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HomeMy WebLinkAboutPACKET Special Events Committee 1993-01-02AGENDA SPECIAL EVENTS COMMITTEE January 2, - 2:00 P.M. 1. Agreements - Request Approval: A. Walter Alsbaugh, Rooftop Rodeo Production, July 15 and 18, 1992. B. Rooftop Rodeo Concert Entertainment Agreement. C. Square Wheels Trail Club, June 19-21, 1992. D. WIN/Single Campers, July 10-13, 1992. E. Rocky Mountain Chapter FMCA, September 17-20, 1992. 2. 1992 Special Event Calendar - Request Approval. 3. 1991 Christmas Parade and Jingle Bells Shopping Weekend - Evaluation Reports. 4. Indoor Arena/Preliminary Design Services Agreement - Request Approval. 5. Director's Reports. Director Scott will review all five (5) standard agreements during the meeting. 1992 SPECIAL EVENTS CALENDAR MONTH DAY EVENT SPONSOR. January 26 Frost Giant Race Rec February 15-16 Valentine's Dav Romance of the Rockies/Town 22 & 23 12th Annual EP Cup Private Dog Weight Pull Stanley Village April 3 & 5 A Historic Play 75th Anniv. Conference Center Town 4 Birthday Ball 75th Anniv Town/Chamber 19 Easter Sunrise Service Private Fairgrounds May 2 Duck Race Private Fall River 16 Kite Fly_ Private/Town Stanley Park 16-17 Art Walk Weekend EP Art Gallery_ & Jazz Fest Assoc./Town 23-24 Parade of the Years Private 30-31 Antique Car Rally & Old 75th Anniv. Timers' Picnic June Fishing Derby Fire Dept./Rec. 12-14 Sweetheart Sam RV Rally Town 13-14 Wool Market Town Fairgrounds 18-21 America Quarter Horse Show Town Fairgrounds 19-21 Square Wheels RV Rally Town 20 Teddy Bear Picnic Private/Town Bond Park 20 & 21 The Riverfest - bluegrass 75th Anxiiv jazz, melodrama, vaudeville, Town magician 24-28 Miniature Horse Show Town Fairgrounds 30-July5 Arabian Horse Show Town Fairgrounds July 4 Fireworks Jaycees Lake Estes 10-13 WIN Single Campers Rally Town 11 Dark Horse/Riverside Ballroom 75th Anniv Conference Center Town 15-18 Rooftop Rodeo Town 1991 CHRISTMAS PARADE EVALUJATION The "Come Catch The Glow" Christmas Parade held on November 29th has received very favorable comments. Many people expressed that it was especially good this year. Local residents showed more interest. Weather was very cold. With new snow on Thursday night and early Friday morning the frontrange crowd was down from 1990. Guess on attendance would be 15,000. Many attendees stayed over night and for the weekend. Accommo- dations reported most of the motels were full. Restaurants did very well. Merchants indicated that sales were down from 1990. Fewer people in town is the obvious reason. However, they are grateful for the event and realize that their sales are definitely increased by it. Many stated that it was evident people stayed in town for the entire weekend, as Saturday and Sunday sales were also good. We need to encourage the businesses to stay open for at least an hour after the parade. We were criticized again this year because some businesses closed before parade time and some even before. The weather also effected the entries. We had two bands cancel from the Denver area due to the icey roads, and four no-shows of float entries from the Greeley and Longmont area. Sponsorships - The larger dollar sponsorships went well. Regular major sponsors are pleased with the event and eager to lend their support. Small donations from the merchants ($50.00 and lower) were virtually nil. We need to evaluate our sales strategy directed to the smaller sponsors as their financial support is essential. Hay Rides - Three tractors and wagons were used. Well received and busy all day. Need to put flashers on the back due to cloudy weather, snow slick streets and heavy traffic. Drivers would feel and be safer with flashers. Spotters should be stationed at each stop to give ride information and help with loading. Orange vests should be provided. Suggest a route going East to Stanley Village would he helpful and could he used for people to get downtown. We should continue in 1992. Characters - Addition of ten new characters this year. Great costumes with better head gear making them easier to wear. Jr. more pictures, etc. Suggest the addition of radio spots with K-99 in 1992. Try to promote "good weather" reports. Other - some comments were received on changing parade time to 5:30 p.m. Reasoning is that on very cold days the crowd doesn't have to wait as long after the' sun goes down. Needs to be discussed - don't know if we agree. Merchants point of view? Overall - the best ever parade. The parade is about as big as it should he. The number of floats is maximum from both .building and viewing standpoints. We will concentrate on quality control, retiring one before adding a new one. We will also take better control of outside entries. We could not put this event on if it were not for the sponsors, drivers, school students, adults Ambassadors and the private business people who graciously lend us their generators, trail- ers, tractors and drivers. 