HomeMy WebLinkAboutresolution.council.051-99
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RESOLUTION NO. 5/
(SERIES OF 1999)
A RESOLUTION GRANTING THE ARCHITECTURAL SERVICES AGREEMENT TO
THEODORE K. GUY AND ASSOCIATES, P.C., FOR THE CITY'S TRUSCOTT
REDEVELOPMENT, AND AUTHORIZING THE CITY MANAGER TO EXECUTE SAID
CONTRACT ON BEHALF OF THE CITY OF ASPEN
WHEREAS, there has been submitted to the City Council a contract between the City
of Aspen, Colorado and Theodore K. Guy and Associates, P.e., a copy of which contract is
annexed hereto and part thereof.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF ASPEN, COLORADO.
Section One
That the City Council of the City of Aspen hereby approves that the contract between
the City of Aspen, Colorado, and Theodore K. Guy and Associates, P.C., regarding the
conceptual architectural work for the housing portion, a copy of which is annexed hereto and
incorporated herein, and does hereby authorize the City Manager to execute said contract on
behalf of the City of Aspen.
Dated: if'~
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,1999.
I, Kathryn Koch, duly appointed and acting City Clerk do certify that the foregoing is a true
and accurate copy of that resolution adopted by the ity Council of the City of Aspen,
Colorado, at a meeting hel ;., 1999.
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Kathryn S. ~, CityClerk
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The C lty of A .pen
AGREEMENT FOR PROFESSIONAL ARCIDTECTURAL SERVICES
This Agreement made and entered on the date hereinafter stated, between the CITY OF
ASPEN, Colorado, ("City") and Theodore K. Guv and Associates. P.C.. Box 1640.23280 Two Rivers
Road. Basalt. Colorado 81621 ("Architect").
For and in consideration of the mutual covenants contained herein, the parties agree as follows:
1. Scope of Services. Architect shall perform in a competent and professional manner the
Scope of Services as set forth at Exhibit "A" attached hereto and by this reference incorporated herein.
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2. Completion. Architect 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.
Upon request of the City. Architect shall submit. for the City's approval. a schedule for the
performance of Architect'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
Architect.
3. Payment. In consideration of the work performed, City shall pay Architect Seventv
Thousand Five Hundred ($70.500) plus reimbursable expenses in the event that all Phases are
performed as requested by City. The City shall have the option of asking Architect to perform any
number of Phases of the Project. Payment shall be based upon the Fee Proposal, for phases performed.
The City shall notify Architect of phases it wishes to have performed via formal written Notices to
Proceed. Fees including any additional services or reimbursable expenses will be paid on percent
complete on a monthly basis.
4. Contract Documents. The following documents are agreed to constitute the Contract
Documents. In the event that any provision of one Contract Document conflicts with the provisions of
another, the provision in the Contract Document listed first below shall govern, except as otherwise
specifically stated:
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a.
b.
c.
Agreement
Request for Proposals & Scope of Services
Proposal/Cost estimate and attachments, including all written
representations of Architect
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d.
e.
f.
Instructions to Proposers
Supplemental Conditions, if any
City's Standard Terms and Conditions for Professional Architectural Services.
5. Compliance With Procurement Code. The Architect acknowledges that this Agreement
is entered into subject to the requirements of the City of Aspen Procurement Code, Title 4, of the
Aspen Municipal Code. As such, the Architect agrees to comply with all requirements of said
Procurement Code, and such requirements are incorporated herein by this reference (copies of the code
are available upon request to the City for a nominal charge). Architect shall immediately notify the
City Manager in writing of any violation of said Code by the City's employees or agents, which
violation(s) shall be considered a breach of this Agreement. Further, failure to notify the City of any
violation of the Procurement Code shall be deemed as a waiver of any action or defense that the
Architect may have against the City by reason of such violation of the Procurement Code.
6. Non-Asshmability. Both parties recognize that this contract is one for specific 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 Architect of any of the responsibilities or
obligations under this agreement. Architect shall be and remain solely responsible to the City for the
negligent acts, errors, and omissions of any of his consultants, agents and employees, each of whom
shall, for this purpose be deemed to be an agent or employee of the Architect to the extent of the
subcontract. The City shall not be obligated to payor be liable for payment of any sums due which
may be due to any sub-contractor.
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7. Termination for Default or for Convenience of City.
a. Termination by City. The performance of services under this Agreement may be
terminated by the City:
1.
Whenever the Architect shall default in performance of this Agreement in
accordance with its terms, and fails to cure or show cause why such failure to
perform should be excused within ten (10) days (or longer as the City may allow
or shorter, but not less than three (3) days, for failure to provide proof of
insurance or maintenance of any dangerous condition) after hand-delivery or
mailing to the Architect of a notice specifying the default. If mailed, said notice
shall be sent by certified mail, return receipt requested, to the address specified
herein for Architect.
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The Architect shall not be in default be reasons of any failure in performance of
this Agreement in accordance with its terms if such failure arises out of causes
beyond the control and without the fault or negligence of the Architect. Such
causes may include, but are not restricted to, acts of God, natural disasters,
strikes, or freight embargoes, but in every case the failure to perform must be
beyond the control of the Architect. Upon request of the Architect, the City shall
ascertain the facts and failure, and, if the City shall determine that any failure to
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perform constituted a valid commercial excuse, the performance shall be revised
accordingly and notice of default withdrawn; or
2.
Whenever for any reason and in its sole discretion the City shall determine that
such termination is in its best interest and convenient.
b.
Notice of Termination. In the event of termination for the convenience of the City, the
City shall deliver to the Architect a written notice of termination, specifying the reasons
therefor, and the effective date of such termination. The effective date shall not be
earlier than the date of hand-delivery or the date of mailing of the notice, plus three (3)
business days. The notice of termination shall be sent regular first-class mail to the
address of the Architect herein provided. The Architect or the City may terminate 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 Architect shall become the
property of the City. Notwithstanding the above, Architect shall not be relieved of any
liability to the City for darnages sustained by the City by virtue of any breach of this
Agreement by the Architect, and the City may withhold any payments to the Architect
for the purposes of set-off until such time as the exact amount of such damages due the
City from the Architect may be determined.
c. Termination Procedure. After the effective date of the notice of termination for default
or for the convenience of the City, unless otherwise directed by the City, the Architect
shall:
1. Stop work under the Agreement on the date specified in the notice of
termination.
