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HomeMy WebLinkAboutbocc.con.amended.163.23 B-1-A8/30/2021 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: $ 337,500.00 $ - $ (237,500.00) $ 100,000.00 163.23 B-1-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 Additional Phase I and Interim Phase II Services Design Workshop $ (237,500.00) Additional Budget Line Item(s) (Please fully allocate New Contract Total) $ - $ - $ - $ (237,500.00) Formal Services/Maintenance 4/8/2024 9/2/2024 Task Order Community Development Amendment to Task Order to adjust allocated funds. Original Contract Amount Previous Change Order/Amendment Amount This Change order/Amendment amount Contract Total 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 B-1-A OWNER: Pitkin County, Colorado 530 E. Main St., Suite #302 Aspen, CO 81611 CONTRACTOR: Design Workshop 22860 Two Rivers Road, Unit #1 Basalt, CO 81611 The Provision of Community Growth Committee Recommendations (the “Contract”) dated October 25, 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: Amendment to Original Task Order 163.23 B-1 to revise Section 2 (“Compensation and Expenses, Invoicing, Payment and Offset) by deleting the previously stated amount of $337,500.00 and replacing it with the total of $100,000.00. Reason for Change: Mutual misunderstanding of the Contract/Task Order terms. Original Contract Amount $ 337,500.00 Previous Change Order/Amendment Amount $ This Change Order/Amendment Amount $ -237,500.00 New Contract Total $ 100,000.00 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 _________________________________________________ !#DEPARTMENT REPRESENTATIVE#! Date Suzanne Wolff Director May-13-2024 May-13-2024 Principal Jessica Garrow 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 March 19, 2024 Kara Silbernagel Deputy County Manager Pitkin County p: (970) 471-8870 kara.silbernagel@pitkincounty.com Additional Services for: Implementation of Community Growth Committee Recommendations Project Phase II Pitkin County Contract Control Number: 163.23 Add Service Number 1 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 our conversation with you on 1/10/2024 we understand that the county is interested in moving forward with community engagement efforts in Phase II, Public Outreach / Public Process Coordination, which requires approval under additional service requests. Specific tasks include: Task 2.1 Community Engagement Plan ($20,000) This task will establish a community engagement plan to inform the work throughout the project based on implementation of the CGAC Recommendations and Project Roadmap. It will identify ways to engage the general public, tentative schedule of engagement activities timed with other project work, and project communication strategies. a.Community engagement plan in word, to be updated at key milestones.b.Public Engagement Process and Schedule, reviewed and updated at key milestones.c.Coordination with Pitkin County staff is anticipated to develop plan scope, anticipated to be 2-3 coordinationmeetings.d.Communications Plan, including one round of edits once approved by the county staff team. Reviewed andupdated twice during the project.e.The Community Engagement Plan will include integrated community engagement tools in alignment with thePitkin County Comprehensive plan process. Task 2.2 Workgroup Set Up and Meetings ($35,000) This task will establish the working group, and includes facilitated meetings. a.Support creating the workgroup name, establishing overall structure and role, and maintaining contact list.b.Meetings with the Workgroup. Up to 4 meetings, anticipated every 6-8 weeks.c.Development of agendas, presentation materials, and meeting summaries.d.Engagement coordination meetings with county staff, and the project management and communityengagement teams. Task 2.3 Stand Up Subject Matter Focus Groups ($15,000) This task will engage with topical experts and community stakeholders to address various topics related to the code implementation project and its connection with the Comprehensive Plan, as identified in Task 2.1. These are anticipated to include interviews or small group meetings with up to 10 -15 participants to enable robust and in-depth conversation. We anticipate further subject matter focus groups to be needed once the deliverable from Task 2.1 is completed. a.Support creating the workgroup name, establishing overall structure and role, and maintaining contact list. Attachment A b. Development of agendas and presentation materials / interview questions, and meeting summaries. c. Engagement coordination meetings with county staff, and project management team and community engagement team. d. Up to 5 meetings or interviews, as identified in Task 2.1. e. Meeting debriefs and summaries of 60-90 minutes. Task 2.4 Board Engagement (Planning Commission, Board of County Commissioners) ($30,000) a. Coordination with staff on memo and presentation content including updates and edits. b. Meetings with the Planning Commission and the Board of County Commissioners. (A total of 4 in-person meetings). c. Coordination with staff on materials (memo or presentation slides) for 6 monthly Planning Commission check-ins. d. Meeting debriefs with project staff. By signing this letter, you are authorizing Design Workshop, Inc. to commence services immediately for an initial fee of $100,000 for work on Phase II. 