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HomeMy WebLinkAboutbocc.con.038.258/30/2021 CDD Contract Information Contract Number Project Name Contractor Budget Line Item 40451150.531000 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 Diane Jackson County Representative Phone (970) 429-1881 Provide a brief description of the Contract or Change Order: Contract Value Summary: NTE $863,200.00 $ - $ - NTE $863,200.00 Airport Letter of Agreement for preliminary architectural services for the ASE terminal design project. Original Contract Amount Previous Change Order/Amendment Amount This Change order/Amendment amount Contract Total No ASE Terminal Design Architectural Services ZGF Architects, LLP NTE $863,200.00 Additional Budget Line Item(s) (Please fully allocate New Contract Total) $ - $ - $ - NTE $863,200.00 Formal Services/Maintenance 8/1/2025 9/26/2025 New Contract 038.25 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 LETTER OF AGREEMENT SUBJECT: TERMINAL ARCHITECTURE PRELIMINARY DESIGN SERVICES 1. EFFECTIVE DATE: This Letter of Agreement is entered into as of the date last signed below between Pitkin County (the “County”) and ZGF Architects, LLP (“ZGF”), collectively referred to herein as the “Parties”, with regard to preliminary services to be rendered in furtherance of the Aspen/Pitkin County Airport Terminal Design project (“Project”). 2. PURPOSE: In anticipation of entering into a binding master services agreement (“Master Agreement”) approved by the Pitkin County Board of County Commissioners for the Project, and in light of the numerous preliminary architectural services required to be completed prior to the time when the Master Agreement will be executed, in order to successfully meet overall timelines and Project objectives, this letter establishes the expectations and responsibilities for both Parties for the completion of the preliminary scope of services described in Section 4 until such time as the Parties enter into the Master Agreement. 3. INTEGRATION AND MODIFICATION: This Letter of Agreement constitutes the full and complete understanding of the Parties and supersedes or incorporates any prior written and oral agreements of the Parties. Any modification to this Letter of Agreement must be in writing and executed by the Parties hereto. 4. SCOPE: ZGF agrees to provide the preliminary Project services described in the attached Exhibit A: Scope of Work (“Scope of Work”). The Project services will be performed according to the schedule listed in the Scope of Work, with appropriate adjustment to the dates listed to accommodate the date of execution of this Letter of Agreement. 5. COMPENSATION: It is expressly understood that compensation for services rendered in relation to this Letter of Agreement shall in no event exceed the sum of Eight Hundred Sixty-Three Thousand Two Hundred Dollars and Zero ($863,200.00), billable as incurred or as services are rendered at the rate listed on the Scope of Work. Any payment by the County may be offset by any amount ZGF owes to the County for any reason. 6. TERM: This Letter of Agreement shall be effective from the date signed until September 26, 2025 or when the Master Agreement is executed, whichever occurs first. 7. RESPONSIBILITIES: a. It is ZGF’s responsibility to ensure that services are provided in a safe and professional manner. ZGF, by signing below, expressly agrees to maintain sufficient insurance to cover any claims that may arise due to the provisions, negligence, inactions, or actions resulting from their services and likewise agrees to indemnify and hold harmless Pitkin County, its subsidiaries, affiliated entities, employees, agents, volunteers, and elected officials from any and all suits and claims related to services rendered under this Letter of Agreement, including attorney’s fees and associated costs of litigation. b. ZGF expressly represents that they hold any and all licenses and permits required under any applicable federal, state and local laws to provide the services described within this Letter of Agreement. c. ZGF and the County understand that this Letter of Agreement is not assignable by either party without the other Party’s prior written consent, which may be withheld in said Party’s sole and absolute discretion. Any use of subcontractors by ZGF for performance of these services must be accepted in writing by the County. d. The County has the right to terminate this Letter of Agreement, with or without cause, by providing written notice to ZGF of such termination and specifying the effective date thereof. Such notice shall be given at least Ten (10) days before the effective date of Termination. ZGF ARCHITECTS, LLP By: ____________________________ Date: ___________________ PITKIN COUNTY, COLORADO RECOMMENDED FOR APPROVAL: By: ____________________________ Date: ___________________ COUNTY MANAGER APPROVAL: By: ____________________________ Date: ___________________ Aug-06-2025 Airport DirectorDiane Jackson Deputy County Manager Aug-06-2025 Ryan Mahoney Sharron van der Meulen Partner Aug-06-2025 DATES DELIVERABLE TASKS CONSULTANTS NEEDED FEE BREAKDOWN FEE TYPE TOTAL July 14 - Aug 1(3 weeks)Project Set Up Finalize Workplan Scope and ScheduleCoordinate and Schedule Client and Consultant Workshops Prepare for