2. Place no further orders for materials, services or facilities.
3. Terminate all orders and subcontractors to the extent that they relate to the
performance of work terminated by the notice of termination.
4. With the approval or ratification of the City, settle all outstanding liabilities and
all claims arising out of such termination on orders or reimbursable in whole or
in part in accordance with this Agreement.
d.
Termination Payment. After the effective date of a notice of termination for the
convenience of the City, the Architect shall submit to the City his termination claim in
the form of a final invoice in accordance with the provisions in Section 3 hereinabove,
including costs incurred and profit to the date of termination (but not for future profit,
which shall not be paid), and costs incurred because of termination, which termination
costs shall not exceed 10% of the total amount of proposal; provided, however, that in
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the event of default by the Architect, no extra costs incurred because of termination
shall be paid to the Architect and any costs paid shall not be a waiver of any claim,
counterclaim or setoff by the City against the Architect on account of any default. Such
claim must be submitted promptly, but in no event later than thirty (30) days from the
effective date of termination, unless one or more extensions are granted in writing by
the City. Upon the Architect's failure to submit a claim in the time allowed, the City
may review the information available to it and determine the amount due the Architect,
if any, and pay the Architect the amount as determined.
e.
Termination Settlement. Subject to Paragraph S.d, the Architect and City may negotiate
the whole or any part of the amount or amounts to be paid, upon termination for default
or the convenience of the City.
f.
Remedies. The Architect shall have the right of appeal from any determination made by
the City under this termination section; except that if the Architect has failed to submit
his claim within the time provided in Paragraph 5.d, above, and has failed to properly
request an extension, he shall have no right of appeal. In any case where the City has
made a determination of the amount due under Paragraph S.d. or 5.e., above, the City
shall pay the Architect: (1) the amount the City has determined if there is no right of
appeal or if timely appeal has been taken, or (2) the amount finally determined on such
appeal if an appeal has been taken.
g.
Method of Appeal. If the Architect disagrees with the City's determination under
Paragraphs S.d. or 5.e., he can appeal this decision in writing to the City. Such appeal
must be made in writing within twenty (20) days of receipt in writing of the City's
determination. The City shall have twenty (20) days in which to respond in writing to
the appeal. The City's response shall be final and conclusive unless within thirty (30)
days from the date of receipt of such response the Architect submits the dispute to a
court of competent jurisdiction.
8. Covenant Against Contingent Fees. The Architect warrants that s/he has not employed or
retained any company or person, other than a bona fide employee working for the Architect, to solicit
or secure this contract, that s/he has not paid or agreed to pay any company or person, other than a bona
fide employee, any fee, commission, percentage, brokerage fee, gifts or any other consideration
contingent upon or resulting from the award or making of this contract. For a breach or violation of
this contract without liability, or in its discretion to deduct from the contract price or consideration, or
otherwise recover, the full amount of such fee, commission, percentage, brokerage fee, gift or
contingent fee.
9. 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. Architect 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
Architect 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
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work are under the sole control of Architect. 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 Architect. Architect shall be solely and
entirely responsible for its acts and for the acts of Architect's agents, employees, servants and
subcontractors during the performance of this contract. Architect 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 Architect and/or Architect's employees engaged in the
performance of the services agreed to herein. ARCHITECT, AS AN INDEPENDENT
CONTRACTOR, SHALL NOT BE ENTITLED TO WORKERS' COMPENSATION
BENEFITS AND SHALL BE OBLIGATED TO PAY FEDERAL AND STATE INCOME TAX
ON ANY MONIES EARNED PURSUANT TO THIS AGREEMENT.
10. Indemnification. Architect agrees to indemnify and hold hannless 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 claims arising from bodily injury, personal injury,
sickness, disease, death, property loss or damage, which arise out of the Architect's performance of
services under this agreement, to the extent such injury, loss, or damage is caused by the negligent act
or ommission of the architect.
11. Architect's Insurance. (a) Architect 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 Architect pursuant to Section 8 above in amounts and aggregates as stated
below. Such insurance shall be in addition to any other insurance requirements imposed by this
contract or by law. The Architect shall not be relieved of any liability, claims, demands, or other
obligations assumed pursuant to Section 6 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) Architect shall procure and maintain, and shall cause any subcontractor of the Architect 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
Architect 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) Workmen's 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 no less than the state of Colorado statutory
minimums. Evidence of qualified self-insured status may be substituted for the Workmen's
Compensation requirements of this paragraph.
(ii) Commercial General Liability insurance with minimum combined single limits
of ONE MILLION ($1,000,000.00) each occurrence and TWO MULION DOlLARS
($2,000,000.00) aggregate. The policy shall be applicable to all premises and operations. The
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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 FIVE HUNDRED THOUSAND
DOLLARS ($500,000.00) each occurrence and FIVE HUNDRED THOUSAND DOLLARS
($500,000.00) aggregate with respect to each Architect'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 interest provision. If the Architect has no owned automobiles, the requirements
of this Section shall be met by each employee of the Architect providing services to the City
under this contract.
(iv) Architect Liability insurance with the minimum limits of FIVE HUNDRED
THOUSAND DOLLARS ($500,000) each claim and FIVE HUNDRED THOUSAND
DOLLARS ($500,000) aggregate.
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(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 Architect. No additional insured endorsement to the policy required above shall contain any
exclusion for bodily injury or property damage arising from completed operations. The Architect shall
be solely responsible for any deductible losses under any policy required above.
(d) The certificate of insurance provided by the City shall be completed by the Architect'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 Architect 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 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 Architect to City upon demand, or City
may offset the cost of the premiums against monies due to Architect from City.
