HomeMy WebLinkAboutC10-179 Davis Partnership ArchitectsAGREEMENT BETWEEN
DAMS PARTNERSHIP ARCHITECTS AND EAGLE COUNTY FOR THE
DESIGN OF THE RELOCATED EAGLE COUNTY SPORTS FIELD COMPLEX
This Consulting Agreement ("Agreement") dated as of this ~~ day of~~ /C. , 2010, is between
the County of Eagle, State of Colorado, a body corporate and politic, by and through its Board of
County) Commissioners ("County"), and Davis Partnership P.C. Architects, an architectural and
engineering design firm with its principal place of business at 0225 Main St., Unit C, Edwards,
CO 81622-8113 ("Consultant").
WHEREAS, the County is in need of a consultant to provide professional design services
for the relocation of the Eagle County Fairgrounds Ball Filed Complex: and
WHEREAS, Consultant has represented that it has the experience and knowledge in the
subject matter necessary to carry out such services, as outlined in this Agreement; and
WHEREAS, County wishes to hire Consultant to perform the tasks associated with such
services outlined in this Agreement; and
WHEREAS, County and Consultant intend by this Agreement to set forth the scope of
the responsibilities of the Consultant in connection with the services and related terms and
conditions to govern the relationship between Consultant and County in connection with the
services.
NOW, THEREFORE, based upon the representations by Consultant set forth in the
foregoing recitals, for good and valuable consideration, including the promises set forth herein,
the parties agree to the following:
1. Services Provided:
1.1 Initially, the Consultant will provide the architectural and engineering services for the
design of the Sports Field Complex Relocation as more particularly set forth in Paragraphs II(A),
II(B), II(C), II(D) and II(H) of, and pursuant to the schedule contained in, Consultant's Work
Outline and Proposal dated March 1, 2010, attached hereto as Exhibit "A," and Eagle County's
Notice of Request for Proposals dated June, 2009, attached hereto as Exhibit "B," both of which
are incorporated herein by this reference (which services will hereinafter be referred to as the
"Design Phase Services").
1.2 In County's sole discretion, County may issue to Consultant a Notice to Proceed with
Construction Phases Services. If County issues a Notice to Proceed with Construction Phase
Services anytime before the Fall of 2011, Consultant will then provide the Services described in
Paragraphs II(E), II(F) and II(G) of Exhibit "A" (which services will hereinafter be referred to as
the "Construction Phase Services").
1.3 All terms and conditions of this Agreement shall apply to both Design Phase Services and
Construction Phase Services, which shall hereinafter collectively be referred to as the "Services."
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1.4 The Consultant agrees that Consultant will not enter into any consulting arrangements
with third parties that will conflict in any manner with the Services.
1.5 Consultant has given the County a proposal for performing the Services and represented
that it has the expertise and personnel necessary to properly and timely perform the Services.
2. Term of Agreement:
2.1 This Agreement shall commence upon execution of this Agreement, ,and, subject to the
provisions of Section 2.2 hereof, shall continue in full force and effect through the completion of
the Services to be provided hereunder.
2.2 This Agreement may be terminated by either party for any other reason at any time, with
or without cause, and without penalty whatsoever therefore.
2.3 In the event of any termination of this Agreements Consultant shall be compensated for
all hours of work then satisfactorily completed, plus pre-approved expenses.
3. Independent Contractor:
3.1 With respect to the provision of the Services hereunder. Consultant acknowledges that
Consultant is an independent contractor providing Consulting Services to the County. Nothing in
this Agreement shall be deemed to make Consultant or its agents, employees and consultants an
agent, employee, partner or representative of County,
3.2 The Consultant shall not have the authority to, and will not make any commitments or
enter into any agreement with any party on behalf of County without the written consent of the
Board of Eagle County Commissioners.
3.3 The Consultant will maintain general liability, professional liability, unemployment and
workman's compensation insurance on his/her behalf, as necessary, but in no case shall such
coverage be less than the following minimum amounts:
Tvge of Insurance
Workers' Compensation
Coverage Limits
Statutory
Comprehensive General Liability, including
broad form property damage
Professional Liability Insurance
4. Remuneration:
$500,000 per person and
$1,000,000 per occurrence
$ 1,000,000 per occurrence
4.1 For the Design Phase Services provided hereunder, County shall pay the Consultant
according to the fee schedule set forth in Exhibit "A." Fees for Services satisfactorily performed
will be paid within thirty (30) days of receipt of a proper and accurate invoice from Consultant
respecting Consulting Services. The invoice shall include a detailed description of services
performed. Upon request, Consultant shall provide County with such other supporting
information as County may request.
