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HomeMy WebLinkAboutbocc.con.amended.163.23 A-1-B8/30/2021 CDD Contract Information Contract Number Project Name Contractor Budget Line Item 10016100.531000 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 Suzanne Wolff County Representative Phone (970) 920-5093 Provide a brief description of the Contract or Change Order: Contract Value Summary: $ 250,000.00 $ - $ 163,820.00 $ 413,820.00 Community Development Amendment to add services and allocate additional funding in the amount of $163,820. Original Contract Amount Previous Change Order/Amendment Amount This Change order/Amendment amount Contract Total No Project Start Up and Project Management Design Workshop $ 163,820.00 Additional Budget Line Item(s) (Please fully allocate New Contract Total) $ - $ - $ - $ 163,820.00 Formal Services/Maintenance 10/1/2023 9/30/2025 Change Order/Contract Amendment 163.23 A-1-B 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 Contract #: 163.23 Rev. 2022.08.04 CDD *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: 163.23 A-1-B OWNER: Pitkin County, Colorado 530 E. Main St., Suite #302 Aspen, CO 81611 CONTRACTOR: Design Workshop 22860 Twin Rivers Rd., Unit #1 Basalt, CO 81621 The Provision of Task Order A-1: Project Start Up and Project Management services entered into pursuant to the Implementation of Community Growth Committee Recommendations Master Service Agreement (the “Contract”) dated October 1, 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 and/or revise services as described in the attached Contractor Letter (“Attachment A”); and 2. Allocation of additional funding in the amount of One Hundred Sixty-Three Thousand Eight Hundred Twenty dollars and Zero cents ($163,820.00). Reason for Change: Additional services requested by the County. Original Contract Amount $ 250,000.00 Previous Change Order/Amendment Amount $ This Change Order/Amendment Amount $ 163,820.00 New Contract Total $ 413,820.00 Contract #: 163.23 Rev. 2022.08.04 CDD *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 Director Suzanne Wolff Oct-16-2024 Jessica Garrow Principal Oct-16-2024 County Manager Jon Peacock Oct-17-2024 Design Workshop, Inc. Landscape Architecture Planning Urban Design Strategic Services Environmental Graphic Design 22860 Two Rivers Road #1 Basalt, Colorado 81621 970.925.8354 designworkshop.com October 4, 2024 Kara Silbernagel Deputy County Manager Pitkin County p: (970) 471-8870 kara.silbernagel@pitkincounty.com Amendment for Task Order A-1 for: Implementation of Community Growth Committee Recommendations Project Pitkin County Contract Control Number: 163.23 Dear Ms. Silbernagel, This letter is a request for approval to complete Additional Services associated with Implementation of Community Growth Committee Recommendations Project located in Pitkin County, Colorado. Based on ourconversation with you on 8/8/2024 we understand that the following services under Phase I, Project Start Up and Project Management, require approval under additional service requests in order for the project team tomeaningful move forward with next steps. Task 102 Ongoing Project Management ($127,740) Purpose:Design Workshop’s approach to project management is one of transparency, measurability, and clear communication. We will maintain a project management plan that uses communication protocols and assesses ongoing roles and responsibilities of both the County and our team of subconsultants. As part of the restructured project, we will bring together the core project team to identify critical success factors, potential risks and how they will be addressed, and identify project strategies for efficient ongoing management of Task Orders and Public Outreach. Updates to the project management plan (through Monday.com) will continue to further define the scope of work, maintain a detailed project schedule, deliverables, milestone dates, and budget information and will be managed by Design Workshop’s Project Manager with input form County staff. Design Workshop’s Project Manager and Principal-in-Charge will work closely with County staff to track project progress, budget and schedule. Design Workshop will prepare agendas and facilitate Core Team meetings and as needed project management and coordination meetings for other projects under the Vision 2050 umbrella including the Building and Energy Code and Comprehensive Plan projects. This includes