(f) City reserves the right to request and receive a certified copy of any policy and any
endorsement thereto.
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1"'"", (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 protection 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.
12. Citv'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
Property/Casualty Pool. Copies of the CIRSA policies and manual are kept at the City of Aspen
Finance Department and are available to Architect for inspection during normal business hours. City
makes no representations whatsoever with respect to specific coverages offered by CIRSA. City shall
provide Architect reasonable notice of any changes in its membership or participation in CIRSA.
13. Exemption From Sales and Use Taxes. AIl purchases of construction, building or other
materials for any agreement shall not include Federal Excise Taxes or Colorado State or local sales or
use taxes. City is exempt from such taxes under applicable federal, state and local laws. Owner's State
of Colorado tax identification number is 98-04557. City's Federal Tax Identification Number is 84-
6000563.
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14. Ownershil? of Design Materials and Documents.
a.
The copies or other tangible embodiments of all design materials, whether or not such
materials are subject to intellectual property protection, including but not limited to
documents, shop drawings, computer programs developed for the Project or if such
programs are not the property of Architect or Subcontractor, data, plans, drawings,
sketches, illustrations, specifications, descriptions, models, as-built documents, and any
other documents developed, prepared, furnished, delivered or required to be delivered
by the Architect or Subcontractor to City under the Contract Documents (collectively
"Design Materials") shall be and remain the property of the City whether or not the
Project is commei1ced or completed; provided, however, that City makes payment for
the documents in accordance with this Agreement. During the term of the Agreement,
the Architect shall be responsible for any loss or damage to the Design Materials, while
the Materials are in the possession of the Architect or any of its Subcontractors, and any
such Design Materials lost or damaged shall be replaced or restored at the Architect's
expense. The intellectual property rights, if any, to the contents of or concepts
embodied in the Design Materials shall belong to the Architect or its Design
Subcontractors in accordance with their contractual relationship and may be copyrighted
by them in the United States or in any other country, or be subject to any other
intellectual property protection.
b.
As to those Design Materials subject to copyright or as to which patent or trademark, or
any other form of intellectual property protection has been, is or will be obtained, the
Architect grants to City as of the date that the Design Materials are delivered or required
to be delivered to the City, a world-wide, paid-up, nonexclusive, nontransferable (except
as provided) license for the term of intellectual property protection, for the City to use,
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reproduce and have reproduced, display and allow others to display and to publish and
allow others to publish, in any manner, at any time and as often as it desires, with or
without compensation to the Architect or any third party subject to the following
restrictions: (a) All copyright and other intellectual proprietary rights in or relating to
any of the Design Materials, shall remain the property of the Architect or Design
Subcontractor whether or not the Project is constructed. It is understood that, except as
provided in this paragraph, the Architect and Design Subcontractor shall have the right
to use any detail, part, concept or system(s) shown on, specified in, or inferable from the
Design Materials on any other project and to retain copies for the Architect's or Design
Subcontractor's future use; (b) City shall not, without prior written consent of the
Architect or Design Subcontractor use Design Materials or documents, in whole or in
part, for the construction of any other project. If, however, City agrees to indemnify the
owner of the intellectual property rights against liability arising from the misuse or
incorrect use of Design Materials by City, City shall be entitled to, at no additional cost
to the City, use such materials and documents for additions, improvements, changes or
alterations to the Project after completion. If Architect is in default under this Contract
and the Contract is terminated, City shall be entitled to use the Design Materials for
completion of the Project by others without additional compensation, or a release,
indemnification or other action by City; (c) Any reproduction of the Design Materials or
part of them shall be faithful and accurate to the original and of good quality; (d) City
shall not remove or alter, and shall reproduce and prominently display on all copies
made by City, the copyright notice and other proprietary legends appearing on the
Design Materials when delivered to City. The restrictions set forth in (c) and (d) above
shall be imposed by City on any third party to whom the City allows to display or
publish the Design Materials.
c.
It is understood that City considers the Project's aggregate architectural expression (that
is, the overall combination of the Project's visually apparent design features) and any
distinctive individual features, to be unique and of commercial value, and the Architect
and its Design Subcontractors agree not to design or build, or allow other third parties
the use of the Design Materials to design or build another structure(s) having a
substantially similar architectural expression so that an average person would relate the
structure(s) to the Project. Architect and its Design Subcontractors shall, however, be
free to use individual features from the Project or combinations of features in other
projects, so long as the Architect complies with the first sentence of this paragraph.
Architect shall include this provision in its contracts with its Design subcontractors and
provide copies of these agreements to City.
d.
As of the conclusion of the Project, or in the event of termination of the Agreement,
Architect shall turn over to City any of the Design Materials referred to in above which
have not yet been submitted to City. Architect shall submit the Design Materials to City
within ten days of the conclusion of the project, or date of termination. In the event of
the failure by Architect to make such delivery as provided above, Architect shall pay
City any damages City may sustain from the failure.
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15. Annual Appropriations. If the Agreement awarded as a result of a bid or request for
proposals extends beyond the calendar year, nothing herein shall be construed as an obligation by the
City beyond any amounts that may be, from time to time, appropriated by the City on an annual basis.
It is understood that payment under any agreement is conditional upon annual appropriation of funds
by said governing body and that before providing services or materials for which funds have not been
appropriated.
16. 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.
17. Notice. Any written notices as called for herein may be hand delivered to the respective
persons and/or addresses listed below or mailed by certified mail return receipt requested, to:
City:
City Manager
City of Aspen
130 South Galena Street
Aspen, Colorado 81611
Architect:
Theodore K. Guv, President
Theodore K. Guv Associates P.C.
Box 1640
Basalt, Colorado 81621
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18. Non-Discrimination: penaltv. 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. Architect agrees to meet all of the requirements of City's municipal code, Section 13-98,
pertaining to non-discrimination in employment.
19. 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 Architect to which the same may apply and, until complete
performance by Architect 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.