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. Phase I Amount: $237,500 Interim Phase II Amount: $100,000 Total New Contract Amount: $337,500 Schedule: 3-5 Months Please call me at 970-399-1404 if you have any questions regarding this request for additional services. Sincerely, DESIGN WORKSHOP, INC. Jessica Garrow Principal APPROVED BY CLIENT: By: Date: Title: 3 Certificate Of Completion Envelope Id: 6F4303F10E3748E7B0236E48BBE25EED Status: Completed Subject: Design Workshop | Pitkin County Task Order Amendment 163.23 B-1-A for Review and Signature Source Envelope: Document Pages: 6 Signatures: 2 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: 69.170.199.165 Record Tracking Status: Original 5/6/2024 3:25:07 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: 73.203.105.128 Sent: 5/13/2024 10:55:41 AM Viewed: 5/13/2024 2:44:07 PM Signed: 5/13/2024 2:44:45 PM Electronic Record and Signature Disclosure: Accepted: 5/13/2024 2:44:07 PM ID: 89258447-9af3-4261-9ea8-f3ed0f9b0a54 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: 63.246.134.250 Sent: 5/13/2024 2:44:47 PM Viewed: 5/13/2024 2:53:57 PM Signed: 5/13/2024 2:54:15 PM Electronic Record and Signature Disclosure: Accepted: 5/13/2024 2:53:57 PM ID: ed3ef992-52d9-497e-b3c7-e728ac0fecf8 Company Name: Pitkin County, Colorado 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 Nicole Rebeck-Stout nicole.rebeck-stout@pitkincounty.com Security Level: Email, Account Authentication (None)Using IP Address: 98.55.22.105 Sent: 5/6/2024 3:28:48 PM Resent: 5/9/2024 11:14:56 AM Viewed: 5/13/2024 10:52:43 AM Electronic Record and Signature Disclosure: Certified Delivery Events Status Timestamp Accepted: 5/13/2024 10:52:43 AM ID: db34360f-d92c-4f0c-ba18-6ecc4be9ba79 Company Name: Pitkin County, Colorado Pitkin County Procurement procurement@pitkincounty.com Procurement Specialist Pitkin County Security Level: Email, Account Authentication (None) Using IP Address: 69.170.199.165 Sent: 5/13/2024 10:52:44 AM Viewed: 5/13/2024 10:55:40 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign Carbon Copy Events Status Timestamp Pitkin County Procurement procurement@pitkincounty.com Procurement Specialist Pitkin County Security Level: Email, Account Authentication (None) Sent: 5/13/2024 2:54:16 PM Resent: 5/13/2024 2:54:23 PM 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: 5/13/2024 2:54:17 PM 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: 5/13/2024 2:54:18 PM 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: 5/13/2024 2:54:19 PM Viewed: 5/13/2024 3:03:15 PM Electronic Record and Signature Disclosure: Not Offered via DocuSign Witness Events Signature Timestamp Notary Events Signature Timestamp Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 5/6/2024 3:28:48 PM Certified Delivered Security Checked 5/13/2024 2:53:57 PM Signing Complete Security Checked 5/13/2024 2:54:15 PM Completed Security Checked 5/13/2024 2:54:19 PM 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. Described below are the terms and conditions for providing to you such notices and disclosures electronically when we send you documents for electronic signature. Acknowledging your Access, Intent, and Consent to Receive and Sign Materials Electronically To confirm that you can access this information electronically, which will be similar to other electronic notices and disclosures that we will provide to you, please verify that you were able to read this electronic disclosure and that you also were able to print on paper or electronically save this page for your future reference and access or that you were able to e-mail this disclosure and consent to an address where you will be able to print on paper or save it for your future reference and access. Further, if you consent to receive notices and disclosures exclusively in electronic format on the terms and conditions described above, please let us know by clicking the 'I agree' button below. By checking the 'I Agree' box, I confirm that:  I am establishing my intent to be bound to the transaction, and indicating that I am fully aware of the purpose for which the signature is being provided.  I can access and read this Electronic CONSENT TO ELECTRONIC RECEIPT OF ELECTRONIC RECORD AND SIGNATURE DISCLOSURES document; and  I can print on paper the disclosure or save or send the disclosure to a place where I can print it, for future reference and access; and  Until or unless I notify Pitkin County as described above, I consent to receive from exclusively through electronic means all notices, disclosures, authorizations, acknowledgments, and other documents that are required to be provided or made available to me by Pitkin County during the course of my relationship with you. Signing Documents without a Pitkin County DocuSign Account: Pitkin County may not require all document signers to be authorized users of the Pitkin County DocuSign Account. 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