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HomeMy WebLinkAboutbocc.con.amended.163.23 C-18/30/2021 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: $ 55,000.00 $ - $ - $ 55,000.00 Community Development Task Order to authorize additional services for Phases 2, 3, 4, and 5. Original Contract Amount Previous Change Order/Amendment Amount This Change order/Amendment amount Contract Total No Additional Services Design Workshop $ 55,000.00 Additional Budget Line Item(s) (Please fully allocate New Contract Total) $ - $ - $ - $ 55,000.00 Formal Services/Maintenance 4/11/2024 12/31/2024 Task Order 163.23 C-1 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 Master Service Agreement #: 163.23 Rev: 2018-10-10 btf 1 TASK ORDER Task Order/Project Name: Additional Services - Phases 2, 3, 4, and 5 Task Order Number: 163.23 C-1 Task Order Budget Line Item: 10016100-531000 OWNER: CONTRACTOR: Pitkin County Design Workshop Suzanne Wolff – Community Development Jessica Garrow, Principle 530 E Main Street, Suite 205 22860 Two Rivers Road, Unit #1 Aspen, CO 81611 Basalt, CO 81621 Phone: (970) 920-5093 Phone: (970) 925-8354 suzanne.wolff@pitkincounty.com jgarrow@designworkshop.com PROJECT NAME: ADDITIONAL SERVICES - PHASES 2, 3, 4, AND 5 START DATE: April 11, 2024 END DATE: December 31, 2024 The Implementation of Community Growth Committee Recommendations (the “Agreement”) dated October 25, 2023 between the Board of County Commissioners of Pitkin County (the “County”) and Design Workshop 22860 Two Rivers Road, Unit #1 Basalt, CO 81621 (the “Contractor”), shall include the following services. 1. Contractor’s Obligations. Contractor shall complete the “Additional Services” listed in the attached Proposal (“Attachment A”) for Phases 2, 3, 4, and 5 of the Project. This includes: Task 201: Phase 2 Technical Analysis and Case Study Review – FAR and Net Parcel; Task 301: Phase 3 Relationship Analysis – FAR and Net Parcel; Task 401: Phase 4 Scenario Refinement – FAR and Net Parcel; Task 501: Phase 5 Recommendations Report – FAR and Net Parcel 2. Compensation and Expenses, Invoicing, Payment and Offset. The County shall compensate Contractor for its services in accordance with the Project Budget and Schedule set out in Paragraph 1 of this Task Order. It is expressly understood and agreed that in no event will the total compensation and reimbursement to be paid hereunder exceed the sum of Fifty-Five Thousand dollars and Zero cents ($55,000.00) for all services rendered. By Task Order or Task Order Amendment, the County and Contractor may reallocate the budget among project tasks if the total budget amount remains unchanged. Contractor shall invoice for the project monthly based on hours worked, with payment expected within thirty (30) days of invoice, but any payment by the County may be offset by any amount the Contractor owes the County for any reason. Master Service Agreement #: 163.23 Rev: 2018-10-10 btf 2 Any invoices not sent in the following manner may have payment delayed. All invoices for this Task Order shall reference Task Order 163.23 C-1 and Additional Services - Phases 2, 3, 4, and 5. Invoices shall be sent electronically in PDF format to alex.sanchez@pitkincounty.com. 3. Pitkin County’s Obligations. Pitkin County shall administer this contract through a County Representative. Suzanne Wolff, Community Development Director will manage the project as the County’s Representative. The services provided and products delivered by the Contractor under this contract will be subject to review by the County’s Representatives, or a designee, for compliance with Contractor’s obligations prior to final payment. 4. Formation of Task Order. This Task Order is issued in accordance with the provisions of the Agreement. Contractor agrees to provide services subject to the terms of this Task Order and for the avoidance of doubt this Task Order consists of the terms set out in the Agreement. In all other respects the Agreement is in full force and effect and remains unchanged by this Task Order. DESIGN WORKSHOP ________________________________________________ !#VENDOR SIGNATURE#! Date PITKIN COUNTY, COLORADO ________________________________________________ !#DEPARTMENT REPRESENTATIVE#!Date Director Suzanne Wolff Apr-11-2024 Principal Apr-11-2024 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 April 9, 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 Pitkin County Contract Control Number: 163.23 Add Service Number 2 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 following services require approval under additional service requests in order for the project team to meaningful move forward with next steps. This Additional Services request will provide technical assistance for floor area ratio and net parcel/slope reduction. The Community Growth Advisory Committee (“CGAC”) intent for floor area ratio and net parcel size is as follows: Use AR-2 as a starting point. Develop a ratio / method that correlates