
"Ideas Competition" locations and character imagery.
• One round of revision to the map diagrams, narrative list of ideas,assigned
possible ideas per location,and character images(80%complete draft).
3. Intercept Lot and Buttermilk Lot Mobility Lab Enhancements
Design Workshop will conduct a meeting(2 hour)with Intercept Lot managers and key
stakeholders to gain an understanding of temporary physical changes or programmatic
changes that may be possible and identify a range of possible ideas to introduce in
support of the mobility lab. Design Workshop will create a map exhibit identifying the
locations to introduce these ideas and the physical changes necessary to support
additional activities.
Design Workshop will interview Buttermilk lot managers and Aspen Airport managers
and visitor services to understand opportunities that might be possible for mobility lab
support in this location.
All meeting invitations,scheduling and other organizational tasks will be the
responsibility of the City project manager.
Deliverables:
• Meeting with Intercept Lot key stakeholders(2 hours). Meeting notes.
• Aerial base map exhibits of the three individual sites.
• Map diagram of locations for changes to the Intercept Lot in support of the
mobility lab effort.
• Narrative description of the physical changes for the Intercept Lot needed to
support the mobility lab.
• Character imagery board describing the range of possibilities for changes to
the Intercept Lot as part of the Mobility.Lab.
• Interview with Buttermilk lot managers(2 hours)and conversation notes.
• Meeting with Aspen Airport managers and visitor services(2 hours)and
conversation notes
4. Ideas Competition Brief .
Design Workshop will write a brief for the'Ideas Competition' including the narrative
descriptions,competition requirements and criteria for selection. Design Workshop's
map exhibit of locations,character imagery,and list of the range of ideas for each
location will be included in this brief.
For the City's consideration, Design Workshop will prepare a memo suggesting best
practices for how to conduct the Ideas Competition and solicit responses from both
locals and outsiders that might best contribute to the competition. Recommendations
will include advertisement methods, process,financial awards or compensation, print,
web or other communication methods,and award jury member solicitation.One draft
copy will be submitted to the City for review and comment.The City will be responsible
for collecting all comments and distributing to Design Workshop for preparation of final
Ideas Competition solicitation.
Deliverables:
• Ideas Competition Brief(draft)
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• Ideas Competition practices and solicitation recommendations memo
including examination of alternative process examples and process
recommendations
Phase IB overall goal is to inform the final design and mobility options and downtown area.
Phase 16 scope,schedule and fee be determined before the completion of Phase 1A. We
anticipate Phase IB will include the following:
5. Downtown Vitality Metrics
Design Workshop will prepare a preliminary list of"downtown vitality enhancement"
metrics that could be utilized in measuring the pre and post mobility lab outcomes.
Design Workshop will facilitate a meeting with the project"Data Group'to review this
recommended list of metrics and gain feedback on the potential data collection
methods. Design Workshop will refine the list of metrics based on input from the
"Data Group"and provide it to the group so they may employ methods for baseline
data collection.
Deliverables:
• Draft downtown vitality enhancement metrics
• One meeting with the"Data Group'
• Refined metrics list
6. Downtown Mobility Support and Vitality Enhancements Identification Refinement.
The diagram mapping,character imagery and descriptions will be updated based on
information collected by the City including stakeholder engagement of property
owners/property management and others that would be interested or impacted by the
introduction of the"Downtown Mobility and Vitality Enhancements and transportation
evaluations.The City/partner mobility lab downtown improvement areas map exhibit
and character imagery will include an overlay of the transportation network circulation
information including pedestrian, bicycle,vehicular movements and parking.
Design Workshop will rely on transportation planning experts to provide proposed
street sections with dimensions and exhibits identifying pedestrian, bicyclist, and
vehicular circulation movements along with locations suitable for vehicular changes
such as one-way streets or the elimination of parking.
7. Mobility lab Concept Perspective Sketches
Design Workshop will develop stylized perspective sketches or sections to convey the
ideas that will be introduced as part of the mobility lab.These images are anticipated to
be used in communicating to the public the general concepts of the mobility lab, rather
than being site specific illustrations of the proposed changes.
Deliverables:Three(3)stylized perspective sketches or sections.
8. Ideas Competition Final Brief and Methodology
Based on the City's input regarding the draft scope developed in Phase IA, Design
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Workshop will revise the Ideas Competition scope and methodology. Final Ideas
Competition documentation will be provided to the City for distribution. .
Deliverable: Final Ideas Competition scope narrative, methods description and
supportive maps/imagery package created in a graphically appealing package utilizing
project branding.
9. Ideas Competition Selection
Design Workshop will assess responses to the'Ideas Competition' including compliance
to competition requirements/criteria and provide the City with a shortlist of finalists.
