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HomeMy WebLinkAboutC92-173 amendment to Alan Richman ContractC92- 173 -28 C -01 AMENDMENT TO CONTRACT FOR PROFESSIONAL SERVICES THIS CONTRACT AMENDMENT, made and entered into this `4� of January, 1993, by and between Eagle County, Colorado, acting by and through its Board of County Commissioners (hereinafter referred to as "the County "), and Alan Richman Planning Services, P.O. Box 3613, Aspen, Colorado, 81612 (hereinafter referred to as "the Consultant "). WITNESSETH: WHEREAS, the parties hereto have entered into a contract for professional services dated September 15, 1992 (hereinafter referred to as "the Contract "), pursuant to which the Consultant has rendered professional services to the County in connection with Task 1 of the Contract; and WHEREAS, during the course of accomplishing Task 1 of the Contract, the County determined that the scope of the Consultant's work program with respect to the preparation of an updated County Master Plan should be expanded, to complete an analysis of existing conditions within unincorporated Eagle County; and WHEREAS, the parties wish to amend the Contract, for the purpose of having the Consultant complete an analysis of existing conditions within unincorporated Eagle County. NOW, THEREFORE, in consideration of the covenants and agreements contained herein, the County and Consultant mutually agree as follows: The Contract for Professional Services between the parties dated September 15 1992 is incorporated herein by reference. Except as expressly stated in this Contract Amendment, all terms and provisions of the Contract shall remain in full force and effect as if incorporated and restated herein. H. TERM The collective terms of the Contract and Contract Amendment shall be 15 months, in which time the services described in Exhibit A of this Contract Amendment and those described in Exhibit A of the Contract shall be completed, unless the term is extended by mutual agreement of the contracting parties. The Contract commenced on September 15, 1992 and all services shall, therefore, be completed by December 15, 1993. HI. SCOPE OF CONSULTANT SERVICES AND COUNTY RESPONSIBILITIES The professional services which the Consultant agrees to perform are described in Exhibit A, and include the planned trips by the Consultant to Eagle County, which are listed in Exhibit B. I rr; The County's responsibilities to facilitate performance by the Consultant under this contract are outlined in Exhibit C. The Consultant's performance of the professional services agreed to under this contract is contingent upon the County's performance of its responsibilities. IV. SUBCONTRACTORS In addition to the subcontractors identified in the Contract, the Consultant shall also employ Chris Cares of RRC Associates of Boulder, Colorado for assistance with the design, distribution and tabulation of the community survey. Responsibility for performance under the subcontract shall rest with the Consultant. There shall be no other subcontracting of the services to be performed under this Contract Amendment and no substitution of subcontractors without the County's written consent. V. PAYMENT FOR SERVICES In consideration of Consultant's performance of the services described herein, the County agrees to pay the Consultant an amount not to exceed $64,900, as specified in Exhibit D, which shall constitute full and complete payment, including reimbursable expenses, for all services to be performed under the terms of this Contract Amendment, including those services performed by the subcontractors. The County shall make payments to the Consultant in the manner specified in Section VI. of the Contract. IN WITNESS WHEREOF, the parties hereto have executed this contract on the date first written above. COU Attes 2 EXHIBIT A CONSULTANT'S WORK PROGRAM RESPONSIBILITIES The original contract between the parties addresses work program tasks 1 through 3. To avoid confusion in contract administration, this contract amendment begins with Task 4. It is agreed, however, that Tasks 4 through 9 shall be accomplished subsequent to completion of Task 1, but prior to initiation of Tasks 2 and 3 of the original contract. The schedule for completion of all tasks is as follows. Task 1. Scoping Process 2. Annotated Regulations Outline 3. Draft Land Use Regulations 4. Inventory Data 5. Community Survey 6. Evaluate Public Facilities 7. Draft Existing Conditions Report 8. Conduct Vision Process 9. Draft County Master Plan Planned Date of Completion January, 1993 September, 1993 December, 1993 April, 1993 March, 1993 April, 1993 May, 1993 June, 1993 July, 1993 The Consultant's responsibilities for accomplishing these tasks is described below. Task 4: Inventory Land Use, Environmental and Population Data A. Prepare Automated Base Map The Consultant shall create a project base map in the ARCINFO /ARCCAD format, utilizing an existing automated map file to be provided by the County. The Consultant shall determine the organizational structure of the base map for use in public presentations and in printed reports, including its scale; specific layer structure; color designation by layer; and title block organization; and format. B. Digitize and Convert Environmental Data The Consultant shall create automated maps of the County's environmental features, having 3 a theme or coverage that is consistent with the overall layering scheme, which allows area - wide overlay analysis to be undertaken. This shall be accomplished as follows. The Consultant shall digitize the series