20. Execution of Agreement bv 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 or 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 City
Manager or Mayor (or duly authorized official in his absence) to execute the same.
21. General Terms.
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(a) It is agreed that neither this agreement nor any of its terms, provlSlons,
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.
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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 hereinafter written.
Dated:
ATTESTED BY:
CITY OF ASPEN, COLORADO:
By:
ARCHITECT:
Theodore K. Guv Assoc. P.C.
WITNESSE
By:
APPROVED AS TO FORM BY:
REVIEWED BY:
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Cl orne
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Project Manager
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SCOPE OF WORK:
Truscott Redevelopment Affordable Housing Project
I. Introduction
Truscott Place is currently home to the City's golf course and a 98 unit affordable housing project. The City
is pursuing a redevelopment which will include a new golf pro shop, a tennis facility on the site of the Plum
Tree fields and a significant increase in the number of affordable housing units. The City has recently hired
dhm, inc. to lead the design team in creating a conceptual plan for the entire area. The Golf Department has
also selected Charles Cuniffe Associates as the architect for the pro shop facility. The Housing Office needs
to quickly select and involve an architect for the housing component of the redevelopment.
IL Program
Currently, the Housing Authority manages 98 rental units in three separate buildings at Truscott. The old
Red Roof Inn contains fifty studio units, while the two other buildings contain 48 one and two bedroom
units. The west end of the Old Red RoofInn also houses the Golf Department Offices, the Housing
maintenance shop, a space for Junior Golf and a restaurant. The Housing Authority has created
programmatic drawings for the site that show between 80 and 130 new units. These schemes are attached.
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Scenarios two and three show that either all or a portion of the old Red Roof building may be demolished.
All new structures may include structural underground parking. Since structural parking may be a
significant part of this project, the successful bidder will have a structural engineer available to provide cost
estimating for underground parking construction. While a specific mix of units has not been set, the
Housing Office expects that 40-60% of the units will be one bedrooms and that the remaining units will be
either studios or two bedrooms. A small number of three bedrooms may also be included. All of these units
will be rentals.
IU. ScopeofVVork
The City's Parks and Golf Departments and the City/County Housing Office are moving forward with a
joint planning process with the goal of obtaining conceptual approval from the City Planning and Zoning
Commission and the City Council as soon as possible. At this time, the City has not set a final program for
the site. Therefore, the process of obtaining a conceptual approval will have two steps.
SteD 1:
In the first step, dhm will lead the team in developing two program alternatives. The architect will be
responsible for working with the Housing Authority to develop two alternative unit mixes and layouts that
will maximize the density on the site while still retaining livability. Prom this the architect will provide
sufficient detail including building massing, and elevations so that dhm, inc. can incorporate the
alternatives into its designs. Architect products might include floor plans at 1110" scale, elevations at 1/10"
scale and cost estimates for construction.
These two alternatives will be presenled to a neighborhood meeting at which we will solicit feedback from
current Truscott residents and neighbors of the project. Following that meeting, we will present the two
alternatives to a joint City Council! Planning & Zoning Corrunission meeting. At that meeting one of the
alternatives will be selected. The architect will only be asked to attend the joint City Council! Planning &
Zoning Commission meeting.
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Step 2:
The second step will begin after Council selects an alternative to enter into the conceptual land use process.
The architect will work with dhm to supply a sufficient level of detail for a conceptual application. This
will involve refining one of the alternatives based on feedback from the corrununity, P&Z and Council.
Architect products might include floor plans at 1/8" scale, elevations at 1/8" scale, a schematic model, and
cost estimates for construction.
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After submittal, the architect may need to respond to questions from City staff who are reviewing the
project. The architect will also be required to attend Planning & Zoning and City Council meetings during
the conceptual review process. This means at least two and possibly four or more meetings.
After conceptual approval:
Following conceptual approval, a new contract will be negotiated with the architect for design development
drawings and final approval, construction drawings, participation in the bidding and negotiation phase and
construction administration. These phases will involve the following work:
Design Development Phase:
The architect will develop more detailed floor plans for the units, preliminary foundation and structural
details, plumbing, electrical and HV AC systems, exterior materials, storage and other detailed elements of
the project so that it can be presented for Final Approval to the Planning and Zoning Commission and City
Council. The architect will develop a preliminary construction schedule and an itemized total Project
Budget, including an general conditions, professional fees, overhead, and profit. This budget estimate must
be within 15 percent of the teams schematic design estimate. The architect will prepare all drawings
required for an application for final land use approval. The architect will make adjustments to these
drawings as required to obtain approval from the Planning & Zoning Commission and City Council.
Construction Document Phase:
The architect will develop construction drawings and specifications in sufficient detail to obtain building
pennits and prepare a final construction budget, update the schedule. The architect will also coordinate all
utility service, and will procure all soils engineering, concrete testing, surveyor, etc., to construct the
project. The architect will also be expected to participate in value engineering.
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Bidding and Negotiation Phase:
The architect win work with the Housing Office project manager to select the general contractor for
construction of the project. The architect win not be responsible for managing the contractor, but will work
as teammates under the direction of the Housing Office project manager. Following selection of the general
contractor, the architect will be involved in the subcontractor bidding process to assure that all efforts are
being made to obtain prices that will not exceed the project budget and that the selected construction
subcontractors win be able to perform the work to the highest quality standards.
Construction Phase:
The architect will follow all construction work to assure that project timelines and budgets are met and that
high quality is being achieved. The architect will assist the Contractor in interpreting the construction
drawings. All change orders will be examined for cost and timeline implications by the architect before
being approved by APCHA. The architect will also assist in managing the construction contract close-out
and punchlist.