4.2 For Construction Phase Services provided hereunder, County shall pay to the Consultant
according to the fee schedule set forth in Exhibit "A," except that if County issues Consultant a
Notice to Proceed with Construction Phase Services after February 11, 2011, Consultant may
reasonably revise such fee schedules to reflect industry standard rate increases, as mutually
agreed upon by Consultant and County.
4.2 County will not withhold any taxes from monies paid to the Consultant hereunder and
Consultant agrees to be solely responsible for the accurate reporting and payment of any taxes
related to payments made pursuant to the terms of this Agreement
4.3 Notwithstanding anything to the contrary contained in this Agreement, no charges shall
be made to the County nor shall any payment be made to the Consultant in excess of the amount for
any work done without the written approval in accordance with a budget adopted by the Board in
accordance with provisions of the Colorado Revised Statutes. Moreover, the parties agree that
the County is a governmental entity and that all obligations beyond the current fiscal year are
subject to funds being budgeted and appropriated.
5. Ownership of Documents:
Documents (including electronic files) which are obtained during or prepared for approval of the
County during the performance of the Services (such as the preliminary schematic design, the
design development documents, and construction documents) shall remain the property of the
County and are to be delivered to County upon request, before final payment is made to
Consultant, or upon earlier termination of this Agreement. County shall not be deemed the
owner of said documents until payment has been received by Consultant. County acknowledges
that use of the documents prepared under this agreement should be used for the project for which
they were prepared only. Consultant may use ideas and drawings prepared during the
performance of Services for other projects, as appropriate. County further acknowledges that use
of documents which are not stamped "final construction documents" will be at county's sole risk
and without liability to Consultant. Furthermore, reuse or modification of any such documents
by County, without Consultant's written permission, shall be at County's sole risk.
6. Indemnification:
Within the limits allowed by law, Consultant shall indemnify County for, and hold the County
and its officials, boards, officers, principals and employees harmless from, all costs, claims and
expenses, including reasonable attorney's fees, arising from claims in connection with the
negligent acts or omissions of the Consultant in performing the Services. This indemnification
shall not apply to claims by third parties against the County to the extent that the County is liable
to such third party for such claim without regard to the involvement of the Consultant.
7. Consultant's Professional Level of Care:
Consultant shall be responsible for the completeness and accuracy of the Consulting Services,
including all supporting data and other documents prepared or compiled in performance of the
Services, and shall correct, at its sole expense, all significant errors and omissions therein. The
fact that the County has accepted or approved the Consulting Services shall not relieve
Consultant of any of its responsibilities. Consultant shall perform the Consulting Services in a
skillful, professional and competent manner and in accordance with the standard of care, skill
and diligence applicable to consultants, with respect to similar services, in this area at this time.
8. No Assignment:
The parties to this Agreement recognize that the Consulting Services to be provided pursuant to
this Agreement are professional in nature and that in entering into this Agreement County is
relying upon the professional services and reputation of Consultant and its approved
subcontractors. Therefore, neither Consultant nor its subcontractors may assign its interest in
this Agreement or in its subcontract, including the assignment of any rights or delegation of any
obligations provided therein, without the prior written consent of County, which consent County
may withhold in its sole discretion. Except as so provided, this Agreement shall be binding on
and inure to the benefit of the parties hereto, and their respective successors and assigns, and
shall not be deemed to be for the benefit of or enforceable by any third party. Unless specifically
stated to the contrary in any written consent to an assignment, no assignment will release or
discharge the assignor from any duty or responsibility under the Agreement.
9. Notices:
9.1 Any notice and all written communications required under this Agreement shall be given
in writing by personal delivery, facsimile or U.S. Mail to the other party at the following
addresses:
(a) Rick Ullom
Eagle County Project Management Construction Manager
590 Broadway
P.O. BOX 850
Eagle, CO 81631
(970) 328-8780 (p)
(970) 328-8899(f)
(b) Lynn Moore
Davis Partnership Architects
2301 Blake Street #100
Denver, CO 80205
(303) 308-2530
9.2 Notices shall be deemed given on the date of delivery; on the date the facsimile is
transmitted and confirmed received or, if transmitted after normal business hours, on the next
business day after transmission, provided that a paper copy is mailed the same date; or three days
after the date of deposit, first class postage prepaid, in an official depository of the U.S. Postal
Service.