1991 JINGLE BELLS ,SHOPPING-; WEEKEND EVALUATION This was the first year for this two day event. Attendance was lower than anticipated. However, those attending had a good experience and merchants indicated that people were happy and enjoyed the characters and plays. They had a good time, the kids especially. Weather on Saturday was cold and very windy. Sunday was better, but the wind kept on! Attendance - This year appears to be a ,low sales year every- where. The valley stores are having more sale items making the competition even harder. Second December weekend is tough to compete in with all the Christmas activities and shopping in the valley. Windy weather. Sponsorships - Sponsorships are in coordination with the Parade. See Parade Evaluation. Hay Rides - One tractor and wagon was used. This was enough. Saturday the rides were not utilized. However, Sunday quite a few families rode. Spotters are always needed. Characters - Their reception was great. The children had a real chance to visit with them and even dance. We need to have more adult help for the weekend. The high schoolers really got into it and they hacl a good time. Stage & Santa - See Parade Evaluation. Times - Characters, Santa and hay rides should run from 12:00 noon to 4:00 p.m. Morning is too early for crowd and the high schoolers get too tired. Plays are OK at 2:00 p.m. and 4:00 p..m. Advertising - $4,000 plus was spent on frontrange advertising. Even though the crowd was low we feel the advertising dollars were well spent. Our advertising program goal is to keep "Estes Park" in front of the reader and this event provided an interest- ing topic and event. It is probable that an ad piece would have been placed without there being an event. fudget - Budget this year was $1,200. To improve this event we need to increase the funds either by budget increase or more sponsorships. We would propose that this event be continued in 1992. It provides a fun day for those attending and tells the ad readers TAT1 • Thorp Associates, P.C. Architects and Flamers ARCHITECTURAL SERVICES AGREEMENT BETWEEN OWNER AND ARCHITECT OWNER: TOWN OF ESTES PARK c/o The Honorable H.B. Dannels, Mayor P.O. Box 1200 Estes Park, Colorado, 80517 ARCHITECT: THORP ASSOCIATES, P.C., Architects and Planners P.O. Box 129 Estes Park, Colorado, 80517 AGREEMENT DATE: Agreement made as of the Second (2nd) day of January in the year of Nineteen Hundred and Ninety -Two (1992). PROJECT DESCRIPTION: Preliminary Design and Budgeting for an approximate 54,000 square foot multi -purpose arena, with Professional Services as described in attached "Exhibit A", to be located in Stanley Park, Estes Park, Colorado. The Owner and the Architect agree as set forth below. TERMS AND CONDITIONS OF AGREEMENT BETWEEN OWNER AND ARCHITECT ARTICLE 1 ARCHITECT'S SERVICES AND RESPONSIBILITIES I. BASIC SERVICES - GENERAL A. The Architect's Basic Services are as described in the attached "Exhibit A", Scope of Services, and include normal Preliminary Design Services. II. ADDITIONAL SERVICES - GENERAL A. The following Services are not included in Basic Services. They shall be provided if authorized or confirmed in writing by the Owner and they shall be paid for by the Owner, as provided in this Agreement, in addition to the compensation for Basic Services. 1. Providing services of a soils investigation and attendant report for use in evaluating -3reliminary site and foundation designs. 2. `_Making revisions in Drawings or other documents when such revisions are inconsistent with written approvals or instructions previously given, or are due to other causes not solely within the control of the Architect. 3. Development of Architectural Rendering or Presentation Model. 4. Overall master planning work for the entire Park, other than the immediate area of the arena. VII. TIME A. The Architect shall perform Basic and Additional Services as expeditiously as is consistent with professional skill and care and the orderly progress of the Work. The Architect shall submit for the Owner's approval a schedule for the performance of the Architect's services. ARTICLE 2 THE OWNER'S RESPONSIBILITIES I. SCOPE OF OBLIGATIONS A. The Owner shall provide full information regarding requirements for the Project including the Owner's design objectives, constraints and criteria, and shall be available to review and evaluate Preliminary Design information and drawings developed by the Architect. B. The Owner shall be involved in the evaluation of Preliminary Design Documents, including costs estimates, so that a Phase 1 budget, (includingcontingencies for actual bidding, changes in the Work during construction, and other costs), can be developed to accommodate the functional and design requirements of the first phase construction. C. The Architect shall be entitled to rely upon the accuracy and completeness of all services, infor rnation, surveys and reports which are furnished by the Owner. D. The Owner shall furnish required information and services and shall render approvals and decisions as expeditiously as necessary for the orderly progress of the Architect's services. ARTICLE 3 REIMBURSABLE EXPENSES I. Reimbursable Expenses are in addition to the Compensation of Basic and Additional Services and are to be reimbursed at 1.10 (110%) times the actual expenditures made by the Architect and the Architect's employees and consultants in the interest of the Project and shall include but are not limited to the expenses listed in the following Sub -paragraphs. A. Transportation and out-of-town subsistence incurred in connection with the Project; long distance telephone and .telegraph communications; all fees paid to regulatory agencies; reproductions and blueprints, Express Mail, Air Freight, Federal Express, facsimiles, postage and handling fees for drawings and other documents; use of data processing and photocopy reproduction; overtime requested by Owner; models, mock-ups, photos, presentation and marketing materials. ARTICLE 4 I. PAYMENTS ON ACCOUNT OF BASIC SERVICES A. Payment for Basic Services shall be made monthly and shall be in proportion to services performed, on the basis set forth in Article 12. II. PAYMENTS ON ACCOUNT OF ADDITIONAL SERVICES A. Payments on account of the Architect's Additional Services as defined in Article 1, Section II and for Reimbursable Expenses as defined in Article 3 shall be made monthly upon presentation of the Architect's statement of services rendered or expenses incurred. ARTICLE 5 ARCHITECT'S ACCOUNTING RECORDS Records of Reimbursable Expenses and expenses pertaining to Additional Services shall be kept on the basis of generally accepted accounting principles and shall be available to the Owner or the Owner's authorized representative at mutually convenient times. ARTICLE 6 OWNERSHIP AND USE OF DOCUMENTS The drawings, specifications and other documents furnished by the Architect are instruments of service and shall not become the property of the Owner, whether or not the Project for which they are made is commenced. Drawings, specifications and other documents furnished by the Architect shall not be used by the Owner on other projects, for additions to this Project or, unless the Architect is in default under part 1, for completion of this Project by others. The Architect hereby agrees to provide Owner at Owner's cost, reproducible copies of all the drawings, specifications and other documents furnished by the Architect for this project. Owner shall be entitled to use said reproducible copies for any purpose whatsoever, provided Owner is not in default under Article 7. ARTICLE 7 DEFAULT In the event either party is in default, pursuant to the terms and conditions of this Agreement, the non - defaulting party shall give the defaulting party five (5) days written notice of said default. If said default has not been corrected within said five (5) day period, then the non -defaulting party shall be entitled to terminate this Agreement or continue the Agreement in full force and effect. The non -defaulting party shall be entitled to all damages resulting from said default, including, but not limited to, reasonable attorneys' fees, expert witness fees and court costs incurred by the non -defaulting party. ARTICLE 8 TERMINATION OF AGREEMENT This Agreement may be terminated by the Owner in its sole discretion, upon giving five (5) days written notice to the Architect. In the event of said termination by the Owner, the Architect shall be compensated for all service performed to date of termination, together with all reimbursable expenses then due. ARTICLE 9 MISCELLANEOUS PROVISIONS I. Unless otherwise specified, this Agreernent shall be governed by the laws of the State of Colorado. II. The Architect shall acquire and maintain in the amount and coverages specified by the Town, statutory Workmen's Compensation insurance coverage, employers liability coverage, comprehensive general liability insurance coverage, professional liability insurance coverage, comprehensive auto liability coverage, and any other insurance as may be mutually agreed upon by the parties. All such insurance shall, to the extent available to the Architect, be maintained in amounts as are normally carried by architects for comparable projects or in such additional amounts as may be mutually agreed upon by the parties. The Town will be an additional insured under the comprehensive general liability insurance coverage. III. The Architect shall cause any consultant contracted with Architect to procure and maintain the amount of insurance coverage specified by the Town. All coverage, including that of both the Architect and any consultant, shall be continuously maintained to cover all liability, claims, demands and other obligations assumed by the consultant in this agreement. In the case of any claims -made policy, the necessary retroactive dates and extended reporting periods shall be procured to maintain such continuous coverage. ARTICLE 10 SUCCESSORS AND ASSIGNS The Owner and the Architect, respectively, bind themselves, their partners, successors, assigns and legal representatives to the other party to this Agreernent and to the partners, successors, assigns and legal representatives of such other party with respect to all covenants of this Agreement. Neither the Owner nor the Architect shall assign, sublet, or transfer any interest in this Agreement without the written consent of the other. ARTICLE 11 EXTENT OF AGREEMENT This Agreement represents the entire and integrated agreement between the Owner and the Architect and supersedes all prior negotiations, representations or agreements, either written or oral. This Agreement may be amended only by written instrument signed by both Owner and Architect. ARTICLE 12 BASIS OF COMPENSATION I. The Owner shall compensate the Architect for the Scope of Services provided, in accordance with Article 4, Payments to the Architect, and