No preview available
HomeMy WebLinkAboutC80-024 Allen Gerstenberger AssociatesCONTRACT THIS CONTRACT, made this 24th day of June, 1980, by and between the County of Eagle, hereinafter referred to as the County, and Allen Gerstenberger Associates, hereinafter referred to as the Contractor. WHEREAS, the County has completed an assessment of the needs of the senior citizens and the conclusions of the Human Resources Council were that improved facilities and programs for the senior citizens are important and necessary; WHEREAS, the County desires to continue expanding and improving programs for senior citizens and to plan for and provide facilities for senior centers, elderly housing, and health care facilities; WHEREAS, the County desires to engage a contractor to render certain technical and professional services for data collection and analysis, the evaluation of alternative sites, preparation of building programs, prep- aration of grant applications, and other reports and technical memoranda as required; WHEREFORE, the Contractor is capable and willing to perform the services; NOW THEREFORE, IT IS HEREBY AGREED THAT 1. DEFINITION OF SCOPE: The Contractor shall commence, carry on, and complete the Project with all practical dispatch, in a sound, economical and efficient manner, and in accordance with the Attached Exhibit A, "Proposal for Continuation of Eagle County Elderly Studies," dated 7 April 1980. 2. SUBMISSION OF PROCEEDINGS, CONTRACT AND OTHER DOCUMENTS: The Contractor shall submit to the County such data, reports, records, contract and other documents relating to the Project as the County may reasonably require. The Contractor shall retain intact, for one year following project close-out, all project documents, financial records, and supporting documents. 3. DOCUMENTATION OF PROJECT COSTS: All costs, charged to the Project, including any services contributed by the Contractor or others, shall be supported by properly executed payrolls, time records, invoices, contracts, or vouchers evidencing in detail the nature and propriety of the charges. 4. TIME OF PERFORMANCE: This Contract is effective for a period of twelve months from the date of the Contract. 5. FEES AND COMPENSATION: Contractor fees are based on the hours spent on each job. Principal time is billed at $30 per hour and associates and support personnel at $10 to $25 per hour as appropriate. Reimbursable expenses and direct costs are in addition to the fees for professional service and include actual expenditures made by the employees of the Contractor necessary for the completion of the project. Direct costs, such as printing and photography, reimbursable expenses such as postage, milage, phone, consultants, and xeroxgraphy are billed directly and are invoiced at cost plus 15%. Milage is billed at 1831e per mile. qF' Page 2 24 June 1980 Contract: Eagle County & Gerstenberger Associates Elderly Facilities Programs 6. MAXIMUM COMPENSATION: Maximum compensation for all costs, reimbursable expenses, and other charges shall not exceed $18,090.00 for the work tasks as specified in Exhibit "A", Budget Alternative B. 7. PAYMENT: The Contractor shall bill the County monthly for all fees, reimbursable expenses and direct costs incurred. If the invoice is submitted by the 25th of the month, the County shall make payment by the 15th of the following month. 8. PROGRESS REPORTS: The Contractor- shall meet with or submit written reports at least monthly to the Eagle County Human Resources Council and/or the County Commissioners at their request. 9. TERMINATION OF CONTRACT: This agreement may be terminated by either party upon seven days written notice. In the event of termination, the Contractor shall be paid compensation for services performed to ter- mination date, including reimbursable expenses and direct costs then due. In that event, all finished or unfinished documents, data, studies, surveys, and reports or other material prepared by the Contractor under this Contract shall become the property of the County after just and equitable compensation is received by the Contractor. 10. CHANGES: The County may, from time to time, require changes in the scope of services of the Contractor to be performed hereunder. Such changes, including any increase or decrease in the amount of the Contractor's compensation, which are mutually agreed upon by and between the County and Contractor, shall be incorporated in written amendments to this Contract. 11. EQUAL EMPLOYMENT OPPORTUNITY: In connection with the execution of this Contract, the Contractor shall not discriminate against any employee or applicant for employment because of race, religion, color, sex, or national origin. The Contractor shall ensure the applicants are employed without regard to their race, religion, color, sex or national origin. Such action shall include, but not be limited to the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. 12. INTEREST OF CONTRACTOR: The Contractor covenants that he presently has no interest and shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of services required to be performed under this Contract. The Contractor further covenants that in the performance of this Contract no person having any such interest shall be employed. Page 3 24 June 1980 Contract: Eagle County & Gerstenberger Associates Elderly FacilitiesPrograms 13. FINDINGS CONFIDENTIAL: Any reports, information, data, etc., given to or prepared or assembled by the Contractor under this Contract which the County requests to be kept as confidential shall not be made available to any individual or organization by the Contractor without the prior written approval of the County. 