floor area to site specific constraints. Implement a slope area calculation to net parcel size with the initial framework below. Task 201 Phase 2 Technical Analysis and Case Study Review - FAR and Net Parcel ($19,500) Purpose: Document existing conditions for FAR and net parcel calculations to establish a baseline. Explore case studies for Floor Area Ratio (“FAR”) and Net Parcel/Slope Reduction based on peer communities. The case study approach will enable the team to understand how FAR and net parcel area tools are utilized in other relevant communities. Teaming: Design Workshop and Alan Richman will lead this analysis, with GBSM providing support through the Data Team. Coordination with Pitkin County Community Development Staff to provide input to this research process, as outlined in the scope below. Scope: Design Workshop will evaluate current Land Use code to establish a baseline understanding and documentation of the existing conditions for FAR and net parcel/slope reduction calculations with associated methodology articulated. A case study analysis will provide insights into the approach other communities take in regards to FAR and net parcel/slope reduction. Tasks: A.Document the existing conditions for FAR and net parcel calculations with associated methodologyindicated based upon County-level property data and, additionally, 5 to 10 site specific examples thatprovide a variety of site conditions.B.Document the relationship to the existing FAR and net parcel calculation to the County values.C.Identify and provide analysis of 3 to 5 FAR and net parcel/slope reduction case studies. Case studyselection is required to be approved by Pitkin County prior to completion of the analysis. Case studyanalysis shall address:a.If and how the tool is being deployed in other cities/counties with a similar profile as Pitkin Attachment A County and to what end? b. What is the range of options for using and deploying the tool? c. How is the tool already in use in Pitkin County and what are gaps/opportunities based on relevant case studies? D. This research will include meetings with Pitkin County Community Development staff to inform the research. E. Continued coordination outside of PMT meeting via phone or email including engagement with Pitkin County's Data Team as needed. Deliverables: A. Case study kick off meeting with County staff. B. Up to two (2) 30-minute coordination meetings with County Data Team staff. C. Up to three (3) 30-minute research meetings with County staff. D. Report describing findings including an executive summary, tables and graphics (up to 5 anticipated, if needed), including a baseline values analysis. Report should provide adequate information to feed into the Data Framework, as needed. This will be delivered in Microsoft Word (Google Document preferred) for one round of review with County Staff. Anticipated to be 5-10 pages in length. E. Final report to be provided in PDF format. F. Presentation slides formatted using Google Slides for use in public and BOCC / Planning Commission presentations. Up to ten (10) slides are anticipated. Assumptions: It is assumed Pitkin County will provide the following data for this task: A. GIS parcel data with associated attribute table indicating zone district and property sizes in acres. B. GIS data for water features and wetlands, or coordination with DW on a separately available public source. C. GIS parcel data with associated slope analysis utilizing slope categories approved by Pitkin County. D. 5 to 10 site specific improvement surveys of properties in the County with diverse conditions including size, presence of steep slopes, presence of water features, rights-of-way and/or access easements. Task 301 Phase 3 Relationship Analysis - FAR and Net Parcel ($11,250) Purpose: Identify a narrow range of options for FAR and Net Parcel/slope reduction and establish an understanding of the interplay between levers and alignment with community values. Teaming: Design Workshop and Alan Richman will lead this analysis, with GBSM providing support through the Data Team. Coordination with Pitkin County Community Development Staff to provide input to this research process, as outlined in the scope below. Scope: Utilize existing information and data available from Pitkin County to develop options for FAR and net parcel/slope reduction based on best practices and regional examples identified in Task 201. This will enable the team to explore the potential impact in different zone districts and areas of the County. Tasks: A. Provide logic to the methods that are considerate of the optimal ratio, method used to calculate, simplicity of calculation for FAR and net parcel/slope reduction. a. What method should be used to correlate floor area to net parcel size? b. What method should be used to calculate net parcel/slope reduction. B. Based upon findings in Task 201, develop a suite of options for FAR and net parcel/slope reduction with comparison to existing