10. Jurisdiction and Confidentiality:
10.1 This Agreement shall be interpreted in accordance with the laws of the State of Colorado
and the parties hereby agree to submit to the jurisdiction of the courts thereof. Venue shall be in
the Fifth Judicial District for the State of Colorado.
10.2 The Consultant and County acknowledge that, during the term of this Agreement and in
the course of the Consultant rendering the Consulting Services, the Consultant may acquire
knowledge of the business operations of County to the point that the general method of doing
business, the pricing of products the lists of customers and other aspects of the business affairs of
County will become generally known and the Consultant shall not disclose, use, publish or
otherwise reveal, either directly or through another, to any person, firm or corporation, any
knowledge, information or facts concerning any of the past or then business operations, pricing
or sales data of County and shall retain all knowledge and information which he has acquired as
the result of this Agreement in trust in a fiduciary capacity for the sole benefit of County, its
successors and assigns during the term of this Agreement and for a period of five (5) years
following the termination of this Agreement.
11. Provision Mandated by House Bi111343: Prohibitions on Public Contract for
Services
11.1 The Consultant shall not knowingly employ or contract with an illegal alien to perform
work under the public contract for services; or enter into a contract with a subcontractor that fails
to certify to the Consultant that the subcontractor shall not knowingly employ or contract with an
illegal alien to perform work under the public contract for services.
11.2 The Consultant shall confirm or attempt to confirm through participation in the Basic
Pilot Verification program, as administered by the United States Department of Homeland
Security, that the Consultant does not employ any illegal aliens. If the Consultant is not accepted
into the Basic Pilot Verification Program prior to entering into a public contract for services, the
Consultant shall apply to participate in the Program every three months until the Consultant is
accepted or the public contract for services has been completed, whichever is earlier. Information
on applying for the Basic Pilot Verification Program can be found at:
https://www.vi s-dhs. com\employerregistration
11.3 The Consultant shall not use the Basic Pilot Verification Program procedures to
undertake pre-employment screening of job applicants while the public contract for services is
being performed.
11.4 If the Consultant obtains actual knowledge that a subcontractor performing work under
the public contract for services knowingly employs or contracts with an illegal alien, the
Consultant shall be required to:
i. Notify the subcontractor and the County within three days that the Consultant has
actual knowledge that the subcontractor is employing or contracting with an
illegal alien; and
ii. Terminate the subcontract with the subcontractor if within three days of receiving
the notice required pursuant to subparagraph (i) of the paragraph (d) the subcontractor does not
stop employing or contracting with the illegal alien; except that the Consultant shall not
terminate the contract with the subcontractor if during such three days the subcontractor provides
information to establish that the subcontractor has not knowingly employed or contracted with an
illegal alien.
11.5 The Consultant shall comply with any reasonable request by the Department of Labor
and Employment made in the course of an investigation that the department is undertaking
pursuant to its authority.
11.6 If a Consultant violates these prohibitions, the County may terminate the contract for a
breach of the contract. If the contract is so terminated, the Consultant shall be liable for actual
and consequential damages to the County.
12. Miscellaneous:
12.1 This Agreement constitutes the entire Agreement between the parties related to its subject
manor. It supersedes all prior proposals, agreements and understandings.
12.2 This Agreement is personal to the Consultant and may not be assigned by Consultant.
12.3 This Agreement dues not and shall not be deemed to confer upon or grant to any third
party any right enforceable at law or equity arising out of any term, covenant, or
condition herein or the breach thereof.
// Signature Page to Follow //
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the day and year
first above written.
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STATE OF Cot..oTU-DO )
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COUNTY OF 1~EilVE+2. )
COUNTY OF EAGLE, STATE OF COLORADO,
by and through its Board of County Commissioners
By:
Sara J. Fisher, airman
DAMS PARTNERSHIP P.C. ARCHITECTS
By:
Title: ~ l ~ L i /~ GL
The foregoing instrument was acknowledged before me by LYNN MoOR.t. ,this I ~Ti-1 day
of M
2010.
My commission expires: t t/ot /2ot t
.Y ~'~~
Notary Pu i
Clerk to the Boa • County Commissioners
~.,~: r PIC,~ i `'
EXHIBIT
K
April 26, 2010
RE: PROPOSAL FOR PROFESSIONAL DESIGN SERVICES
THE NEW EAGLE CO. FAIRGROUNDS BALL FIELD COMPLEX
Eagle County, Colorado
I. OVERALL UNDERSTANDING OF THE PROJECTS
We understand that this project involves design, specification, bidding/negotiation,
construction administration, and record documentation for the design of a new ball
field complex adjacent to the existing complex in the area defined in the Eagle River
Park Regional Master Plan dated October 16, 2006.