IV. Selection Process
The APCHA has conducted a Request for Qualifications from which three architectural firms were selected
as finalists. These three firms are being invited to prepare a proposal for review by the Housing Office
review committee. The finalists shall submit five copies of the their proposal. The proposal should include
the following information:
1. Letter of intent.
2. A description of the team's approach to the design challenges posed by the site.
3. Description of work products.
4. Information on any additional consultants.
5. A proposed budget for conceptual design services only.
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AIl proposal shall be sent, and any and all questions or comments directed to the APCHA as foIlows;
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Lee Novak, Project Manager
AspenlPitkin County Housing Authority
530 East Main Street, Lower Level
Aspen, CO 81611
Phone: 920-5137
Fax; 920-5580
AIl proposals must by received by the APCHA, at the above address, no later than 5:00 p.m., March 24,
1999. Interviews wiIl be held on the morning of March 29, 1999.
Upon request of and at the direction of the APCHA, proposers may be required to supply additional
information, or make additional or supplemental submissions under secondary selection criteria, if any are
deemed necessary by the selection committee.
During the selection process, all proposals shaIl remain confidential. The entire selection process
(procurement) file shall be opened to the public (which includes all proposers) after an agreement is
approved by the APCHA, except those items for which confidentiality has been requested in writing by the
proposers and the APCHA' s attorney has reviewed and determined to be properly confidential under the
State Open Records Act and other relevant statutes and regulations.
The APCHA will endeavor to finalize a contract by April 15, 1999.
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Evaluation Criteria and Weighing;
Selection of the proposers will be based equally on their proposals and their performance in the interview.
Proposals will be evaluated upon the foIlowing criteria and their relative importance (or as the same may be
amended or supplemented by published secondary selection criteria, if any):
1. Professional quality, comprehensiveness, and responsiveness of the proposal to the requirements of the
scope of work. (10 %)
2. Experience, qualifications, ability, approach to problem-solving of team members. (25 %)
3. Quality, substance and desirability of the teams approach to the project's design issues. (40 %)
4. Proposed Compensation for services. (15 %)
5. Financial responsibility of proposer (including response of references). (10 %)
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MAY-13-1999 1219:48 THEODORE K GUY ASSOC
I ..........:oaFlE K llIIUY ASSOCIATlEliI PC
ARCHITECT"ANID BTIIUCTURAI.. eNGINEERS
971219274813 P.12I2
May 13,1999
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Lee Novak
Project Manager
Housing Office
City of Aspen/Pitkin County
530 East Main Street, Lower Level
Aspen, Colorado 81611
Re: Truscott Redevelopment
Dear Lee;
We wish to confirm our calculations on the fee for Steps One and Two of the Truscott
Redevelopment as defined in your memo dated March 1 2, 1999. We will provide the services
described within the RFP for the fee of $70,500 plus reimbursable expenses such as
reproduction, postage, long distance communications and travel outside the Roaring Fork Valley.
Included in the fee is the conceptual and schematic design work needed to prepare two
redevelopment concepts which maximize density and manage parking requirements while
maintaining livability. Each concept will be in sufficient detail to produce 1/10 scale plans
clOd elevations and character sketches. We will prOVide cost estimates, attend a maximum of
two neighborhood meetings and a maximum of three joint meetings of the Aspen P&Z and City
Council. -
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Also included in the fee is the modification of the redevelopment proposal as the result of city
and neighbor input in sufficient detail to prepare 1/8 scale plans, elevations, character
sketches and all other required material for a conceptual application to the city. We will
provide a second cost estimate and a three dimensional massing model within this fee.
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We will .be utilizing our Mechanical/Electrical engineer, our Contractor Consultants, our
Landscape Consultant, our Green Architecture Consultants, and Civil Engineer consultant on
limited basis as part of our fee.
This fee doeS include our time during the review and consideration of the conceptual application
including response to staff questions and attendance at the Planning and Zoning and City C(lundl
meetings during the conceptual review.
, Any and all work beyond tllis stage of the project will fall under a new negotiated contract
between the architect and the clientatalater date.
Please call if you have any questions or need additional information.
SinCer'8~Sj .
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BNBIbnb
99'1SL4
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23~ag TWO RIVERS MOAD
P.O. sox' .' U4U
F.l^SAL,;T. COLORACO "'0'21
1070)&127;;:) i07
TOTAL P.132
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Citv of Asoen Standard Terms and Conditions - Consultantural Services
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The City of Aspen
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City of Aspen
STANDARD TERMS AND CONDITIONS
FOR PROFESSIONAL CONSULTANTURAL SERVICES AGREEMENTS
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AGe-98l page 1
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City of ASDen Standard Tenus and Conditions - Consultantural Services
(Version AGC-981)
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Citv of Asoen Standard Tenns and Conditions - ConsultanturaI Services
CITY OF ASPEN, COLORADO
STANDARD TERMS AND CONDITIONS
FOR PROFESSIONAL CONSULTANT SERVICES AGREEMENT
(Version AGC-981)
INTRODUCTION
These standard terms and conditions have been prepared by the City of Aspen to be
incorporated by reference into Agreements entered into between the City of Aspen and
consultants or professional consulting firms for professional consulting services. The
provisions herein are interrelated with other standard contract docmnents customarily used
by the City of Aspen and a change in one may necessitate a change in others. Whenever a
conflict exists in the terms and conditions of this docmnent and the Agreement, the terms and
conditions set forth in the Agreement shall take precedence.
ARTICLE 1
CONSULTANT'S SERVICES AND RESPONSIBILITIES
1.1. GENERAL
1.1.1. The Consultant shall perform the services undertaken according to the Agreement
with the City. The part of the project for which Consultant is to provide services pursuant to
the Agreement with the City is hereinafter called This Part of the Project.
1.1.2. The Consultant shall designate, when necessary, a representative authorized to act in
the Consultant's behalf with respect to This Part of the Project.
1.1.3. The Consultant's services shall be performed in character, sequence and timing so
that they will be coordinated with those of the City and all other consultants for the Project.
1.1.4 The Consultant shall recommend to the City the obtaining of such investigations,
surveys, tests, analyses and reports as may be necessary for the proper execution of the
Consultant's services. The City shall obtain any necessary soils or geotechnical services.