of 22 County maps which depict composite land suitability with respect to geologic hazards /floodplains. The Consultant shall only be responsible for digitizing geologic hazards /floodplains for the privately owned lands within unincorporated Eagle County. Private lands shall be as depicted on the U.S. Forest Service While River National Forest map. The Consultant shall also digitize the series of 14 County maps which depict the zone district designations of all land within unincorporated Eagle County. The Consultant shall also convert the automated files of wildlife habitat /migration corridors to be provided to the County by the Colorado Division of Wildlife, so they are consistent with the maps digitized by the Consultant. C. Create Existing Land Use Map The Consultant shall conduct a windshield survey, using the County's zoning maps as a base, to identify existing land uses in the unincorporated areas of Eagle County. This information shall be used to produce an automated map which illustrates generalized existing land use patterns in unincorporated Eagle County, depicting in the range of 200 -350 land use polygons. Land shall be classified as residential, commercial, industrial, lodge, commercial recreation, agricultural, forestry, park/public, and vacant platted. Each of these land uses shall be defined as a theme or coverage which is consistent with the ARCINFO /ARCCAD data management formats, to allow generalized overlay, proximity and area analysis. D. Create Tabular Land Use and Population Data Base The Consultant shall work through the County's Project Manager to obtain parcel -based land use data from the County Tax Assessor. This shall be done by having the Consultant identify the specific types of data which are needed, and the Project Manager requesting this data from the County Assessor. The Consultant and the County's Project Manager shall also define appropriate geographic sub - areas, within which the data will be formatted. Using this data, the Consultant shall produce, depending on data availability, the following: 1. A table which identifies the existing number of residential units in unincorporated Eagle County (categorized as single family, duplex/triplex, condominium /multi - family, and mobile home); the number of lodge/hotel units; and the amount of commercial square footage (categorized as commercial /retail, office and industrial). 2. A table which identifies the total number of platted lots in unincorporated Eagle County. The total number of platted lots shall be disaggregated into those which are developed and those which are vacant lots. Based on this table, the total buildout potential of platted lots will be calculated. The Consultant shall also calculate the buildout potential of land which is zoned for, but not yet approved for development. C; The Consultant shall also make contacts with each incorporated community within Eagle County, to obtain their inventories of existing land use and platted vacant lots. This data will be tabulated separate from, but, if the data permits, in a compatible form to that for the unincorporated areas. County sub -area master plans will also be reviewed and summarized. The Consultant shall also review available 1990 U.S. Census reports for Eagle County. The Consultant shall compare this information to past Census data, as available, and create tables and graphs showing population and dwelling unit trends over time. To the extent to which such information is available, the trend analysis shall be disaggregated to identify the areas of Eagle County where development has been occurring over time. The Consultant shall also review annual Eagle County building permit summaries from recent years, to provide additional trend analysis. E. Conduct Land Use Analysis The Consultant shall conduct a series of generalized land use analyses, using the data gathered in map and tabular form. The purpose of the analyses shall be to use the series of automated existing conditions maps interactively, so that queries may be made between them. The types of analyses shall depend on the accuracy and consistency of the data gathered, but may include, and not be limited to examining the relationship between platted vacant lands and environmental hazard areas, identifying the relationships among land use types, and determining areas which appear to be suitable for future development. Task 5: Design, Distribute and Tabulate Survey The Consultant shall design a written survey intended to evaluate citizen attitudes towards potential planning strategies and land use alternatives applicable to Eagle County. The survey will include questions as to preferred countywide land development patterns, methods of encouraging or managing growth, and willingness to pay for /implement programs. The survey will also contain a series of questions designed to determine household demographics and behavior (such as location of residence and place of work, age, tenure in Eagle County, type of residence, and method of travel to work). This information will allow cross tabulation of survey opinions. The Consultant shall be responsible for design, printing and distribution of the questionnaire, and final tabulation of results. The Consultant shall provide to the County's Project Manager a written draft of proposed survey questions, and a memorandum identifying options for distributing the survey, for the County's input. The Consultant shall then hold a work session with the Eagle Valley Forum Planning and Development Issues Task Force, during which the draft survey will be reviewed, and distribution options will be discussed. The survey questions shall then be revised by the Consultant, to the County's satisfaction, prior to survey distribution. 