14. PUBLICATION, REPRODUCTION AND USE OF MATERIAL: The County shall have unrestricted authority to publish, disclose, distribute and otherwise use, in whole or in part, any reports, data or other materials prepared under this Contract. 15. The laws of the State of Colorado and rules and regulations issued pursuant thereto shall be applied in the interpretation, execution and enforcement of this Contract. 16. The signatories hereto aver that they are familiar with 18-8-301, et seq., (Bribery and Corrupt Influences) and 18-8-401, et seq., (Abuse of Public Office), C.R.S. 1973,. as amended, and that no violation of such provisions is present. 17. The signatories aver that to their knowledge, no County employee has any personal or beneficial interest whatsoever in the service or property described herein. 18. The Contractor as an independent Contractor, its agents and employees will receive no benefits directly or indirectly that accrue to County employees in the performance of this agreement. IN WITNESS WHEREOF, the parties hereto have executed this agreement on the day first written above. Allen Gerstenber` er Allen Gerstenber er Associates, Independent Con ractor Dale Grant, Chairman Eagle County, Colorado Board of County Commissioners Allem. Gerstenberger ;Ssociates 7 April 1980 Mr. George Thatcher, Director Dept. of Social Services Eagle County Box 660 Eagle, Colorado RE: Continuation of Eagle County Elderly Studies Dear George: As you requested, I am submitting this tentative proposal for the continuation of work on the Senior Citizens Project for the County. I am very pleased to learn that the Human Resources Council and the County Commissioners are pleased with the work thus far, and interested in continuing the program. As you are aware, I've been fortunate to have visited a number of senior centers and senior housing projects throughout the state since our last meeting. The information that I've collected and the contacts that I have made will be valuable in the next phase. In this proposal, I will outline issues to be addressed in the next phase, specify work tasks for each, propose a time schedule, and budget. As you requested, I have identified several levels of work with corresponding budget proposals. After you and the HRC have had a chance to review the proposals and discuss them, it would be good for us to talk about them and finalize the work program. Issues: Several issues should be addressed at this time, including: 1. Facility Programs for the a) Senior Center, b) Elderly Rental Housing, c) Housing, d) Nursing Center. The facilities program should include defining the interior functions, their relationships, space requirements, and site requirements. 2. Site Selection - More specific information about the building program requirements will give us a better understanding of the size, characteristics, and location of the most appropriate site. This task should include identifying all available sites that meet the criteria for the project, evaluating the sites as to their practicality, and making recommendations to the County. 2040 14th Street Suite 100 Boulder, Colorado 80302 (303)447-8749 3. Prepare Grant Applications-- This will involve reviewing potential funding sources, developing cost estimates, making the initial contacts with the agencies, and preparing the draft applications to be submitted by the County or other agency. 4. Institutional Arrangements - Review the alternatives for owning and operating the senior centers and housing projects (i.e., the County, Housing Authority, non-profit corporation, etc.), and make recommendations. WORK. PROCESS: As I stated in my letter of 15 February 1980, (attached), I believe that the work process should continue at the same pace as the needs assessment phase. That is, monthly meetings with the Human Resources Council and other committees as required over a 6 - 12 month period. Work would be prepared each month for review and input from the Council. This process would allow everyone to be informed of the project and have.a reasonable amount of time to insure that their comments are included. The Human Resources Council should be the lead group. However, during the facility's programming phase, the County Council on Aging should be involved. I would meet with them on a monthly or bi-monthly basis to discuss program requirements and specifics in the building programs. In this manner, the Senior Citizens would be involved with designing the facilities. This should not only produce a better product, but will also be an important selling point in the grant. application. Time Schedule: As I stated, all tasks should be completed in a 6 to 12 month period. Generally this would involve developing the facilities programs (3-5 months), site selection (1-2 months), grants preparations (1-4 months depending on complexity and number). Some of these tasks would occur simultaneously. Work Program The following provides more information on specific activities and tasks for each major work element. Task l: Facilities Programs . Identify all possible functions to be included in the senior center, rental housing, congregate housing, and nursing center . Conduct three meetings with the County Council on Aging to discuss facilities they