1.1.5 The Consultant shall provide progress copies of drawings, reports, specifications and
other necessary information to the City and other consultants. All aspects of the Work
AGe-98l Page 3
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Citv of Asnen Standard Tenns and Conditions - CODSultantural Services
designed by the Consultant shall be coordinated by the Consultant, and the Consultant shall
also become familiar with the Work designed by the City and other consultants as necessary
for the proper coordination of the Project.
1.1.6 The Consultant shall cooperate with the City in determining the proper share of the
construction budget to be allocated to This Part of the Project.
1.2 BASIC SERVICES
The Scope of Work document shall set forth the Basic Services which the Consultant has
agreed to perform. The Scope of Work may consist of one or more of the following phases.
The terms and conditions set forth below apply to those phases which have been made a part
of the Scope of Services.
SCHEMATIC DESIGN PHASE
1.2.1 The Consultant shall ascertain the requirements for This Part of the Project and shall
confirm such requirements with the City.
1.2.2 The Consultant shall review alternative systems with the City, attend necessary
conferences, prepare necessary analyses, drawings and other documents, be available for
general consultation, and make recommendations regarding basic systems for This Part of
the Project. When necessary, the Consultant shall consult with public agencies and other
organizations concerning utility services and requirements.
1.2.3 The Consultant shall prepare and submit to the City a Statement of Probable
Construction Cost of This Part of the Project based on current area, volume or other unit
costs, as directed by the City.
DESIGN DEVELOPMENT PHASE
1.2.4 When authorized by the City, the Consultant shall prepare from the Schematic Design
Studies approved by the City the Design Development Documents. These shall consist of
drawings and other documents to fix and describe This Part of the Project, including
materials, equipment, component systems and types of construction as may be appropriate,
all of which are to be approved by the City.
1.2.5 The Consultant shall submit to the City a further Statement of Probable Construction
Cost of This Part of the Project
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Citv of Asnen Standard Terms and Conditions - Consultantural Services
1.3
ADDITIONAL SERVICES
The following Services are not included in Basic Services unless specifically included in the
Scope of Work. They shall, however, be provided if requested in writing by the City, and
they shall be paid for by the City as provided in the Agreement, in addition to the
compensation for Basic Services.
1.3.1 Providing fmancial feasibility or other special studies.
1.3.2 Providing planning surveys, site evaluations, environmental studies or comparative
studies of prospective sites, and preparing special surveys, studies and submissions required
for approvals of governmental authorities or others having jurisdiction over the Project.
1.3.3 Providing services relative to future facilities, systems and equipment which are not
intended to be constructed during the construction Phase.
1.3.4 Providing services to investigate existing conditions or facilities, or to make measured
drawings thereof, or to verify the accuracy of drawings or other information related thereto.
1.3.5 Preparing documents for alteruate, separate or sequential bids, or providing extra
services in connection with bidding, negotiation or construction prior to the completion of the
Construction Docnments Phase, when requested by the City.
1.3.6 Providing coordination of work performed by separate contractors or by the City's
own forces.
1.3.7 Providing services in connection with the work of a construction manager or separate
consultants retained by the City.
1.3.8 Providing Detailed Estimates of Construction Cost, analyses of owning and operating
costs, or detailed quantity surveys or inventories of material, equipment and labor.
1.3.9 Providing engineering services or special consultants related to interior design
services and other similar services required for, or in connection with, the selection,
procurement or installation of furniture, furnishings and related equipment.
1.3.10 Providing services for planning tenant or rental spaces.
1.3.11 Making revisions in Drawings, Specifications or other documents when such revisions
are inconsistent with written approvals or instructions previously given, are required by the
enactment or revision of codes, laws or regulations subsequent to the preparation of such
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City of Asnen Standard Tenns and Conditions - Consultantural Services
documents, or are due to other causes not solely within the control of the Consultant.
1.3.12 Preparing Drawings, Specifications and supporting data, and providing other
services in connection with Change Orders to the extent that the adjustment in the Basic
Compensation resulting from the adjusted Construction Cost is not commensurate with the
services required of the Consultant, provided such Change Orders are required by cansesnot
solely within the control of the Consultant.
1.3.13 Making investigations, surveys, valuations, inventories or detailed appraisals of
existing facilities, and providing services required in connection with construction performed
by the City.
1.3.14 Providing consultation concerning replacement of any Work damaged by fire or
other canse during construction, and furnishing services as may be required in connection
with the replacement of such Work.
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1.3.15 Providing services made necessary by the default of the Contractor, or by major
defects or deficiencies in the Work of the Contractor, or by failure of performance of either
the City or the Contractor under the Contract for Construction.
1.3.16 Preparing a set of reproducible record drawings showing significant changes in the
Work made during construction, based on marked-up prints, drawings and other data
furnished by the Contractor to the City.
1.3.17 Providing extensive assistance in the utilization of any equipment or system, such as
initial start-up or testing, adjusting and balancing, preparation of operation and maintenance
manuals, training personnel for operation and maintenance, and consultation during
operation.
1.3.18 Providing services after issuance to the City of the final Certificate for Payment, or in
the absence of a final Certificate for Payment, more than sixty days after the Date of
Substantial Completion of the Work.
1.3.19 Preparing to serve or serving as an expert witness in connection with any public
hearing, arbitration proceeding or legal proceeding.
1.3.20 Providing services of consultants for other than the normal engineering services for
This Part of the Project.
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1.3.21 Providing any other services not otherwise included in this Agreement or not
customarily furnished in accordance with generally accepted engineering practice.
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Citv of ASDen Standard Terms and Conditions - Consultantural Services
ARTICLE 2
THE CITY'S RESPONSmILITIES
2.1 The City shall, with reasonable promptness, provide all available information
regarding the requirements for This Part of the Project.
2.2 The City shall designate, when necessary, a representative authorized to act in the
City's behalf with respect to This Part of the Project. The City, or such authorized
representative, shall examine documents submitted by the Consultant and shall render
decisions pertaining thereto promptly, to avoid unreasonable delay in the progress of the
Consultant's services. Consultant's invoice shall be for the period ending the 25th day of each
month. The invoice should be received by the City's Project Manager no later than the 1st of
each month.