5 C, r A mail back technique is planned, with approximately 1,600 surveys to be delivered through place of work or through post office boxes. There will also be a sampling of absentee owners by mail or through telephone survey. If, however, the County chooses to have a telephone survey be the sole sampling methodology, a smaller sample population will be surveyed, since telephone surveys cost more to administer per response than mail back surveys. A technical report documenting the survey results shall be provided to the County for limited distribution, along with a newsletter, for wider public distribution. Additional data analysis will be provided as necessary, during Plan formulation. Task 6: Evaluate Public Facilities and Services The Consultant shall perform an evaluation of current conditions and planned improvements to public facilities in Eagle County, focusing on services provided in unincorporated areas. The following public facilities and services shall be addressed: * Water supply, wastewater treatment, and solid waste disposal; * Police and fire protection, emergency medical services, and airport; and Roads, parks /recreation /trails, and schools. The Consultant, with input from the County's Project Manager, shall identify each service district and County department responsible for providing these services and compile a list of contacts to be made. Contact will be made with each responsible district and department to determine the information which is available, and whether it is in the form of a printed report or must be compiled by the service provider. It is expected that much of the necessary data will not be found in reports, but instead will require direct contact with each service provider, detailed interviews with key personnel, and follow -up, by the Consultant. The information to be collected by the Consultant shall include: 1. The location of each facility operated by the service provider; 2. The current capacity and usage of said facilities, and other existing conditions information pertinent to the master planning process; 3. The level of service standards utilized by the service provider in evaluating the capacity of the facility (such as number of acres of park land provided per 1,000 population, number of gallons of potable water consumed per household, or square footage of school space provided per student); 4. Any plans by the service provider to expand their current capacity, whether by T C -11 C,1 improvement of or addition to an existing facility, construction of a new facility, or otherwise; and 5. For roads, parks /recreation /trails, and schools only, information concerning the financing of current and planned improvements. It is understood by the contracting parties that the Consultant's responsibilities under this task shall be limited to collecting data prepared by the service providers, and not creating original data or engaging in field research. The Consultant shall prepare a memorandum which identifies any deficiencies in the data which has been obtained, which prevent the Consultant from completing the evaluation of existing conditions for any of the services included in this task. One (1) copy of the memorandum shall be submitted to the County's Project Manager, who shall take such steps as are necessary to rectify the data deficiencies. If the deficiencies cannot be rectified, the Consultant shall not be held responsible for completing the analysis for that service. The Consultant shall prepare a report summarizing the information obtained for each public service type, comparing the current capacity of the facility to its usage, considering the provider's adopted level of service standard, so as to identify any existing service shortfalls. The Consultant shall also analyze the adequacy of the service providers' plans for future facilities and services. To make this determination, the Consultant shall prepare a projection of future population, based on County development trends from 1980 through 1992, taking into account the Consultant's knowledge of likely development from vacant, platted lots and considering factors which may influence regional development. The State of Colorado population forecast for Eagle County will be considered in projecting future population. The Consultant and County agree, however, that while the Consultant shall collect existing conditions data regarding County roads, the Consultant shall not be responsible for determining the future demand for roads under this Task. This analysis requires a trip distribution model to be run, which shall be addressed as a separate Task by Eagle County. Task 7: Prepare Draft Existing Conditions Report The Consultant shall prepare a draft report summarizing the results of the entire data collection and evaluation process. The draft report shall contain the key tables, graphs and maps produced during the prior tasks. It shall summarize the land use, population, and environmental conditions inventory, the community facilities analysis, and community survey. As possible, information will be reported for the smaller planning sub -areas identified in Task 4, to permit comparative trend and issue analyses to be performed. A section of the report shall also be devoted to the Roaring Fork Valley portion of Eagle County. This section will be based primarily on the sub -area plan recently produced for this area. W