Design Meetings Begin Program Manager Meetings with Jacobsen DanielsFinalize Subconsultant Contractual Agreements ZGFCCA HDR lump sum $50,000 Aug 4 - Aug 15(2 weeks)BOCC Intro and Project Start Up Prepare for and Attend Project Kickoff Begin Weekly Project Management Meetings Begin Design Meetings in Preparation for BOCC IntroBegin Program Planning Framework Schedule Engagement Meetings with Stakeholders Coordinate Task Force Participation MeetingsPrepare Presentation Materials for Interim Team Meeting Provide Presentation Materials and Meeting Minutes ZGFCCA HDRPAE KLA DW 695 hrs $115,000200 hrs $ 47,000 225 hrs $ 45,000150 hrs $ 30,000 32 hrs $ 6,400 55 hrs $ 11,000 t+m (not to exceed) $254,400 Aug 18 - Aug 29 (2 weeks) Interim Design Meeting and Programming Start Attend Weekly Project Management Meetings Continue Design Meetings in Preparation for Interim Project Team Meeting Program Planning Engagement Meetings Begin Begin Conceptual Test Fit and Site Plan Design ExplorationsAnalyze Traffic and Roadway Options for Site Planning Build 3D Digital Massing Models Create Common Ground Recommendation Summary Explore Early Passive Sustainability Strategies Conduct Aviation Planning Reviews for Level of Service ZGF CCAHDR PAE KLADW 695 hrs $115,000 200 hrs $ 47,000 225 hrs $ 45,000 150 hrs $ 30,000 32 hrs $ 6,400 55 hrs $ 11,000 t+m (not to exceed) $254,400 Sep 1 - Sep 12 (2 weeks) Project Team Meeting Presentation 1: Vision Attend Weekly Project Management Meetings Continue Design Meetings in Preparation for Interim Project Team Meeting Program Planning Engagement Meetings ContinuePrepare Presentation Materials for Project Team Meeting Presentation 1: Vision Coordinate Task Force Participation MeetingsTravel for and Present Project Team Meeting Presentation 1: VisionProvide Presentation Materials and Meeting Minutes ZGF CCAHDR PAEKLA DW 695 hrs $115,000 200 hrs $ 47,000 225 hrs $ 45,000 150 hrs $ 30,000 32 hrs $ 6,400 55 hrs $ 11,000 t+m (not to exceed) $254,400 Aug 4 - Sept 12(6 weeks)Travel + Expenses Estimated Allowance for 3 In-Person MeetingsTravel for 6 (max) Design Teammates ZGFCCA HDR PAEKLA DW Approx 5% Fee:Direct Costs No Mark Up To Be Approved by Client allowance $50,000 SCOPE OF WORK EXHIBIT A Certificate Of Completion Envelope Id: 35E3B1AB-C7A8-4049-BF63-0290B2BDABA4 Status: Completed Subject: ZGF Architects, LLP | Pitkin County Letter of Agreement 038.25 R2 for Review & Signature Source Envelope: Document Pages: 4 Signatures: 3 Envelope Originator: Certificate Pages: 6 Initials: 1 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: 65.38.144.66 Record Tracking Status: Original 8/5/2025 11:21:33 AM Holder: Pitkin County Procurement Procurement@PitkinCounty.com Location: DocuSign Signer Events Signature Timestamp Connie Baker connie.baker@pitkincounty.com Budget Director Pitkin County Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 65.38.144.66 Sent: 8/5/2025 11:22:29 AM Viewed: 8/5/2025 11:22:46 AM Signed: 8/5/2025 11:22:51 AM Electronic Record and Signature Disclosure: Not Offered via Docusign Diane Jackson diane.jackson@aspenairport.com Airport Director Security Level: Email, Account Authentication (None)Signature Adoption: Pre-selected Style Using IP Address: 65.38.144.66 Sent: 8/5/2025 11:22:53 AM Viewed: 8/6/2025 11:50:02 AM Signed: 8/6/2025 11:50:14 AM Electronic Record and Signature Disclosure: Accepted: 8/6/2025 11:50:02 AM ID: 428ef67a-756e-4d9d-9614-c7e54b19668c Company Name: Pitkin County, Colorado Ryan Mahoney ryan.mahoney@pitkincounty.com Deputy County Manager Signing Group: County Manager Group Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 65.38.144.66 Signed using mobile Sent: 8/6/2025 11:50:16 AM Viewed: 8/6/2025 11:50:57 AM Signed: 8/6/2025 11:51:20 AM Electronic Record and Signature Disclosure: Not Offered via Docusign Sharron van der Meulen sharron.vandermeulen@zgf.com Partner Security Level: Email, Account Authentication (None)Signature Adoption: Pre-selected Style Using IP Address: 50.223.10.26 Sent: 8/6/2025 11:51:22 AM Viewed: 8/6/2025 12:33:30 PM Signed: 8/6/2025 12:42:30 PM Electronic Record and Signature Disclosure: Accepted: 8/6/2025 12:33:30 PM ID: ba525d96-b271-4605-9263-3b70ec70405a 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: 8/6/2025 12:42:32 PM Resent: 8/6/2025 12:42:40 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: 8/6/2025 12:42:32 PM Electronic Record and Signature Disclosure: Not Offered via Docusign Brad Jacobsen brad.jacobsen@jacobsendaniels.com Executive Vice President Security Level: Email, Account Authentication (None) Sent: 8/6/2025 12:42:33 PM Electronic Record and Signature Disclosure: Accepted: 4/4/2022 1:30:27 PM ID: 77d74145-4854-4803-b1ec-800580bc02bd Company Name: Pitkin County, Colorado Dan Bartholomew dan.bartholomew@aspenairport.com Airport Director Aspen/Pitkin County Airport Security Level: Email, Account Authentication (None) Sent: 8/6/2025 12:42:34 PM Viewed: 8/6/2025 3:15:34 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 8/5/2025 11:22:29 AM Certified Delivered Security Checked 8/6/2025 12:33:30 PM Signing Complete Security Checked 8/6/2025 12:42:30 PM Completed Security Checked 8/6/2025 12:42:34 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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