We also understand that the general scope of work is described in the May, 2009 RFP
and associated addenda and Q&A documents.
Project Leadership: The team leader and primary point of contact for Davis
Partnership will be David Land. In addition to David the following team members will
staff the project:
• Lynn Moore-Principal in Charge
• Julie Meenan Eck -Parks Specialist
• Scott Nevin -Architectural Design Principal
• Maggie Fitzgerald -Architect
Consultants: In addition to the services provided by Davis Partnership (DPA), the
following consultants will provide professional services for this project (administered
through the Davis Partnership's prime agreement with Eagle County, Colorado):
• Civil Engineering: Marcin Engineering LLC
• Structural Engineering: REI Structural
• Electrical Engineering : Architectural Engineering Consultants (AEC)
• Mechanical Engineering: Architectural Engineering Consultants (AEC)
• Irrigation Designer: Irrigation Design and Consulting Inc. (IDC)
Base information: In addition to the above consultants, the following consultants will
provide base information for this project.
• Geotechnical Reports and Materials Testing -This work will be
contracted directly with Eagle County and will not be part of this scope of
services. The consultant was not yet selected as of the writing of this
proposal.
• Property Research and Survey -Marcin Engineering LLC will perform the
base survey mapping and provide electronic copies of the documents to
Eagle County and Davis Partnership. Davis Partnership Architects will
coordinate and administer this contract on behalf of the Eagle County for
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DAVIS
PARTNERSHIP
ARCHITECTS
DENVER OFFICE
2301 Bloke Street, Suite 100
Denver, CO 80205-2108
T 303.861.8555
F 303.861.3027
VAIL OFFICE
0225 Moin Street, Unit C 101
Edwards, CO 81632-8 1 1 3
T 970.926.8960
F 970.926.8961
www. davispartnerthiP. com
ARCHITECTURE • LANDSCAPE ARCHITEGTURE • PLANNING • INTERIOR DESIGN elegant solutions
use in the design and planning of the project, however, Davis will not be
held responsible for content or quality errors in any of the survey
documents. Marcin Engineering will maintain sole liability for these
documents and services.
Contracting Agency: We understand that Davis Partnership will contract with Eagle
County Colorado for this project and Rick Ullom with be the Authorized Agent for the
County.
Client Team: We understand the following representatives will guide the activities of
Davis Partnership and our team
• Eagle County Colorado -Rick Ullom
• WECMRD-Steve Russell
• LaFarge-Sean Frisch
Schedule: Attached
II. SCOPE OF WORK
PART I:
A. Pre-Design Phase:
• Procure and review available reports, record documents, survey drawings and base
information provided by the Client Team that describe existing conditions of the
site
• Meet with the Client Team to establish design and performance expectations,
review/approval procedures, scheduling and bidding strategies.
• Visit the site with the Client Team to observe existing conditions, discuss problem
areas and the project scope.
• Tour existing Eagle County facilities and other similar precedent complexes and
facilities in other communities to identify elements, details, equipment and
organizational methods that are desired, as well as those to avoid.
• Review all programming data provided for the fields by WECMRD. Verify program
directives and establish priorities.
• Collate equipment inventory information (bleachers, goals, etc) for use in design
documentation. This information is to be provided by WECMRD
• Review existing on-site building facilities and determine re-use options
• Participate in (3 meetings)
"CMGC" (Construction Manaeement General Contractor) Process: At the county's
direction, participate in the selection of a General Contractor by providing the
following services:
• Participate in short-listing of qualified candidates and provide comment on their
qualifications for this work (1 meeting)
• Participate in interviews of qualified candidates and provide commentary on their
qualifications for this work (1 meeting).
• Together with Eagle County and LaFarge representatives, meet with the selected
Contractor to brief them on the project goal, objectives and schedule.
• We understand that the CMCG will be on board with the project by 50% Design
Development.
B. Conceptual Design & Master Planning:
Based on verification of the program and priorities, provide planning services and
documents as follows:
• Conduct a Design Team Visioning meeting to develop several conceptual designs.
• Develop 2-3 Design Concept Site Plans
• Prepare a concept phase order of magnitude cost of selected option (subsequent
cost projections will be provided by the selected general contractor)
• Prepare written narratives that further describe the project intent.
• Facilitate and lead project team meetings, document results and decisions and
distribute notes to team members
• Bid alternate research: investigate turf systems appropriate for this installation.