the other Terms and Conditions of this Agreement. II. BASIC COMPENSATION A. FOR BASIC SERVICES, as described in Articles 1 and "Exhibit, A" attached, Basic Compensation shall be a top set Design Fee, not to exceed $24,825.00. J B. THE HOURLY RATES and Engineering Consultant Costs which will be utilized to bill against the top set fee are as follows: Principal Project Architect Job Captain Draftsman I Draftsman II Office Manager Clerk/Typist Structural Engineer Civil Engineer Mechanical Engineer Electrical Engineer Estimating III. ADDITIONAL SERVICES COMPENSATION A. IF ADDITIONAL SERVICES are required beyond those called out in Article 1 and further defined in "Exhibit A", the Architect shall provide those services as per the Owner's written request in accordance with the hourly rate schedule in Section IIB of Article 12, plus 1.1 (110%) times any engineering costs. B. The cost of Additional Services shall be billed out monthly in addition to billings for Basic Services. IV. FOR REIMBURSABLE EXPENSES, as described in Article 3, a multiple of 1.10 (110%) times the amounts expended by the Architect, the Architect's employees and consultants in the interest of the Project. $65.00/hr $55.00/hr 45.00/hr 32.00/hr 30.00/hr 20.00/hr 15.00/hr 5600.00 1800.00 3200.00 1600.00 2200.00 V. Payments due the Architect and unpaid for thirty (30) or more days under this Agreement shall bear interest from the date payment is due at the rate of one and one-half percent ( 1.5% ) per month. VI. The Owner and the Architect agree in accordance with the Terms and Conditions of this Agreement that: A. IF THE SCOPE of the Project or of the Architect's Services is changed materially, the amounts of compensation shall be equitably adjusted. • B. IF THE SERVICES covered by this Agreement have not been completed within Twelve ( 12 ) months of the date hereof, through no fault of the Architect, the amounts of compensation, rates and multiples set forth herein shall be equitably adjusted. ARTICLE 13 OTHER CONDITIONS OR SERVICES I. SCOPE OF SERVICES A. See "Exhibit A" attached, for detailed Scope of Professional Services. This Agreement entered into as of the day and year OWNER: Town of Estes Park c/o The Honorable H.B. Dannels, Mayor P.O. Box 1200 Estes Park, Colorado, 80517 first written above. ARCHITECT: Thorp Associates, P.C. Roger M. Thorp, President P.O. Box 129 Estes Par. Colorado, 8051 BY: B ATTEST ATTES "EXHIBIT A" SCOPE OF SERVICES for the PRELIMINARY DESIGN of THE TOWN OF ESTES PARK ARENA THORP ASSOCIATES, P.C., Architects and Planners I. EVALUATION OF POTENTIAL BUILDING USES A. Develop and refine, with Town Staff, a list of potential functions which the building could feasibly accommodate. Prioritize list of potential uses based on functions' estimated facilities cost, expected financial return, community need, and potential program utilization by outside entities. B. Utilizing prioritized list, determine which programs or functions will be included in Phase I construction, and which will be developed in future phases, and how initial building design and future improvements are affected. C. Utilizing prioritized list, identify the building features, components, and utility requirements which must be incorporated into the design of the initial phase in order to permit cost effective installation of building and site improvements in future phases. II. BUILDING DESIGN ANALYSIS A. Analyze and review with Town Staff the initial and maintenance cost/benefit relationships between the following: 1. Alternate foundation systems and reinforcing, 2. Alternate structural systems layout, bay spacings, and column placements, 3. Alternate floor plan layout studies, based on programmed uses, 4. Alternate wall panel configurations and finishes, 5. Alternate roof panel configurations and finishes, 6. Alternate insulation systems, 7. Alternate exterior elevations and finishes, 8. .Alternate mechanical systems, 9. Alternate electrical lighting and power systems, 10. Alternate building orientations on site, 11. Alternate floor systems, B. Accomplish Building Code Research to analyze code restrictions relative to potential types of construction, occupancy requirements, and alternative building functions. III• SITE PLANNING A. Review existing Stanley Park Master Plan (BRW Report of 1984) with Town Staff to determine degree of compliance with present Stanley Park Program goals. IV. COST ESTIMATING A. Provide cost estimating services, during "evaluation of potential building uses", to analyze first cost and maintenance requirements needed to prioritize potential uses. B. Provide cost estimating services throughout the analysis of alternate building systems, to evaluate cost/benefit relationships and assist in prioritizing design issues into Phase I, future phases, or deletion from Project. C. Provide cost estimating services to evaluate cost effective design of building orientation, drainage issues, site utilities, parking lot design, and landscaping. D. Final concept design to be accompanied by detailed cost estimate, based on Project scope as reviewed and approved by Town Staff. Cost estimate will be developed from design development drawings (site plan, floor plan, building elevations, sections and details) and outline specifications. End "EXHIBIT A"