HomeMy WebLinkAboutbocc.con.amended.094.23 A8/30/2021 CDD
Contract Information
Contract Number
Project Name
Contractor
Budget Line Item 11836360.531500
Procurement Method:
Type:
Contract Start Date
Contract End Date
Contract Type
Retainage
If this is a new contractor, please enter the New Vendor information into Munis for workflow approval.
Contact Information:
Department
County Representative Carly O'Connell County Representative
Phone (970) 379-4840
Provide a brief description of the Contract or Change Order:
Contract Value Summary:
$ 75,000.00
$ -
$ 106,400.00
$ 181,400.00
094.23 A
Pitkin County
Procurement Cover Sheet
Please complete the Contract Cover Sheet when the contract/task order is complete and fully executed.
Return all Contract Cover Sheets and Contracts/Change Orders/Amendments/Task Orders to Procurement
No
Roaring Fork Outdoor Coalition Facilitation Services
Design Workshop
$ 106,400.00
Additional Budget Line
Item(s)
(Please fully allocate New Contract Total)
$ -
$ -
$ -
$ 106,400.00
Formal
Services/Maintenance
6/19/2023
12/31/2025
Change Order/Contract Amendment
Open Space & Trails
Amendment to add Contractor services, allocate additional funding in the amount of $106,400, and extend the
Contract term to 12/31/2025.
Original Contract Amount
Previous Change Order/Amendment Amount
This Change order/Amendment amount
Contract Total
Contract #: 094.23 Rev. 2018.06.13 btf Budget Line Item #: 11836100.555000
*Increases over $25,000 and/or 10% (single increase or accumulative) of original contract must
have County Manager signature. 1
CHANGE ORDER / CONTRACT AMENDMENT
Change Order Number: 094.23 A
OWNER:
Pitkin County, Colorado
530 E. Main St., Suite #302
Aspen, CO 81611
CONTRACTOR:
Design Workshop,
22860 Two Rivers Rd., Unit #1
Basalt, CO 81621
The Provision of Roaring Fork Outdoor Coalition Facilitation Services (the “Contract”) dated
June 19, 2023 between the Board of County Commissioners of Pitkin County, Colorado (the
“County”) and Design Workshop, (the “Contractor”), is hereby amended as follows:
Description of Change:
1. Amendment to Contractor’s Obligations to add the Scope of Work described in
“Attachment A”;
2. Extend Contract term to 12/31/2025; and
3. Allocate additional funding in the amount of $106,400.00 in order to complete the
additional services.
Reason for Change: Additional services requested by the County.
Original Contract Amount $ 75,000.00
Previous Change Order/Amendment Amount $ This Change Order/Amendment Amount $ 106,400.00
New Contract Total $ 181,400.00
Contract #: 094.23 Rev. 2018.06.13 btf Budget Line Item #: 11836100.555000
*Increases over $25,000 and/or 10% (single increase or accumulative) of original contract must
have County Manager signature. 2
In all other respects, the Contract is in full force and effect and remains unchanged by this
Amendment.
DESIGN WORKSHOP,
________________________________________________ !#VENDOR SIGNATURE#! Date
PITKIN COUNTY, COLORADO
RECOMMENDED FOR APPROVAL:
_________________________________________________ !#DEPARTMENT REPRESENTATIVE#! Date
MANAGER APPROVAL:
________________________________________________
!#COUNTY MANAGER#! Date
Oct-30-2024
Carly O'Connell
Senior Planner and Landscape Architect
Oct-30-2024
Jessica Garrow
Principal
Deputy County Manager
Oct-30-2024
kara silbernagel
Scope for RFOC – Phase 2: Year 1 Roaring Fork Watershed (Pitkin, Garfield, Eagle, and Gunnison County), Colorado 08/05/2024
Scope of work:
The following narrative describes a comprehensive list of services that will be completed by Design Workshop and subconsultants, including a statistically valid survey, to accomplish the goals and objectives outlined in the grant
requirements for this second phase of funding and to develop conservation and recreation management guides for
the Roaring Fork Outdoor Coalition (RFOC). While the following scope is organized in a linear manner, some of the
tasks may occur concurrently with others.