Bi-Weekly All Team meetings. Design Workshop will maintain the project schedule, including tracking of key milestones and engagement activities. We will also provide monthly progress and budget reports. Design Workshop will lead the development and management of technical Task Orders, manage subconsultant teams, and provide quality assurance deliverables. GBSM will support technical Task Orders through attendance at identified coordination meetings, the review of deliverables, and monitoring of findings against the Vision 2050 Data Framework. Subconsultants will participate in project management meetings as needed. GBSM will support Design Workshop and project management efforts, attending Core Team Meetings, Bi-Weekly All team meetings, Communications Strategy Meetings, and internal coordination meetings and contributing to the development of agendas and relevant meeting materials. Meetings and deliverables anticipated under this Task include: ●Weekly Core Team Meeting Agenda and Facilitation through December 2024. ●Weekly Core Team Meetings Attendance through December 2024. Attachment A ●Bi-Weekly All Team Meeting Agenda and Facilitation through December 2024. ●Bi-Weekly All Team Meetings through December 2024. ●As needed Weekly Project Management Agenda and Facilitation through December 2024. ●As needed Weekly Project Management Meetings through December 2024. ●As needed Coordination Calls for Building and Energy Code and Comprehensive Plan project support. Original Task 102 amount:$150,000 Amended Task 102 amount:$277,740 Task 103 Communications Support ($23,480) Purpose:This phase of work focuses on advancing a successful community engagement process.Design Workshop and GBSM will maintain the Community Engagement Plan that lays out the project’s methods for facilitating outreach to the community,stakeholders,the public,and staff.Both teams will support updates to the engagement schedule,outlining opportunities for community feedback and documenting project milestones. Finally,we will utilize project branding,which will be incorporated into the project website and collateral materials. Tasks under communication support include the development of meeting materials,agendas,presentations,and project collateral for engagement events including Pop-Ups and Community Workshops.Work under this task will also include copy development for the project website,public noticing and advertisements.GBSM will lead communications strategy and logistics while Design Workshop supports material meeting development,copy review,and overall project timeline.GBSM’s Project Manager will manage inputs into the Community Engagement Plan and update Monday.com with engagement opportunities and scheduling. Meetings and deliverables anticipated under this Task include: ●Weekly Communications Strategy Meetings through December 2024. ●Development of engagement meeting materials,agendas,and presentations through December 2024. ●Development of project collateral for engagement events including Pop-Ups and Community Workshops through December 2024. ●Website updates,correspondence,and general communications and coordination on the Vision 2050 meeting work plan through December 2024. Original Task 103 amount:$45,000 Amended Task 103 amount:$68,480 Task 104 Project Scoping ($12,600) Purpose:Design Workshop will lead drafting scope documents and budgets in collaboration with subconsultant teams and with input and review from County staff.Project scoping for individual Task Orders is ongoing and includes coordination meetings,scoping calls,draft scope development,and review and finalization with County staff. Meetings and deliverables anticipated under this Task include: ●Finalization of existing draft Task Orders for the remainder of 2024 including:transportation intensity. ●Development of draft scoping language and fees for additional identified Task Orders. ●Coordination meetings with County staff and subconsultants. ●Coordination with subconsultant teams. Original Task 104 amount:$7,500 Amended Task 104 amount:$20,100 __________________________ Total Original Task Order A-1:$250,000 Amended total for this Task Order:$413,820 By signing this letter,you are authorizing Design Workshop,Inc.to commence services immediately for a fee of $163,820 for work Tasks 102-104 as identified above.This fee does not include reimbursable expenses (printing,photography,and travel)which will be billed at cost plus 