Provide a listing of potential manufacturers and their products, emphasizing their
qualifications for this project. Discuss this list in collaboration with the project
design team and determine the optimal products and manufacturers to be
considered.
• Develop preliminary site grading and drainage plan
• Develop preliminary utility plan
• Coordinate with Client Team representatives and the General Contractor via
telephone, fax, email, etc. throughout this phase of work.
• Prepare a final master plan rendering
• Participate in (6 coordination meetings)
• Participate in (2 Board of County Commissioner Meetings)
• Respond to County Commissioner comments
C. Design Development Phase:
Based on approval of Concept Design & Master Planning by the Client Team, provide
Design Development services and documents as follows:
• Prepare Design Development documents
• Our consultant team members shall provide the following services during design
development:
o Flood plain and wetlands research (services to change the floodplain
mapping is not included)
o Grading and drainage design
o Utility design
o Raw water irrigation connection
o Irrigation design
o Roadway /Access design
o Storm water management plan (SWMP)
o Drainage Report
o Traffic Control and construction staging plan
o Building heat loss simulations for facility buildings
o Building system design (mechanical/plumbing/electrical)
^ Gas or electric heat
^ Air systems
^ Building controls
^ Hot and cold water system
^ Gas piping if required
^ Building power systems
^ Telephone and communications
^ Power for field lighting
^ Interior and exterior lighting systems
• Prepare written narratives and material samples that further describe the project
intent and character.
• Prepare a written outline specification in support ofthe design development
documents.
• Prepare materials for presentation and participation in public open house to
describe the project to the community and answer questions
• Submit Special Use Permit to the County
• Coordinate with the general contractor for cost information, project savings and
design alternatives.
• Coordinate with Client Team, Design Team and the general contractor via
telephone, email, etc. throughout this phase of work.
• Participate in (4 meetings)
• Participate in (1 Board of County Commissioner Meeting)
• Respond to County Commissioner comments
D. Construction Documents Phase:
Based on Design Development approval by the Client Team, proceed with the following
Construction Documentation efforts:
• Prepare Construction Documents
• Our consultant team members shall provide the following services:
o Flood plain and wetlands research (services to change the floodplain
mapping is not included)
o Grading and drainage design
o Utility design
o Raw water irrigation connection
o Irrigation design
o Roadway /Access design
o Storm water management plan (SWMP)
o Drainage Report
o Traffic Control and construction staging plan
o Building heat loss simulations for facility buildings
o Building system design (mechanical/plumbing electrical)
^ Gas or electric heat
^ Air systems
^ Building controls
Hot and cold water system
^ Gas piping if required
^ Building power systems
^ Telephone and communications
^ Power for field lighting
^ .Interior and exterior lighting systems
• Prepare a written specification and details in support of the construction
documents.
• Coordinate with the Contractor for cost information, project savings and design
alternatives.
• Coordinate with Client Team, Design Team and the general contractor via
telephone, email,. etc. throughout this phase of work.
• Participate in (4 meetings)
E. Bidding Phase:
Based on Project Design Team approval of the documents from the Construction
Documents phase of work, proceed with the following Bidding efforts:
• Provide bidding documents in sufficient quantity (to be agreed upon by the Client
Team, Contractor and architect) to facilitate competitive prices for the project.
• Respond to bidder's questions in the form of addenda.
• Participate in pre-bid meetings with bidding subcontractors if required (1 meeting).
F. Architectural Services:
Based on verification of the program and priorities, provide planning services and
documents as follows:
• Conduct a Design Team Visioning meeting to develop several conceptual designs.
• Develop 2-3 Building Concept Plans
• Prepare a concept phase order of magnitude cost of selected option (subsequent
cost projections will be provided by the selected general contractor)
• Work with the selected contractor as needed to meet project budget
• Provide documents for bidding
• Construction Administration
• ECO Build Review /Analysis. Meet with County representatives to review
scorecard and discuss compliance with requirements. It is thought that this
designation will not be reasonable to achieve for this project.
• Consultants for this phase include:
o Structural
o Mechanical
o Electrica{
PART II:
G. Construction Administration:
• Participate in apre-construction meeting to review the work plan and schedule.
• Review and process shop drawings and other submittals from the contractor
throughout the construction of the project.
• Review and process information requests and other construction related
documents (RFI, Change Orders, etc.) and contractor Pay Applications, progress
payments and other correspondence.
• Participate in weekly construction meetings and site visits to observe and discuss
progress. We anticipate (15 meetings) for this purpose.