The scope of work to be performed by Design Workshop in connection with this additional services agreement is as follows:
Task 1: Setting Up the Plan for Success
Task 1.1: Strategic Project Kick-Off
This phase of the project will begin with a Strategic Kick-Off (SKO) workshop with the Design Workshop team, biodiversity
expert, recreation management expert, Pitkin County staff and Coalition members to review the scope of work. It will lay the foundation for a clear and inclusive process and will clarify roles, approach, project goals, and community engagement
strategies. We will review the work completed during the capacity building phase of the project including the Coalition charter,
mission statement, and guiding principles of the Roaring Fork Outdoor Coalition (RFOC). Items to be covered during the SKO Workshop include:
Establish project goals and desired outcomes.
Discuss accomplishments of the Coalition (and the partners) to date.
Define roles, responsibilities, and communication procedures.
Confirm a detailed project schedule and document/deliverable review process.
Identify existing available data and potential data sources.
Review community engagement approach and goals.
Deliverables:
●(1) Half day strategic kick-off meeting with the Coalition.
Kick Off Meeting and Virtual Watershed Tour
o Project Management Plan (PMP), including:
▪Critical Success Factors (CSF),
▪Roles and Responsibilities,
▪Communication Plan,
▪Project Risk Management Plan,
▪Detailed Work Plan and Project Schedule, Schedule/deliverable deadlines updates.
Task 1.2: Research Orientation Meeting
Design Workshop will host a half-day hybrid workshop with the biodiversity expert, recreation management expert and the
Coalition chair and co-chair to review and discuss the key findings from the Roaring Fork Watershed Biodiversity and Connectivity Study and the Outdoor Recreation Visitor Use and Experience Report. Collectively, the team will discuss how to integrate the opportunities and challenges from the two research efforts. Relevant area plans and gaps in available data will be
identified.
Attachment A
Scope for RFOC – Phase 2: Year 1 Roaring Fork Watershed (Pitkin, Garfield, Eagle, and Gunnison County), Colorado 08/05/2024 Deliverables:
● Meeting agendas, materials, and presentation.
● Discussion summary of the key findings from the Roaring Fork Watershed Biodiversity and Connectivity Study and the
Outdoor Recreation Visitor Use and Experience Report with linkages to the guideposts of the RFOC.
● Outline of gaps in available data.
● Outline of existing relevant area plans (to be prepared by RFOC).
● Analysis process framework to guide the work listed in Task 3.3-3.5 including roles/responsibilities, data to be utilized,
steps to integrate the research to date
● Define desired outcomes for Task 5.2: guides for conservation and recreation, including final product and audience
● Full meeting notes with a summary of discussion.
Task 1.3: Community Engagement and Communication Plan
The Design Workshop team will develop a Community Engagement and Communication Plan that includes detailed guidance on engagement tools and methods. We will work with the Coalition chair and co-chair to finalize the Community Engagement and
Communication Plan document that includes identification of the stakeholders, contact information, engagement timelines, scheduled meeting dates and lead times, information distribution methods and responsibilities of staff and the consultant team.
The plan will outline the roles, responsibilities and meeting schedule for the Community Advisory Group and will address the
stipulation of the RPI grant that the coalition engages broad outdoor interests including conservation, outdoor recreation, under-represented populations, government interests, agriculture, private lands, and sportspersons representatives in guiding the
planning process through a steering committee or other formal partnership. The plan will identify what types of engagement activities are appropriate for different audiences.
Deliverables:
● Community Engagement and Communication Plan, draft and final formats provided in MS Word and PDF formats.
● Individual engagement event planning logistics / content worksheets.
Task 2: Year 1 Coalition and Project Management
Task 2.1: Ongoing Project Management
Design Workshop’s approach to project management prioritizes transparency, inclusiveness, measurability, and clear
communication. We will create a project management plan to identify protocols for engagement, roles and responsibilities, project goals, and to coordinate schedules. The project management plan will also further define the scope of work, deliverables,
milestone dates, and budget information.
Each phase will involve project management from Jessica Garrow, Principal-in-Charge, and Leah Stoltz, Project Manager, and
Alison Cotey will participate in the project management as needed with a focus primarily on engagement. The specific schedule will be determined at the SKO. Design Workshop will maintain the project schedule, which includes tracking key milestones and
engagement activities.
Deliverables:
● Bi-weekly calls with the RFOC Chair and co-chair (30-min calls, 24 anticipated), including meeting agendas and notes
with action items.
● Monthly project progress reports.