15%for handling. The contract conditions of existing Agreement dated 10/25/23 shall be binding on these additional services unless modified herein.The following is a summary of the fees associated with this effort. Please call me at 970-399-1404 if you have any questions regarding this request for additional services. Sincerely, DESIGN WORKSHOP,INC. Jessica Garrow,FAICP Principal APPROVED BY CLIENT: By: Date: Title: Certificate Of Completion Envelope Id: E86041D1662B45BD92D8273AD582BE71 Status: Completed Subject: Design Workshop | Pitkin County Task Order Amendment 163.23 A-1-B for Review and Signature Source Envelope: Document Pages: 6 Signatures: 3 Envelope Originator: Certificate Pages: 6 Initials: 0 Pitkin County Procurement AutoNav: Enabled EnvelopeId Stamping: Disabled Time Zone: (UTC-07:00) Mountain Time (US & Canada) 530 East Main Street Suite 203 Aspen, CO 81611 Procurement@PitkinCounty.com IP Address: 69.170.199.19 Record Tracking Status: Original 10/16/2024 3:02:54 PM Holder: Pitkin County Procurement Procurement@PitkinCounty.com Location: DocuSign Signer Events Signature Timestamp Suzanne Wolff suzanne.wolff@pitkincounty.com Director Security Level: Email, Account Authentication (None)Signature Adoption: Pre-selected Style Using IP Address: 65.38.144.66 Sent: 10/16/2024 3:06:38 PM Viewed: 10/16/2024 3:19:04 PM Signed: 10/16/2024 3:19:16 PM Electronic Record and Signature Disclosure: Accepted: 10/16/2024 3:19:04 PM ID: ea8d4ff3-6aad-4d7b-942c-5796bcbe3b54 Company Name: Pitkin County, Colorado Jessica Garrow jgarrow@designworkshop.com Principal Design Workshop Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 50.169.219.3 Sent: 10/16/2024 3:19:17 PM Viewed: 10/16/2024 3:22:47 PM Signed: 10/16/2024 3:23:10 PM Electronic Record and Signature Disclosure: Accepted: 10/16/2024 3:29:56 PM ID: cc6ef979-0546-4330-88ef-68cf643b4a06 Company Name: Pitkin County, Colorado Jon Peacock jon.peacock@pitkincounty.com County Manager Pitkin County Signing Group: County Manager Group Security Level: Email, Account Authentication (None) Signature Adoption: Drawn on Device Using IP Address: 65.38.144.66 Sent: 10/16/2024 3:23:12 PM Viewed: 10/17/2024 10:12:15 AM Signed: 10/17/2024 10:13:31 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign In Person Signer Events Signature Timestamp Editor Delivery Events Status Timestamp Agent Delivery Events Status Timestamp Intermediary Delivery Events Status Timestamp Certified Delivery Events Status Timestamp Carbon Copy Events Status Timestamp Pitkin County Procurement procurement@pitkincounty.com Procurement Specialist Pitkin County Security Level: Email, Account Authentication (None) Sent: 10/17/2024 10:13:32 AM Resent: 10/17/2024 10:13:41 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign Accounts Payable AP@pitkincounty.com Accounts Payable Pitkin County Security Level: Email, Account Authentication (None) Sent: 10/17/2024 10:13:33 AM Viewed: 10/17/2024 10:43:11 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign Kara Silbernagel kara.silbernagel@pitkincounty.com Deputy County Manager Pitkin County Colorado Security Level: Email, Account Authentication (None) Sent: 10/17/2024 10:13:34 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign Alex Sanchez alex.sanchez@pitkincounty.com ComDev Analyst Pitkin County, CO Security Level: Email, Account Authentication (None) Sent: 10/17/2024 10:13:35 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign Nicole Rebeck-Stout nicole.rebeck-stout@pitkincounty.com Deputy Director of Community Development Security Level: Email, Account Authentication (None) Sent: 10/17/2024 10:13:36 AM Viewed: 10/17/2024 10:49:14 AM Electronic Record and Signature Disclosure: Accepted: 10/7/2024 1:26:26 PM ID: a6f30dbf-49bc-43e5-9cc7-c1f6eb095dec Company Name: Pitkin County, Colorado Witness Events Signature Timestamp Notary Events Signature Timestamp Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 10/16/2024 3:06:38 PM Certified Delivered Security Checked 10/17/2024 10:12:15 AM Signing Complete Security Checked 10/17/2024 10:13:31 AM Completed Security Checked 10/17/2024 10:13:36 AM Payment Events Status Timestamps Electronic Record and Signature Disclosure ELECTRONIC RECORD AND SIGNATURE DISCLOSURE From time to time, Pitkin County (we, us or Pitkin County) may be required by law to provide you with certain written notices or disclosures. 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