The report shall also provide an analysis of the effectiveness of the County's adopted Master Plan policies, given the development which has occurred in Eagle County, and identify which policies appear most relevant to today's situation and which need to be updated, eliminated, or replaced. As applicable, alternative land development patterns, methods of encouraging or managing growth, and other potential County programs shall also be suggested. The Consultant shall provide the County one (1) draft copy of the report for its review and comment. The report shall be revised by the Consultant, according to the direction received, prior to its public presentation. The Consultant shall provide the County one (1) camera ready copy of the revised report for copying and distribution prior to the Consultant's presentation. Task 8: Conduct Public Information and Community Vision Process The Consultant shall present the draft Existing Conditions Report to a public meeting to be held jointly by the BOCC and P &Z's. The draft Report shall be revised into its final form (anticipated to be a bound appendix to the Plan) in conjunction with Task 9. Following this meeting, the Consultant shall conduct a series of 3 community vision sessions with the public. The purpose of the meetings shall be for the results of the existing conditions analysis to be presented to members of the public, so they may consider alternative planning options for the Eagle Valley. The Consultant shall hold a work session with members of the Eagle Valley Forum Planning and Development Issues Task Force to prepare for the community vision meetings. The Task Force members shall provide input to the Consultant as to how best to conduct the meetings, how the meetings should be publicized, where and when they should be held, and similar logistical details. The Task Force members shall be asked to facilitate the small group discussions which will occur at the meetings. The community vision meetings may be held in several locations throughout the County, or in a single location. The intention, however, is for the meetings to be a progressive series, where the results of one meeting are built upon at the next, rather than as just individual information sessions. Participants will convene as a large group at the beginning of each meeting, to hear an informational presentation, and will then break into small groups to formulate alternative solutions to key County planning issues. Over the course of the several meetings, the alternatives will be refined by the groups and an overall group consensus as to recommendations for the County Master Plan will be formulated. The outcome of the vision process will be specific direction from members of the public as to which County Master Plan policies should be revised, and specific recommendations as to the form and content of a County future land use map, if the planning process participants determine a map should be drawn. G Task 9 Formulate Draft County Master Plan The Consultant shall prepare a draft County Master Plan document which contains an executive summary of the existing conditions analysis report (plus a full copy of that report as an appendix to the plan) and the maps and /or policy statements formulated by the participants in the community vision process which define the County's planned development patterns and intended land use strategies. The draft County Master Plan shall be written in a form which will permit it to be incorporated as one article of the Eagle County Land Use Regulations, to be prepared by the Consultant pursuant to Task 3 of the Contract. One copy of the draft Plan shall be provided to the County for its review and comment and shall be revised by the Consultant, based on direction received, prior to public presentation. The Consultant shall present the draft Plan to a public meeting to be held jointly by the BOCC and P &Z's. Final revisions shall be made to the draft Plan following its presentation. One (1) camera -ready copy of the final Plan shall be provided to the County for copying and distribution following adoption. Pursuant to Task 3D. of the Contract, upon request by the County, the Consultant shall be available to attend public hearings during the course of the formal Plan adoption process. I EXHIBIT B PLANNED CONSULTANT PRESENTATIONS Because of the nature of the work contemplated under this Contract Amendment, it is anticipated that the Consultant will be making a considerable number of visits to Eagle County for data collection and working meetings with staff members associated with Tasks 4, 5 and 6. The actual number of such trips will be jointly determined by the Consultant and the County's Project Manager, based on a reasonable determination of the need for such trips to accomplish the work included within the Consultant's work program. This Contract Amendment anticipates a maximum of seven (7) public meetings /presentations by Alan Richman Planning Services to Eagle County. These presentations are as follows: 1. Meeting with Eagle Valley Forum Planning and Development Issues Task Force, during which the draft survey will be reviewed, and distribution options will be discussed. RRC Associates shall also attend this meeting. 2. Presentation of draft Existing Conditions Report to a joint meeting of the Board of County Commissioners and the Eagle and Roaring Fork Valley P &Z's. DSW shall also attend this meeting. 3. Meeting with Eagle Valley Forum Planning and Development Issues Task Force, during which the locations of, advertising for, and format of the community vision meetings will be reviewed. 