Task 2.2: RFOC Partner Meetings
Scope for RFOC – Phase 2: Year 1 Roaring Fork Watershed (Pitkin, Garfield, Eagle, and Gunnison County), Colorado 08/05/2024 To facilitate efficient communication, we anticipate quarterly meetings with the RFOC which will includes the USFS, BLM, CPW, City of Aspen, Town of Snowmass Village, Town of Basalt, Eagle County, the City of Glenwood Springs, any potential additions
to the Coalition, and the Coalition chair and co-chair. These four meetings may include:
Project Kick Off
Review of Year 1 Inventory of Recreation opportunity typologies and recreation/conservation analysis process
Review of the Analysis and Review of Draft Management Guides
Presentation of Findings / Deliverables from Year 1
Deliverables:
● Quarterly hybrid, 90-minute meetings with the RFOC Coalition Members, including meeting agendas and notes with
action items.
● Meeting agendas, materials, presentations and meeting summaries.
Task 3: Year 1 Inventory and Analysis
The following tasks describe the general intent for each task. The process, outcomes and deliverables will be refined through
Task 1.1 and 1.2.
Task 3.3: Inventory of Recreation Opportunity Typologies and Volume
Using the data from the Utah State University’s Outdoor Recreation Visitor Use and Experience Report coupled with the Roaring
Fork Watershed Biodiversity and Connectivity Study, Design Workshop will provide support to the recreation management and
biodiversity experts in their effort to identify recreation opportunity classes and use volumes and inventory the typologies of recreation points within the Roaring Fork Watershed. The recreation management expert will establish a regional system for
classifying and managing for recreation experiences based on the following criteria: physical setting, social setting and managerial setting. This system-wide inventory will include spatial mapping of recreation points using GIS. DW will assist with the preparation of accompanying visuals for management intent. The definition of recreation opportunity typologies will provide a
tool to assist with management of recreation experiences and help land managers take action that account for conservation values and recreation at watershed scale. This inventory will be a critical tool to inform prioritization in 3.4.
Recreation points, volume and background spatial data to be provided by Pitkin County OST and Utah State University.
Deliverables:
● 50% Review of categorized Recreation Opportunity Typologies, to be prepared by USU
● 75% Recreation Typologies list and Map for review in ArcOnline. Comment tracking worksheet and (1) comment
resolution meeting (virtual).
● Summary memo of recreation typologies including definitions, photos, categorized recreation access points within the
Roaring Fork Watershed and aspatial map, prepared in ArcOnline, with volume data.
● Recreation Typologies GIS shapefiles.
Task 3.4: Conservation and Sustainable Recreation Analysis
Data from Roaring Fork Watershed Biodiversity and Connectivity Study and the Inventory of Recreation Opportunity Typologies
and Volume (Task 3.3) will be overlaid spatially. This will create a decision support tool for all area stakeholders to prioritize
conservation and/or recreation projects and actions. The tool will take into account temporal and spatial variability of recreation
Scope for RFOC – Phase 2: Year 1 Roaring Fork Watershed (Pitkin, Garfield, Eagle, and Gunnison County), Colorado 08/05/2024 use and conservation values. It will guide the strategies and priority projects included in the RFOC’s Strategic Plan for Conservation and Recreation. Design Workshop will work with the recreation management and biodiversity experts, the RFOC
and community advisors to solicit feedback and make revisions. The resulting analysis will inform Task 5.1.
WBI conservation areas and background spatial data to be provided by Pitkin County OST. Recreation data to be prepared by USU and provided to DW.
Deliverables:
● Outline of analysis methodology in Microsoft Word.
● 50% Review of GIS overlay analysis
● 75% Analysis Map in GIS available to be viewed in an online format (CODEX, ArcOnline, etc), exported for meeting
reviews as 24x36 PDFs, Comment tracking worksheet and (1) comment resolution meeting (virtual).
● Summary memo, digital overlay map formatted in ArcOnline and a 24x36 overlay map formatted in InDesign,
completed seasonally, showing the intersection of conservation and recreation volume impacts and identifying priority areas for conservation and sustainable recreation.
● GIS Map package and/or ArcOnline digital map
● GIS shapefile(s)
Task 3.5: Equitable Access Analysis (Spatial Analysis of Community Access / Connectivity)
Design Workshop will utilize the Trust For Public Lands Colorado Recreation Access tool (or similar) https://web.tplgis.org/colorado-recreation-access/ to identify underserved areas and populations.
Deliverables:
● Outline of analysis methodology in Microsoft Word.