would like in the complex. Review the building program with them, and present building programs. .Conduct three meetings with the Human Resources Council to discuss facilities and building programs. .Prepare area requirements for all functional areas. .Develop schematics, indicating functional relationships between the major uses. .Prepare a technical memorandum to the HRC and County Commissioners with the recommendations for the facilities's programs. .The recommendations will identify both interior and exterior functions and area requirements. .The end product will include a detailed building program, although refinements will be required prior to the actual architectural design. The building program will be of a sufficient level of detail to provide an architect with a clear understanding of the building functions, floor areas, and funtional relationships. .The building program will be specific enough to permit unit cost estimates to be made. Task 2: Site Requirements and Selection - As part of the building program, site requirements will be specified. These will include uses, functional relationships, and area requirements. .Specific characteristics of the site will be identified as desirable or undesirable. .A weighting of the criteria will be recommended. .A matrix will be developed to enable different sites to be compared against one another and compared to the program objectives. .I will work with the County Planning Department to identify potential sites and to develop a cursory evaluation of each of the sites based on the site criteria accepted by the HRC. .The final product will be a technical memorandum identifying the site criteria, the sites evaluated, the rank order of the sites based on the criteria, and a recommendation of the three most appropriate sites. .During this phase, I will not be representing the County in negotiations with any property owners. My responsibilities will be assisting the County in determining the site requirements and in developing the process in evaluating the practicality of the sites. Task 3: Grant Applications .I will initiate discussions with the different state and federal agencies which may be involved. f .An outline of possible funding sources will be prepared with a brief analysis of the feasibility of each. A recommendation will be made to the HRC and the County Commissioners regarding which applications should be submitted, the estimated funds to be applied for and the local match required. Based on this information, the County can determine the type and numbers of applications they wish to submit, and the amount to be requested. .Prepare drafts of the grant applications for review by the HRC and County Commissioners. .Prepare (or assist in the preparation) of the actual grant submissions. .Throughout this period, I would be in contact with the appropriate state and federal agencies involved .The actual time and cost for this phase will depend on the number and types of grants the County is interested in. My proposal at this time is to search out the appropriate grants, make the initial contacts to determine the availability of funds, and prepare one to three applications. This is reflected in the budget. An estimate of time and materials for each of the possible applications will be presented to the County as a part of the recommendations. TASK 4: Field Trips - As we discussed, it'would be advantageous for members of the HRC and/or the County Council on Aging to visit selected other senior centers and housing projects. This will help educated everyone on the possibilities and limitations. The two budget alternatives reflect different trip distances and numbers of participants. BUDGET Two budget alternatives are presented, alternative A and B. The major variables are the number of meetings with the HRC, the County Council on Aging, and Commissioners that I would attend, the level of detail presented in the building program, and the number of grant applications prepared. If the members of the Human Resources Council have any questions or comments about•the proposed work program, I would be pleased to discuss them. Thank you for the opportunity to submit by ideas and to continue working on the program. I'm sure we will be able to help put together some more programs that will benefit the present and future senior citizens of Eagle County. Smile, Allen Gerstenberger AG:pd Budget Alternative "B" Approved by Human Resources Council, 10 June 1980. BUDGET PROPOSAL FOR EAGLE COUNTY SENIOR CITIZEN'CENTERS AND'HOUSING PROGRAM Allen Gerstenberger Associates ALTERNATIVE A ALTERNATIVE B CC TE HRS TOTAL RATE HOURS TOTAL 1. Direct Labor Allen Gerstenberger $30 200 $6000 $30/HR 400 $12,000 Research Assistant 15 40 600 15 75 1,125 Draftsperson 12 60 72 15 75 1,125 Technical Secretary 12 80 9 12 120 1,440 TOTAL LABOR $8,2 0 $15,090 2. Direct Material Printing/Reproduction 200 350 Phone 50 125 Supplies 50 100 Miscellaneous 50 100 TOTAL MATERIALS $350 $675 3. Travel Transportation 200 350 Per Diem 100 175 TOTAL TRAVEL $300 $525 +`. HRC Field Trip Transportation 200 500 Per diem 200 700 Total Travel $400 $1,200 5. TOTAL COSTS $9 390 $18,090 SERVICES PROVIDED Meetings with HRC 4 6 Meetings with Seniors 2 4 Meetings with Commissione 1 2 Building and Site progra Sufficie t fo very detailed grants & Pl nni g Federal/State Grant Applications 1 2 Schematic Building Designs No Yes t Budget Alternative "B" Approved by Human Resources Council, 10 June 1980.