conditions. Conceptual options to be approved by Pitkin County prior to full development. a. Site Specific: Utilizing three (3) to five (5) properties in Pitkin County of various sizes and topographic conditions, create a matrix of nine (9) scenarios evaluating a spectrum of options for FAR and net parcel/slope reduction based upon the case studies exercise and specific analysis in Task 201. Illustrate a matrix of low, medium and high intervention for FAR variable (x-axis) and low, medium and high intervention for the net parcel/slope reduction variable (y-axis). Research questions to address: i. What are the options for FAR? ii. What are options for slope area reduction for net parcel size? b. County-wide: Utilizing county-wide mapping data, provide a County-wide analysis of properties for FAR and net parcel/slope reduction based upon the County selected intervention. C. Document the relationship of the FAR and net parcel/slope reduction options to the County values. a. What are the community benefits/ GHG outcomes projected from this recommendation? How can FAR and net parcel/slope reduction support community values? D. Describe how the methods relate to other recommended land use/building code tools, how it achieves Pitkin County’s goals and objectives, and any unintended consequences of the FAR and net parcel/slope reduction options. E. This research will include meetings with Pitkin County Community Development staff to inform the research. F. Continued coordination outside of PMT meeting via phone or email including engagement with Pitkin County's Data Team as needed. Deliverables: A. Up to two (2) 30-minute coordination meetings with County Data Team staff. B. Up to three (3) 30-minute research meetings with County staff. C. Report describing FAR and net parcel/slope reduction options including an executive summary, tables and graphics (up to 5 anticipated, if needed), including values analysis and identification of any unintended consequences. Report should provide adequate information to feed into the Data Framework, as needed. This will be delivered in Microsoft Word (Google Document preferred) for one round of review with County Staff. Anticipated to be 5-10 pages in length. D. Final report to be provided in PDF format. E. Presentation slides formatted using Google Slides for use in public and BOCC / Planning Commission presentations. Up to ten (10) slides are anticipated. Assumptions: Design Workshop will utilize data provided in Task 201 for this task. It is assumed Pitkin County will provide input and final approval of the site specific properties for options development. DW will not begin work on the scenarios until confirmation is provided in writing. Task 401 Phase 4 Scenario Refinement - FAR and Net Parcel ($16,250) Purpose: In tandem with other options from all the various CGAC recommendations, identify the merits of the proposed Net Parcel Area and FAR policy changes within the context of scenarios. Teaming: Design Workshop will lead this analysis, with support from Alan Richman and GBSM for QM reviews. Pitkin County Community Development Staff to provide input to this research process, as outlined in the scope below. Scope: Based on the options established in Tasks 301, this phase “test-drives” the FAR and parcel/slope reduction concepts together with other CGAC recommendations. The intent is to determine how these tools may achieve Pitkin County's goals and objectives established in the CGAC Final Recommendations Report by testing the options in tandem with other “levers” from the CGAC report, as described below. A. Scenarios will be refined through focus group discussion and other engagement tools, as identified in the Community Engagement Plan (Included in a different Task Order). B. Continued coordination outside of PMT meeting via phone or email. Including engagement with Pitkin County's Data Team as needed, anticipate up to (2) coordination check-ins. C. Anticipate two (2) Staff Workshops (included in a different Task Order). This research will include meetings with Pitkin County Community Development staff to inform the research. D. Continued coordination outside of PMT meeting via phone or email including engagement with Pitkin County's Data Team as needed. Deliverables: A. Up to two (2) 30-minute coordination meetings with County Data Team staff. B. Up to three (3) 30-minute research meetings with County staff. C. Identification of preferred scenario, to be documented in Task 501. Assumptions: Design Workshop will utilize options developed in Task 301 for this task. This task requires significant coordination with the rest of the subconsultant team. Task 501 Phase 5 Recommendations Report - FAR and Net Parcel ($8,000) Purpose: This work will document the preferred scenario from Task 401 in a compiled Recommendations Report (inclusive of all the other technical recommendations) that provides granular detail about the intent and content of Code Amendments that will be drafted in