● 50% Review of GIS network analysis
● 75% Equitable Access Analysis Maps in GIS available to be viewed in an online format (ArcOnline), exported for
meeting reviews as 24x36 PDFs, Comment tracking worksheet and (1) comment resolution meeting (virtual).
● Summary memo, a digital map formatted in ArcOnline and a 24x36 composite map formatted in InDesign identifying
underserved areas and populations within the Roaring Fork Watershed.
● GIS Map Package and/or ArcOnline digital map
● Network analysis GIS shapefile(s).
Task 4: Year 1 Community Engagement
Task 4.1: Funding to Overcome Obstacles to Participation
Funding will be provided to targeted participants to foster inclusive and extensive engagement and reduce the barriers that typically exclude underrepresented communities from participation. This task will be administered within other scope tasks as needed throughout the project to ensure broad and inclusive representation. Opportunities for providing funding will include
purchase of gift cards, and/or reimbursement for travel expenses, childcare costs and time.
Task 4.3: Statistically Valid Community Survey
We will work with the statistically valid survey sub consultant and the RFOC chair and co-chair to develop a community survey to capture feedback from the Roaring Fork Watershed community. The survey will be co-created through discussions with the
biodiversity expert, recreation expert, and community advisory groups. Design Workshop will work with Y2 Analytics to develop, distribute, and analyze a statistically valid survey.
Scope for RFOC – Phase 2: Year 1 Roaring Fork Watershed (Pitkin, Garfield, Eagle, and Gunnison County), Colorado 08/05/2024 The Coalition may create an online, opt-in version of the statistically valid survey in an effort to provide a transparent option for any and all community members and residents to provide their input. RFOC team will distribute through the website and contact
lists.
Deliverables:
● Draft survey questionnaire, with two rounds of edits and (1) one-hour resolution meeting (virtual). Up to 20 questions, plus demographics questions, are included in the scope of work.
● Draft of the survey. Y2 Analytics will provide the draft in English and Spanish.
● Full survey results in PDF and excel format.
● Survey summary memo.
Task 4.4: Community Advisory Group Meetings
The development of an Advisory Group will ensure engagement from key stakeholders in the community while also creating ambassadors for the process to disseminate project information in advance of broader plan sharing with the Roaring Fork
Watershed community. The Community Advisory Group will be formed through an application and selection process that will be overseen by the Coalition chair and co-chair with participation selections made by a selection committee of local boards and
CPW. The Advisory Group will draw on the knowledge and experience of local community collaborations to inform the
development of the management guides and strategies. We anticipate this group will serve as ambassadors for the plan and support sharing information and participation in community education events. We anticipate time to provide four (4) email
updates and four (4) meetings to take place during Year 1, planned for hybrid participation, and may include:
Inventory and Analysis Process Review
Survey Findings
Analysis Review and Management Guide Development
Management Guide Final Review
Deliverables:
● Meeting agendas, materials, and presentation.
● Full meeting notes with a summary of discussion.
● Email update to each Community Advisory Group following each meeting with updates and relevant attachments.
Task 4.5: Community Education Event(s)
Design Workshop will prepare materials for Community Education Events. These events will include presentations to local boards and the general public and they will be facilitated by the RFOC partners. The events will occur at the end of this phase of
work and focus on sharing the work completed to date as the Coalition progresses towards the development of a Strategic Plan
for Recreation and Conservation. These presentations are intended to inform and solicit public feedback in a hybrid format.
Deliverables:
● One draft and one final Powerpoint presentation with speaking points for RFOC members to present/disseminate to
their boards/constituents
Scope for RFOC – Phase 2: Year 1 Roaring Fork Watershed (Pitkin, Garfield, Eagle, and Gunnison County), Colorado 08/05/2024
Task 5: Conservation and Recreation Management Guides
Based on the process, research, and input from the Community Advisory Group, we will draft a graphic management guide for
regional conservation and sustainable outdoor recreation. This graphic guide will serve as a common resource for all project
partners to inform decision-making. The guide will be supported by two digital tools: an online map of the regional conservation
priorities (provided through a link to the CODEX website, which already hosts this digital map) and an outdoor recreation dashboard (to be created by USU).
Task 5.1: Sustainable Outdoor Recreation Opportunity Typologies
Working with the content provided by USU, we will create supporting graphics for the classification of outdoor recreation
opportunities. The resulting graphic overview of the classified typologies will include names/titles, summary, key characteristics, images, list of locations and relevant graphics.