• Review the construction at substantial completion and prepare a punch list of
unacceptable or incomplete items (1 meeting).
• Participate in a final site visit to confirm that punch list items have been addressed
(1 meeting).
H. Post Construction Phase:
• Review operations and maintenance manuals provided by the client and approve
for presentation to the Client Team representatives.
• Prepare as-built drawings and documents from redlined plans provided by the
contractor. Provide copies of this information in both paper and electronic
formats.
Reimbursable Expenses:
Expenses incurred in association with our work on this project will be invoiced at direct
cost. The expenses will include the following:
• Document reproduction
• Delivery services
• Automobile expenses (mileage, parking) - (billed at $0.55/mile)
III. DELIVERABLES
As part of this scope of services we will provide the following deliverable items:
• Meeting notes/minutes following each project meeting.
• Concept and presentation drawings for public meetings
• Construction and bidding documents (drawings and specifications)
IV. FEE SUMMARY
PARTI
A. Pre-Design Phase
B. Conceptual Design & Master Planning
C. Design Development Phase
D. 75% Construction Documents Phase
E. Architectural Services
Estimated Reimbursable Expenses (PART IJ
$ 17,280 ( 7%
$ 28,920 (11%
$ 55,500 (23%
$ 40,000 (22%
$ 25,870 (10%
$ 7, 000
PART I Total: $174,570
PART II
F. 75-100% Construction Documents Phase $ 14,000 (22%)
G. Bidding Phase $ 4,320 ( 2%)
H. Construction Admin. $ 54,000 (22°~)
I. Post-Construction Phase $ 6,480 ( 3%)
Estimated Reimbursable Expenses (PART II) $ 7,000
PART II Total:
Total Fee:
CONTRACT TOTAL:
$ 85,800
$260,370 (100%)
$260,370
*Survey: As of the date of this proposal the extent of survey work required for the project is not
clearly defined. During the coming months, as the site is mined and changed, the design team
and county will be more able to determine the scope of survey needed to support the design
and planning effort. At this time DPA is estimating the cost of the survey to be 10 000 -
16,000. This cost is not included in the proposal at this time.
V. PROJECT SCOPE CLARIFICATIONS:
The following scopes of service are not included in the above proposal. Should any of
these services be required, Davis Partnership can provide fee proposals to add these to the
project scope:
• Survey and base mapping documents
• Geotechnical Reports
• Construction staking (survey layout during construction)
• LEED certification for the project
• Sound/security systems
• Traffic Studies
• Level 1 or Level 2 Environmental Studies and Regulatory Processes
• Mining Regulatory Processes and Submittals
• Photorealistic 3D renderings like those used for promotional purposes (simple 3D
SketchUp drawings used for basic design communication are included)
• Structural retaining wall design
• Commissioning
• Phased construction drawing packages. We are assuming this scope of work will be
packaged in one bid set.
• Modification to existing master planning documents adopted by Eagle County
• Regulatory processes other than the Eagle County Public Use Permit Process are
excluded from this scope of work.
• Consultants other than those identified.
P:\2009\09610.00.000 -Eagle County -Ball Field\Costs -Contracts -Schedules\Contracts -Fees - ProposalslFeeslEagle Scope Fee Roposa! 2020_04_26 FINAI,.docx
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April 26, 20 i o DAV I S
PARTNERSHIP
ARCHITECTS
PROJECT SCHEDULE -Eagle County Fairgrounds Ball Field Com_QI_ex
ACTION
• Concept Approval
• Site Survey
• 50% Design Development
DURATION DATE COMPLETE
3 weeks
4 weeks
• Preliminary Consultant Cost Estimate 2 weeks
• Value Engineering 2 weeks
• 100% Design Development 4 weeks
05/19/2010
05/26/2010
06/16/2010
06/30/2010
07/14/2010
08/11/2010
P:\2009\09610.00.000 -Eagle County -Ball Field\Cosis -Contracts - Schedules\Schedules\ItU Eagle Schedule ]0' 0426 CntrctFinal.doc
ARCHITECTURE • LANDSCAPE ARCHITEGTURE • PLANNING • INTERIOR DESIGN elegant solutions
• • • EXHiBiT
~~
Eagle County, Colorado
NOTICE OF REQUEST FOR PROPOSALS
PROFESSIONAL DESIGN SERVICES FOR DESIGN OF
THE NEW EAGLE COUNTY FAIRGROUNDS BALL FIELD COMPLEX
EAGLE, COLORADO
Eagle, Colorado
June, 2009
Eagle County is soliciting statements of qualifications for professional design services to relocate
the Eagle County Fairgrounds Ball Field Complex, in its entirety. Services to be provided
include complete design of the ball field complex (soccer, softball, baseball) and related
improvements. Selection of a successful respondent will be based upon an evaluation of factors
set forth in the Request for Proposals document which may be obtained on the Eagle County
website at www.eaglecount.~p.cfm. Interested firms should direct sealed statements of
qualifications to:
Eagle County Attorney's Office
Attention: Christina Hooper
P.O. Box 850
500 Broadway
Eagle, Colorado 81631
The deadline to respond is 3:00 p.m., local time, July 16, 2009. Any responses received after
this time may be considered non-responsive and may not be considered at Eagle County's sole
and exclusive discretion.