We anticipate reviewing up to 20 submissions.
Deliverable:Competition Scoring Matrix
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CONDITIONS AND EXCLUSIONS
Client shall provide the following information or services as required for performance of its
services. Design Workshop assumes no responsibility for the accuracy of such information
or services provided by Client,and shall not be liable for errors or omissions therein. Should
Design Workshop be required to provide services in obtaining or coordinating compilation
of this information,such services shall be billed as Additional Services.
In order to begin services,we will require the following information:
1. City-wide GIS data files.
2. Modifications of vehicular circulation or parking recommendations(for Phase 1B)
3. Public engagement including business owner/manager coordination (for Phase 1B)
SCHEDULE
Design Workshop is prepared to begin services immediately upon receipt of a retainer and a
signed copy of this proposal from an authorized owner's representative. At this time, the
following generalized schedule is anticipated:
Phase SA:September 1—October 1, 2017
Phase 16:October 1't—December 3111,2017
Phase 2: Final Design and Selection:January 1-March 1,"2018
Phase 3: Implementation and Measurement: March 1-July 1,2018
PROJ ECT TEAM
Design Workshop typically organizes projects in a team format with key responsibilities
divided between the Principal-in-Charge and Project Manager.The key team members for
your project are listed below:
Principal-in-Charge—Anna Laybourn will serve as Principal-in-Charge of the project and will
have primary responsibility for the overall content and quality of the services performed by
Design Workshop and will also be responsible for leading the planning and design efforts
associated with the work,as well as, regular communication and coordination with all
members of the consultant team.
Project Manager—Darla Callaway will serve as the Project Manager for the project. Her
responsibilities will include the coordination of Design Workshop's in-house design team.
Project Adviser-Mike Albert will serve as a Project Adviser regarding best practices and
recommendations for the Ideas Competition methods.
Additional Design Workshop team members will provide graphic design, GIS mapping,and
administrative services.
FEES AND EXPENSES
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Design Workshop,Inc.
1. BASIC SERVICES.Compensation to Design Workshop for the services described
herein and in accordance with the conditions of this agreement shall be as follow:
Phase 1A will be a lump sum fee. If the actual scope of the project is increased,the
fees will be adjusted accordingly.
Project Startup and Phase 1A Project Management $4,800
(4 meetings total)
Downtown Mobility Support and Vitality Enhancements $9,000
Intercept& Buttermilk Lots Mobility Lab Enhancements $2,700
Ideas Competition Brief(draft) $6,500
Total Professional Fees(labor only) $23,000
Phase 1B fee will be assessed and authorized before the October 1 schedule
initiation.
2. REIMBURSABLE EXPENSES. Reimbursable Expenses are in addition to compensation
for Basic Services. Reimbursable expenses incurred by Design Workshop and
consultants directly related to the project such as, but not limited to,travel,
telephone charges,video conference charges, and printing expenses shall be billed
at Design Workshop's cost plus fifteen percent(15%).
3. ADDITIONAL SERVICES.Services in addition to those described above are to be
compensated on a Time and Materials basis per Design Workshop's current
published rate schedule.Additional services will include(but are not limited to)
redesign of previously approved work, major revisions to program and/or
expansion of scope of services.Whenever practical, changes, additions,or
modifications to the scope of.services shall be authorized by written change
request;however,the absence of such a written change order shall not act as a bar
to payment of fees due Design Workshop, provided the change was in fact
approved and ordered by the Client.
PAYMENT TERMS
4. This is a lump sum contract and will be billed monthly as a percentage completed
for each phase of the work.
5. Invoices will be mailed from Design Workshop's office by the 10th of each month.
Invoices are payable within 30 days of the date of billing. Invoicing shall be specific
to each major task and will describe the completed portion of the services.
6. Extensive itemized breakdowns of hourly activities or provision of detailed backup
for reimbursed expenses for accounting purposes are not a normal procedure;
however,at the Client's request, Design Workshop will provide this service at an
hourly rate of$65 (sixty-five dollars) per hour.
ACCEPTANCE
7. This Agreement is entered into between Design Workshop, Inc.and City of Aspen,
owner or reputed owner of the property to be benefited by Design Workshop's
services.
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8. If this contract meets with your approval, please sign below and return one(1)copy
for our file.
9. If this agreement is not accepted within two(2) months from the date of receipt,
the offer to perform the described services may be withdrawn and Design
Workshop may renegotiate this proposal.
10. The Client agrees that they have read and understood the Contract Provisions
attached hereto and incorporated herein by reference.
DESIGN WORKSHOP,INC.
By: Date:8-20-e017 -
Title: Principal.Design Workshop Inc
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