Deliverables:
● Outline in Microsoft Word and graphic InDesign template.
● RFOC 75% RFOC Outdoor Recreation Opportunities Typologies in InDesign Comment tracking worksheet and (1) comment resolution meeting (virtual).
● RFOC 90% RFOC Outdoor Recreation Opportunities Typologies in InDesign and digital component, Comment tracking worksheet and (1) comment resolution meeting (virtual).
● RFOC Spectrum of Outdoor Recreation Typologies.
Task 5.2: Management Guide for Conservation and Sustainable Outdoor Recreation
We will draft a graphic management guide for conservation and sustainable outdoor recreation that will serve as a common resource for all project partners to utilize and will be informed by the biodiversity and recreation management experts. A 70%
draft outlining the vision (formatting in word and questions for staff included) will be produced for feedback from the project
sponsor, the Coalition, and Community Advisory Group. Comments will be provided by participants in a comment tracking worksheet that will first be reviewed with guiding direction provided by the Coalition chair and co-chair before it is sent back to
Design Workshop.
Deliverables:
● Outline in Microsoft Word and InDesign template.
● RFOC 75% Management Guide in InDesign, Comment tracking worksheet and (1) comment resolution meeting
(virtual).
● RFOC 90% Management Guide in InDesign, Comment tracking worksheet and (1) comment resolution meeting
(virtual).
● RFOC Management Guide for Conservation and Sustainable Outdoor Recreation.
Reimbursable Expenses (printing / travel)
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, photography, and printing expenses
shall be billed at DW’s cost.
Fees
Task 1 (4) – Setting the Plan Up for Success $14,300
Scope for RFOC – Phase 2: Year 1 Roaring Fork Watershed (Pitkin, Garfield, Eagle, and Gunnison County), Colorado 08/05/2024 Task 2 (5) – Year 1 Coalition and Project Management $18,280
Task 3 (6) – Year 1 Inventory and Analysis $13,620
Task 4 (7) – Year 1 Community Engagement $45,070
Task 5 (8) – Conservation and Recreation Management Guides $8,880
(9) Reimbursable Expenses $6,250
Total Fees $106,400
Proposed Method of Compensation
1. Design Workshop anticipates this to be a lump sum contract and will be billed monthly as a percentage
completed for each phase of the work. 2. 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 3. to each major task and will describe the completed portion of the services.
4. Extensive itemized breakdowns of hourly activities or provision of detailed backup for reimbursed expenses
for accounting purposes are not a normal procedure but can be completed as needed on a time and materials basis.
5. Reimbursables for food and travel are charged at cost. Design Workshop typically includes a 10% markup for printed reimbursable items to account for ink and paper.
Additional Services
Services in addition to those described above are to be compensated on a Time and Materials basis per the rate schedule outlined herein. 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. Changes, additions, or modifications to the
scope of services shall be authorized by written change request.
Certificate Of Completion
Envelope Id: AC613C3095534F16986C8727DE7FA3A2 Status: Completed
Subject: Design Workshop | Pitkin County Contract Amendment 094.23 A for Review and Signature
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10/30/2024 10:28:21 AM
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Carly O'Connell
carly.oconnell@pitkincounty.com
Senior Planner and Landscape Architect
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Principal
Design Workshop
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Deputy County Manager
Pitkin County Colorado
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To contact us by email send messages to Helpdesk@provelocity.com
To advise Pitkin County of your new e-mail address
To let us know of a change in your e-mail address where we should send notices and disclosures
electronically to you, you must send an email message to us at Helpdesk@provelocity.com and
in the body of such request you must state: your previous e-mail address, your new e-mail
address .
In addition, you must notify DocuSign, Inc to arrange for your new email address to be reflected
in your DocuSign account by following the process for changing e-mail in DocuSign.
To request paper or electronic copies from Pitkin County
To request delivery from us of paper or electronic copies of the notices and disclosures
previously provided by us to you electronically, you should request those documents from Pitkin
County under the Colorado Open Records Act by contacting the Pitkin County custodian who
sent you the document for signature.
To withdraw your consent with Pitkin County
To inform us that you no longer want to receive future notices and disclosures in electronic
format you may:
i. decline to sign a document from within your DocuSign account, and on the subsequent
page, select the check-box indicating you wish to withdraw your consent, or you may;
ii. send us an e-mail to Helpdesk@provelocity.com and in the body of such a request, you
must state your e-mail, full name, Postal Address, telephone number, and account
number.