4. Conduct three (3) community vision meetings at a location to be determined within Eagle County. DSW shall also attend one (1) of the community vision meetings. 5. Presentation of draft County Master Plan to a joint meeting of the Board of County Commissioners and the Eagle and Roaring Fork Valley P &Z's. No attendance at any public presentations necessary to complete this Contract Amendment is anticipated by Craig Richardson of IMCTF &G. 10 EXHIBIT C EAGLE COUNTY'S WORK PROGRAM RESPONSIBILITIES The County shall have the following responsibilities to facilitate completion of the Consultant's work program. Task 4 The County shall be responsible for assisting the Consultant to assemble the data base for use by the Consultant, by accomplishing the following steps. 1. The County shall obtain and make available to the Consultant the ARC /INFO automated map files from the Colorado Department of Transportation which depict state, county and local roads on an Eagle County base map. 2. The County shall obtain and make available to the Consultant the automated map files of wildlife habitat /migration corridors produced by the Colorado Division of Wildlife. 3. The County shall provide to the Consultant one (1) set of legible prints of the twenty two (22) maps which comprise the County's geologic hazards land suitability analysis, and two (2) sets of legible prints of the fourteen (14) maps which comprise the County's official zone district map. 4. The County shall obtain and make available to the Consultant one (1) set of legible prints of the digitized parcel maps recently produced by the Upper Eagle Valley Water and Sanitation District. The County shall also obtain and make available to the Consultant one (1) set of legible prints of any other digitized parcel maps produced by the County Surveyor for unincorporated portions of Eagle County. 5. The County shall obtain and make available to the Consultant computer printouts of the parcel data requested from the County Tax Assessor's files. 6. The County shall assist the Consultant in defining the geographic sub -areas within which data will be formatted. Task 5 1. The County shall schedule a meeting of the Consultant with the Eagle Valley Forum Planning and Development Issues Task Force, during which the draft survey will be reviewed, and distribution options will be discussed. 2. The County shall review the draft survey questions and options for survey distribution and provide direction to the Consultant as to any revisions which should be made to the draft, and those distribution options it selects. 11 °o C) a� 0 0 0 °° cc M V Q N e�-I a� M M M 'o " foll Gq os 3 Gq P4 o o 64 4R a bb 0 z o •° R, cd O to rn p4 0; 64 � O a� cz w f� o � oo Z co U cz o a� � o ° C GFS 0 U C O f " 4R O v � r O 'A N "0 0 d to 3 r-4 U 75 rl Cd Q "0 � 64 y 4° o a� 6s � w� Vs vs rA C C CD 000 p C) O C COY � d U � N bN4 bR � os r� � O G cd b Cd A o o! r U U a 5 Q+ 64 w , v o Q) u Q o � x > a� o o �, o -r U W �1, U w F ccs vi �o cn t� od o; a� cc M a� 'o rl 3 � • U 64 4R Cn bb 0 o •° R, cd O to 64 � O a� cz o � U cz o a� � o ° C GFS 0 U O f " 4R O v � r O 'A N "0 0 d to 3 r-4 U 75 rl Cd Q "0 � 64 y 4° o a� c � w� �J Task 6 1. The County shall assist the Consultant in identifying the service districts and County departments, and the contact person for the Consultant at that organization, which provide public services with regard to water supply, wastewater treatment, solid waste disposal, police and fire protection, emergency medical services, roads, parks, and schools. In those cases where the County is the service provider, the County shall be responsible for responding to the Consultant's requests for existing conditions information in a timely manner. 2. Following receipt of the memorandum identifying deficiencies in the data obtained from the service providers, the County shall take such steps as are necessary to rectify the data deficiencies, or if the deficiencies cannot be rectified, the County shall inform the Consultant that he will not be held responsible for completing the analysis for that service. Task 7 1. The County shall review the draft report and shall provide direction to the Consultant as to any revisions which should be made to it prior to public distribution. 2. The County shall copy and distribute the revised report prior to the public meeting. Task 8 1. The County shall schedule a public meeting of the Consultant with the Board of County Commissioners and Planning Commissions to review the draft Report. 2. The County shall provide the Consultant with final revisions to the Report. 3. The County shall schedule a meeting of the Consultant with the Eagle Valley Forum Planning and Development Issues Task Force, during which the locations of, advertising for, and format of the community vision meetings will be reviewed. 4. The County, in conjunction with the Eagle Valley Forum Planning and Development Issues Task Force, shall be responsible for coordinating the location of, advertising for, and materials needed for attendees at the community vision meetings. The County shall arrange with members of the - Forum to act as small group facilitators at each of the vision meetings. Task 9 1. The County shall review the draft Plan and the final Plan, and shall provide direction to the Consultant as to any revisions which should be made to these documents. 2. The County shall schedule a public meeting of the Consultant with the Board of County Commissioners and Planning Commissions to review the draft Plan. IVA