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2.8 If the City observes or otherwise becomes aware of any fault or defect with respect to
This Part of the Project, or nonconformance with the Contract Documents, prompt written
notice thereof shall be given by the City to the Consultant.
2.9 The City shall consult with the Consultant before issning interpretations or
clarifications of the Consultant's Drawings and Specifications and shall request the
recommendation of the Consultant before acting upon Shop Drawings, Product Data,
Samples or other submissions of the Contractor, or upon Change Orders affecting This Part
of the Project.
2.11 The City shall advise the Consultant of the identity of other consultants participating
in the Project and the scope of their services.
2.12 The City shall review the Consultant's work for compliance with the City's program
and for overall coordination with the City's and other engineering requirements.
ARTICLE 3
CONSTRUCTION COST
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3.1 The Construction Cost of the Project shall be the total cost or estimated cost to the
City of all elements of the Project designed or specified by the City or the City's consultants.
The Construction Cost of This Part of the Project shall be the total cost or estimated cost to
the City of all elements of the Project designed or specified by the Consultant.
AGC-981
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City of Asnen Standard Terms and Conditions - Consultantural Services
3.2 The Construction Cost of the Project or of This Part of the Project shall include at
current market rates, including a reasonable allowance for overhead and profit, the cost of
labor and materials furnished by the City and any equipment which has been designed,
specified, selected or specially provided for by the City and, the City's consultants.
3.3 Construction Cost does not include the compensation of the City's consultants, the
cost of the land, rights-of-way, or other costs which are the responsibility of the City as
provided in Article 2.
3.4 Evaluations of the City's Project budget, Statements of Probable Construction Cost
and Detailed Estimates of Construction Cost, if any, prepared by the Consultant, represent
the Consultant's best judgment as a design professional familiar with the construction
industry.
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3.5 If a ilXed limit of Construction Cost has been established, the City and the Consultant
shall establish, if practicable, a ilXed limit of Construction Cost for This Part of the Project.
If such a ilXed limit is established, the Consultant, after consultation with the City, shall be
permitted to include contingencies for design, bidding and price escalation, to determine what
materials, equipment, component systems and types of construction are to be included in the
Contract Documents with respect to This Part of the Project, and to make reasonable
adjnstments in the scope of This Part of the Project to bring it within the ilXed limit. If
required, the Consultant shall assist the City in including in the Contract Documents
alternate bids to adjust the Construction Cost to the ilXed limit. Any such ilXed limit shall be
increased in the amount of any increase in the Contract Sum related to This Part of the
Project occurring after execution of the Contract for Construction.
3.5.1 If the Bidding or Negotiation Phase for This Part of the Project has not commenced
within three months after the City receives the Construction Documents any Project budget
or ilXed limit of Construction Cost for This Part of the Project established as a condition of
this Agreement shall be adjnsted to reflect any change in the general level of prices in the
construction industry between the date of submission of the Construction Documents to the
City and the date on which bids or proposals are sought.
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3.5.2 If a Project budget or ilXed limit of Construction Cost for This Part of the Project
(adjusted as provided in Subparagraph 3.5.1) is exceeded by the lowest bona fide bid or
negotiated proposal, the City may require the Consultant without additional charge, to
modify the Consultant's Drawings and Specifications for This Part of the Project as necessary
to bring the Construction Cost thereof within such ilXed limit for This Part of the Project. If
it was not practicable to establish a ilXed limit of Construction Cost for This Part of the
Project, and if the lowest bona fide bid or negotiated proposal, the Detailed Estimate of
Construction Cost or the Statement of Probable Construction Cost established for the entire
AGC-981 Page 8
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City of Asoen Standard Terms and Conditions - Consultanrural Services
Project (including the bidding contingency) exceeds the fIXed limit of Construction Cost of
the entire Project, the City may require that the Drawings and Specifications prepared by the
Consultant be modified without additional compensation as necessary to make them bear a
reasonable portion of the burden of reducing the Construction Cost of This Part of the
Project so that the fIXed limit of Construction Cost for the entire Project is not exceeded. The
providing of such service shall be the limit of the Consultant's responsibility in this regard,
and having done so the Consultant shall be entitled to compensation for all services
performed in accordance with this Agreement.
ARTICLE 4
DIRECT PERSONNEL EXPENSE
4.1 Direct Personnel Expense is defined as the direct salaries of all the Consultant's
personnel engaged on the Project, and the portion of the cost of their mandatory and
customary contributions and benefits related thereto, such as employment taxes and other
statutory employee benefits, insurance, sick leave, holidays, vacations, pensions, and similar
contributions and benefits.
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ARTICLES
REIMBURSABLE EXPENSES
5.1 Reimbursable Expenses are in addition to compensation for Basic and Additional
Services and include actual expenditures made by the Consultant and the Consultant's
employees and consultants in the interest of the Project (to the extent they are reimbursable
by the City for the expenses listed in the following Subparagraphs; provided that Consultant
shall not be reimbursed for expenses unless prior written approval therefore has been
obtained from City.
5.1.1 Expense of transportation in connection with the Project; living expenses in
connection with out-of-town travel; long distance communications; and fees paid for securing
approvals of authorities having jurisdiction over the Project.
5.1.2 Expense of reproductions, postage and handling of Drawings, Specifications and other
documents, excluding reproductions for the office use of the Consultant, the City and the
City's consultants.
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5.1.3 Expense of data processing and photographic production techniques when used in
connection with Additional Services.
AGC-981
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Citv of Asoen Standard Tenus and Conditions - Consultantural Services
5.1.4 If authorized in advance by the City, expense of overtime work requiring higher than
regular rates.
5.1.5 Expense of renderings, models and mock-ups requested by the City.
ARTICLE 6
PAYMENTS TO THE CONSULTANT
6.1 PAYMENTS ON ACCOUNT OF SERVICES
6.1.1 Payments for Basic Services, Additional Services and Reimbursable Expenses shall be
made on the basis set forth in the Agreement.