subsequent phases. Teaming: Design Workshop will lead this analysis, with support from Alan Richman and GBSM for QM reviews. Pitkin County Community Development Staff to provide input to this research process, as outlined in the scope below. Scope: Provide detailed information describing the preferred scenario in an effort to streamline Land Use Code Amendment drafting. A. FAR and net parcel/slope reduction summary of preferred options and implementation analysis. Document will be delivered in Microsoft word for one round of review with County Staff. Anticipated to be 5-10 pages in length. a. The summary will include details from the CGAC report including "Under no circumstance will the amount of net parcel size be reduced by more than 25% due to areas with steep slopes" in addition to recommendations about entitlements for existing PUDs. b. The summary will also include a written recommended implementation framework, including consideration of how an applicant would submit required documentation and how the County would review and confirm compliance. c. The summary will include a cursory review of how the proposed code amendments would create additional non-conformities in the County and initial discussion of how that may be addressed, with the recognition that a larger non-conformity study is anticipated as a separate task order. B. This research will include meetings with Pitkin County Community Development staff to inform the research. C. Continued coordination outside of PMT meeting via phone or email including engagement with Pitkin County's Data Team as needed. Deliverables: A. In the context of a compiled report with other technical recommendations, document the preferred FAR and net parcel/slope reduction options including an executive summary, tables and graphics (up to 5 anticipated, if needed), including values analysis and identification of any unintended consequences. Report should provide adequate information to feed into the Data Framework, as needed. This will be delivered in Microsoft Word (Google Document preferred) for one round of review with County Staff. Anticipated to be 5-10 pages in length. B. Final report to be provided in PDF format. C. One (1) Final presentation to Pitkin County staff, public presentation, and BOCC presentation. ___ Note: the work performed in these Tasks will interface with Community Stakeholders. Community engagement tasks are identified in a different Task Order. By signing this letter, you are authorizing Design Workshop, Inc. to commence services immediately for a fee of $55,000 for work under Tasks 201, 301, 401 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. Initial Contract Amount: $237,500 Task Order 1, Interim Engagement Amount: $100,000 New Task Order 2, Tasks 201, 301 and 401 $55,000 Total New Contract Amount: $392,500 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: Attachments: A. Data Framework (link out) B. Vision 2050 Roadmap Attachment B - Vision 2050 Roadmap Certificate Of Completion Envelope Id: E6922208D13D4CAFA7EF06ED012B335C Status: Completed Subject: Design Workshop | Pitkin County Task Order 163.23 C-1 for Review and Signature Source Envelope: Document Pages: 9 Signatures: 2 Envelope Originator: Certificate Pages: 5 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 4/11/2024 10:22:53 AM 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: 4/11/2024 10:25:55 AM Viewed: 4/11/2024 12:48:44 PM Signed: 4/11/2024 12:49:12 PM Electronic Record and Signature Disclosure: Accepted: 5/15/2024 10:19:29 AM ID: 934c1c1e-22a6-4d18-a5a2-512a8f3ef4f8 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: 4/11/2024 12:49:13 PM Viewed: 4/11/2024 1:47:58 PM Signed: 4/11/2024 2:04:19 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 Carbon Copy Events Status Timestamp Pitkin County Procurement procurement@pitkincounty.com Procurement Specialist Pitkin County Security Level: Email, Account Authentication (None) Sent: 4/11/2024 2:04:20 PM Resent: 4/11/2024 2:04:25 PM Carbon Copy Events Status Timestamp 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: 4/11/2024 2:04:21 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: 4/11/2024 2:04:21 PM Electronic Record and Signature Disclosure: Not Offered via DocuSign Nicole Rebeck-Stout nicole.rebeck-stout@pitkincounty.com Security Level: Email, Account Authentication (None) Sent: 4/11/2024 2:04:22 PM Viewed: 5/17/2024 3:26:20 PM Electronic Record and Signature Disclosure: Accepted: 5/13/2024 10:52:43 AM ID: db34360f-d92c-4f0c-ba18-6ecc4be9ba79 Company Name: Pitkin County, Colorado Witness Events Signature Timestamp Notary Events Signature Timestamp Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 4/11/2024 10:25:55 AM Certified Delivered Security Checked 4/11/2024 1:47:58 PM Signing Complete Security Checked 4/11/2024 2:04:19 PM Completed Security Checked 4/11/2024 2:04:22 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. 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