Eagle County, Colorado
June, 2009
NOTICE OF REQUEST FOR PROPOSALS
PROFESSIONAL DESIGN SERVICES FOR DESIGN OF
THE NEW EAGLE COUNTY FAIRGROUNDS BALL FIELD COMPLEX
EAGLE, COLORADO
I. PROJECT DESCRIPTION
Eagle County is considering moving the Eagle County Ball Field Complex from its current
location at the Eagle County Fairgrounds to the location shown on the Eagle River Regional Park
Master Plan updated on October 16, 2006, attached hereto as Exhibit "A." All bidders are to
present a proposal that includes the design of the relocated ball field complex in a
substantially similar condition as it now exists, but in the new location. In addition,
bidders are to present an alternate proposal that includes the design of the existing ball
field complex to fit in the new location, but with synthetic turf instead of the current turf
grass and combine the two (2) existing buildings into one (1). All proposals are to include the
equivalent amenities at the current in their entirety. This includes playing fields, two (2)
buildings, lighting, fencing, asphalt parking, utilities, irrigation system and all other support
components. In short, replicate or relocate in at least as good a quality as currently exists. At a
minimum, proposals should include all current amenities, such as:
1. 2,400 square feet of buildings for storage and restrooms as they currently exist or their
equivalent;
2. Musco quality lighting or its equivalent in the same magnitude as currently exists; meet
town standards and increase efficiency
3. One multi-sport field of the same size and quality that exists at the current ball field
complex;
4. Three baseball/softball fields of the same size and quality that exist at the current ball
field complex;
5. At least 380 parking spaces; accommodate parking, appropriate for use
6. Utility hook-ups, including domestic water and sewer lines;
7. Appropriate irrigation for landscaping;
8. Full irrigation for sod fields (for option 1 only);
9. Electric, gas and phone line;
10. Relocation of the current playground or construction of an equivalent playground;
11. Relocation of the current bleachers or construction of new equivalent bleachers;
12. Relocation of the current scoreboard or construction of new equivalent scoreboard;
13. Installation of equivalent concrete pads and trails as currently exist at the ball field
complex;
14. Relocation of the current fences and backstops or construction of their equivalents;
15. Relocation of the sound system or addition of an equivalent sound system; and
16. Relocation of the current flagpole, or addition of an equivalent flagpole.
17. Xeriscape landscaping or landscaping requiring minimal water.
II. OBJECTIVE OF THE REQUEST
The objective of the request is to select ahighly-qualified, full-service professional design
services team to design the relocation of the ball fields with an end product that is either
equivalent to or superior in quality to the currently existing ball field complex. Because the
County is uncertain about whether to alter the design of the current ball field complex in its new
location, the County is soliciting proposals for the design of the ball field complex as it exists
now, but in the new location, and will consider what each design firm might offer in terms of
value engineering or an alternate plan for the project that would result in an improved end
product.
This Request for Proposals document does not define any contractual relationship between the
selected respondent and Eagle County or obligate Eagle County to follow a set selection process.
Any binding agreements between Eagle County and the successful respondent will be through a
formal written agreement after Eagle County has made its selection.
III. SUBMITTAL REQUIREMENTS
A. Cover Letter.
A cover letter shall be provided which succinctly explains the firm's interest in the project. The
letter must contain the name, address and phone number of the firm and the name of the principal
person who will lead the team. The cover letter shall bear the signature of the person having
proper authority to make a formal commitment acting as the legal agent of the firm.
B. General Firm Information.
A concise description of the firm should be included, which describes the professional services
typically provided by the firm. Resumes of the key individuals to be assigned to the project
should also be included.