6.1.2 The City shall disclose to the Consultant, prior to the execution of this Agreement, any
contingent or other special provisions relative to compensation.
6.1.3 The Consultant shall submit, in timely fashion, invoices for Basic Services, Additional
Services and Reimbursable Expenses. The City shall review such invoices and, if they are
considered incorrect or untimely, the City shall review the matter with the Consultant and
conimn, in writing to the Consultant within ten days from receipt of the Consultant's billing,
the City's understanding of the disposition of the issue.
6.1.4 If and to the extent that the Contract Time initially established in the Contract for
Construction is exceeded or extended through no fault of the Consultant, compensation for
any Basic Services required for such extended period of Administration of the Construction
Contract shall be computed as set forth in the Agreement.
ARTICLE 7
CONSULTANT'S ACCOUNTING RECORDS
7.1 Records of Reimbursable Expenses and expenses pertaining to Additional Services
and services performed on the basis of a Multiple of Direct Personnel Expense shall be kept
on the basis of generally accepted accounting principles and shall be available to the City or
the City's authorized representative at mutually convenient times.
ARTICLE 8
OWNERSIDP AND USE OF DOCUMENTS
8.1
Except for reference and coordination purposes in connection with future additions or
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City of Asoen Standard Terms and Conditions - Consultantural Services
alterations to the Work. Drawings and Specifications prepared by the Consultant in
instrmnents of service are and shall be the property of the City whether the Project for which
they are made is executed or not. The Consultant shall be permitted to retain copies,
including reproducible copies, of Drawings and Specifications for such information and
reference. The Drawings and Specifications may be used by the City on other projects, or for
completion of this Project by others.
8.2 The Consultant shall maintain on file, and make available to the City, design
calculations for This Part of the Project, and shall furnish copies thereof to the City on
request.
8.3 Submission or distribution to meet official regulatory requirements, or for other
purposes in connection with the Project, is not to be construed as publication in derogation of
the City's or the Consultant's rights.
JPW-S/19/99-M:\o!ty\cityatty\arch\agc-981.doc
AGc-981
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February 8, 1999
Contact
Firm
Address
City, State zip
Dear Contact:
Congratulations! You have been selected as a finalist for siIe planning services for the Truscott
Redevelopment. We would like to invite your firm to attend an interview with the our review committee.
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We hope to schedule interviews for the morning of February 18, 1999. Those interviews will be
approximately 30-45 minutes and should be attended by the project manager and appropriate project staff
who will lead each project. Following those interviews a final selection will be made, and we will
immediately begin negotiations to solidity the scope of work and define a contract. We hope to begin work
on these projects as soon as possible.
While we are not requiring written proposals or any other written or drawn materials for this interview, we
will be asking some very specific questions about your firm's approach to this project. In order to help you
prepare for this interview, we have included some background information about Truscott and several
preliminary sketches that show alternative development scenarios. None of these drawings represent a
chosen path, but will provide you with some insight into our thinking about this project.
Truscott is home to the City of Aspen's municipal golf course and a 98 unit affordable housing complex.
The city would like to plan a significant redevelopment of the Truscott area that will include a new tennis
facility, a greatly improved golf facility, and significantly more housing. Including this increased use on the
siIe could magnify existing conflicts. Therefore, a well-designed site plan is necessary to make each of
these components work. The goals of the project include:
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1. Increase housing density. Currently 98 units exist in three buildings. The Housing Office would
like to create up to 100 additional units. This may mean demolition of the existing one story studio
building.
2. Upgrade the golf facility. In addition to the creation of a new pro shop, a new driving range and
practice green are to he created. The new pro shoplresturant will provide a safe, functional,
efficient and visually pleasing faciliIy for the golf department's operations.
3. Create a world class tennis facility. The new tennis facility will have 8 tennis courts including one
stadium court.
4. Improve the Highway 82 intersection and internal traffic patterns. Currently, the intersection with
Highway 82 is extremely dangerous. This will need to be improved to deal with expanded use.
Internal flow is also problematic. We need to find better ways to move cars, pedestrians and golf
carts to their destinations.
5. Segregate recreation and housing uses. While these activities can't be completely separated, a
better distinction needs to he made to prevent use conflicts.
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6. Provide a better parking plan. While enough parking exists for golf use, the housing component
does not have sufficient housing and its tenants often occupy golf parking. This may include
underground parking for the new housing.
The attached drawings show our preliminary attempts to combine these components into a workable
package. We have shown these drawings to the Planning and Zoning Commission and the City Council.
Both have directed us to achieve higher housing density, while maintaining livability and improving the
neighborhood feel of the entire Truscott area.
The selected team will need to include traffic and civil engineering consultants. The work of these
consultants will be managed by the selected landscape architecture firm. The team will need to work with
two separate architects. One chosen by the Housing Office to work on the housing component and a second
chosen by the Golf Department to design the new pro shop facility. The Housing Office will also have a
financial consultant that will be part of the planning team. Finally, this team will need to work with Bob
Nevins, Housing Planner, in the preparation of a conceptual application. While the landscape architect will
not be responsible for managing these additional consultants, the firm will need to work closely with them.
The selected firm will report directly to Lee Novak or Kevin Dunnett, the City's project managers.
The selected team should be able to show experience in designing tennis, golf, and multi-family housing
projects, as well as the ability to combine those components in a workable arrangement. The final product
will be approval of a conceptual plan for the Truscott redevelopment by the City of Aspen Planning
and Zoning Commission and the Aspen City Council. The approval process will include a significant
community involvement component, as well as several worksession meetings with the review boards
before an application has been submitted.
During the interview, the committee's questions will focus on the firm's approach to the project's specific
design problems, the firm's experience with local community groups and formal review boards, and the
firm's experience in working with similar teams. The firm will also be asked to explain its fee structure for
this type of project.
If you have any questions, please contact me at 920-5137.
Sincerely,
Lee Novak
Project Manager
Housing Office