C. Evaluation and Selection Criteria
Respondents should address each of the evaluation criteria listed and provide specific examples
of projects undertaken that demonstrate qualifications:
1. General Approach to the Project: Provide a narrative or other form to describe the
firm's approach to the project and provide examples of the firm's proposals concerning
cost control for this particular project. The County will also consider what each design
firm might offer in terms of value engineering or an alternate plan for the project that
would result in an improved end product.
2. Experience: Each firm will be evaluated based on its overall experience providing
design services for similar sports complex public projects, experience with design in
mountain environments and experience with local government projects and regulations.
References with contact information should also be included. Evaluation of experience
will include the following:
a. Resumes of the proposed members of the program and design team who will
be committed to the project. Resumes must include a description of the person's
qualifications, professional licensing and past experience with similar projects.
b. The firm's experience in the planning and design of public building facilities.
Provide specific examples of similar or larger projects and all applicable contact
information, including owner, contractor, and other parties.
3. Schedule and Budget Constraints: Provide detailed recent history of project cost
estimates, change order history and schedules similar in scope. Identify your ability to
undertake and complete the project in a timely manner.
4. Estimated Cost: Cost to provide these services for this project, including hourly
rates, if applicable, based on similar projects performed in the pasta
5. Practices and Procedures: The firms drafting and design procedures; quality
assurance procedures for checking and coordinating drawings, details and specifications
between civil, landscape, architectural, structural, mechanical, electrical, and other
documents as required.
6. Familiarity with Eagle County: Provide a narrative describing familiarity with the
Eagle River Valley of Eagle County and the government offices and people in this
region, familiarity with local construction conditions, codes and practices.
7. Legal Issues: Are any lawsuits; Federal, State or Local tax liens; or any potential
claims or liabilities pending against you, your firm or the officers of the firm at this time?
If yes, please explain.
IV. METHOD OF AWARD
Eagle County will review all proposals and may request respondents to supplement initial
proposals with additional written material. The County may, in its discretion, interview with
some or all of the respondents. Eagle County may perform any other review as it deems prudent
in its selection process.
Eagle County reserves the right to choose the respondent that demonstrates the best ability to
fulfill the project in the County's sole discretion. The successful respondent will be chosen
. ,
based on the qualifications, selection criteria evaluation, possible interview, and any other
criteria determined necessary by Eagle County.
The respondent selected will be given a right to negotiate an agreement acceptable to the County.
In the event that an agreement satisfactory to the County cannot be reached, the County reserves
all rights to enter into negotiations with one or more of the remaining respondents. The
successful respondent shall commence with the relocation project only after execution of an
acceptable agreement.
V. EAGLE COUNTY GOVERNMENT RIGHTS
Eagle County reserves the right to reject all or portions of any or all responses, to waive
irregularities and technicalities, to re-advertise, or to proceed with the relocation project
otherwise, in the best interest of Eagle County. Eagle County may, at its sole discretion, modify
or amend any and all provisions herein. Eagle County will not pay for any information herein
requested, nor is it liable for any costs incurred by any responses hereto.
Eagle County reserves the right to extend the Request for Proposals date if needed. All changes
and/or clarifications will be posted on the Eagle County website at www.eaglecount,~rf~.cfm.
VI. INSURANCE REQUIREMENTS
Prior to the commencement of performance, the successful firm /joint venture shall furnish to
Eagle County a certificate of insurance for workers' compensation and professional liability,
(errors and omissions) with limits of not less than $1,000,000.
VII. PROPOSAL MEETING/INOUIRIES
A non-mandatory pre-bid meeting will be held at 12:30 p.m. on Wednesday, July ls`,2009, at the
current Eagle County ball field complex.
Any questions related to this request must be directed to the Eagle County Attorney's Office,
Attention: Christina Hooper, christina.hooper(u»ea leg county.us. Inquiries must be made by
electronic mail only, with a subject line reading: Eagle County Ball Fields RFP. Questions
answered verbally will be followed up by written addenda at the sole and exclusive discretion of
Eagle County; oral representations shall have no effect.
VIII. SUBMISSION PROCESS
Firms interested in performing the services requested must submit three (3) hard copies and one
(1) electronic copy of the proposal to the Eagle County Attorney's Office, Attention: Christina
Hooper, P.O. Box 850, 500 Broadway, Eagle Colorado 81631; christina.hooper a~eaglecounty.us.
The electronic copy must be identical to the hard copies. Proposals must be received no later
than Thursday, July 16, 2009, at 3:00 p.m. Eagle County reserves the right to reject any or all
proposals. Any Proposal received as a result of this request is prepared at Bidder's expense and
becomes County properly.
