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Home My WebLink AboutPACKET Public Works Committee 2003-06-19AGENDA TOWN OF ESTES PARK PUBLIC WORKS COMMITTEE June 19, 2003 8:00 A. M. Preparation date: 6/13/03 *Revision date: ACTION ITEMS: 1. Municipal Building Remodel Project - Design/Build Scope - Request approval of Design/Build Scope from Thorp Associates 2. Fish Creek Trail Change Order - Request approval 3. Yard Waste Clean-up - Citizen request for a Town pick-up/drop-off type ofprogram REPORTS: Refer to the Reports Summary Memo at the beginning of the Reports Section of the Packet. The Summary follows the same order as the Agenda. 1. Street Department Loader Exchange Program Savings 2. Lone Pine Acres 10-foot Strip - Deed to Town 3. Pedestrian Trails: 1) Fall River 2) Fish Creek 3) Knoll 4. Gateway Sign 5.. Pedestrian IJnderpass Mural 6. Vehicle Replacement Policy 7. East Riverside Drive: "No Overnight Parking" designated in the "Trophy Tree" area 8. Misc. projects Note: The Public Works Committee reserves the right to consider other appropriate items not available at the time the agenda was prepared. TOWN of ESTES PARK Inter-Office Memorandum June 17, 2003 TO: Public Works Committee EROM: Bill Linnane(- SUBJECT: Municipal Building Remodel - Phase 1 Design/Build Scope of Services - Preliminary Phase (Phase 1) Background: Thorp Associates has teamed with Westover Construction for the design/build project The attached contract is written with the architect as the lead and co-signer of the contract which is attached. Thorp and Westover have worked together on more than 20 projects, most of them being residential homes valued in high-dollar figures. Phase 1 consists of the development of preliminary design plans which will be the basis for the Phase 2 final construction plans. A detailed cost estimate will be prepared with the assistance and construction expertise of Westover Construction. The fee for Westover's services is included in the base amount of the contract Upon completion of Phase 1, preliminary plans and estimated costs will be presented to the Town for review and approval. A Phase 2 design/construction scope will be submitted upon completion of this first phase. The tentative completion date of Phase 1 is Sept 15, 2003. Cost Budget Budget $300,000 Design and Construction Cost $14,000 Phase 1 Design/Build The associated design/estimated cost percentage of 4.7% is comparable to the new Town Board Room percentage of 4%. Action: Staff requests approval of Thorp's scope for Phase 1 at a cost of $14,000. BL/lb 1-1 Thorp Associates, P.C. Architects and Planners STANDARD FORM of AGREEMENT BETWEEN OWNER AND DESIGN/BUILDER THIS DOCUMENT HAS IMPORTANT LEGAL CONSEQUENCES: CONSULTATION WITH AN ATTORNEY IS ENCOURAGED WITH RESPECT TO ITS USE, COMPLETION OR MODIFICATION. PART 1 AGREEMENT AGREEMENT MADE BETWEEN the Owner: Town ofEstes Park c/o The Honorable John Baudek, Mayor 170 MacGregor Avenue PO Box 1200 Estes Park, Colorado 80517 AND the Design/Builder: Thorp Associates, P.C., Architects and Planners 131 Stanley Ave #100 PO Box 129 Estes Park, Colorado 80517 AGREEMENT DATE: made as o f the Nineteen (19) day of June in the year Two Thousand Three (2003) 1 PROJECT DESCRIPTION (Include Project Name, location and a summary description): The First Phase o f the Reorganization o f the Estes Park Municipal Building, located at 170 MacGregor Avenue, Estes Park, Colorado, including construction of new public restroom facilities, temporary relocation of the finance department, demolition of existing restrooms, and remodel of existing space to incorporate expanded finance department in general accordance with Phase I Schematics developed by Thorn Associates, P.C., Architects and Planners. The architectural services described in Article 1 will be provided by the following person or entity that is lawfully licensed to practice architecture: Registration Number Relationship to Design/Builder Roger M. Thorp, President, AIA, NCARB, OAA, MAIBC B-998 Architect of Record Thorp Associates, P.C., Architects and Planners (Hereafter referred to as Architect) 131 Stanley Avenue, Suite 100 (Mailing: PO Box 129) Estes Park, Colorado, 80517 Normal structural, mechanical and electrical engineering services will be provided contractually through the Architect except as indicated below: Jim Weisser Mechanical Design Poudre Valley Air, Inc. 5420 Ward Road, Suite 22416 Donella Court, Suite A Fort Collins, Colorado 80524 Clayton Vilhauer Electrical Design Northwest United Electric Inc. 800 Stockton Ave, #1 ~ Fort Collins, Colorado 80524 - Doug Allen Plumbing Design Corporate Plumbing 601 Sherry Drive Fort Collins, Colorado 80524 Above named individuals are collectively referred to as the Professionals. The Owner and the Design/Builder agree as set forth below: 2 TERMS AND AGREEMENT BETWEEN OWNER AND DESIGN/BUILDER ARTICLE 1 observable conditions with the requirements of the Owner's program, schedule and budget. DESIGN/BUILDER 1.3.3 The Design/Builder and the Architect shall review laws 1.1 SERVICES applicable to design and construction of the project, correlate such laws with the Owner's program requirements, and advise 1.1.1 Preliminary design, budget, and schedule comprise the the Owner if any program requirement may cause a violation services required to accomplish the preparation and of such laws. Necessary changes to the Owner's program shall submission of the Design/Builder's Proposal as well as the be accomplished by appropriate written modification or preparation and submission of ally modifications to the disclosed as described in Paragraph 1.3.5. Proposal prior to execution of the Part 2 Agreement. 1.3.4 The Design/Builder and the Architect shall review with 1.2 RESPONSIBILITIES the Owner alternative approaches to design and constrliction of the Project. 1.2.1 Design services required by this Part 1 Agreement shall be performed by qualified . architects and other design 1.3.5 The Design/Builder shall submit to the Owner a professionals. The professional obligations of such Proposal, including the completed Preliminary Design professional persons or entities are undertaken and performed Documents, a statement of the proposed contract sum, and a in the interest of the Design/Builder and the Owner. proposed schedule for the completion of the Project. Preliminary Design Documents shall consist of preliminary 1.2.2 The agreements between the Design/Builder and the design drawings, outline specifications or other documents persons or entities identified in this Part I Agreement, and any sufficient to establish the size, quality and character of the subsequent modifications, shall be in writing. These entire Project, its architectural, structural, mechanical, agreements, including financial arrangements with respect to acoustical, and electrical systems, and the materials and such this Project, shall be promptly and fully disclosed to the other elements of the Project as may be appropriate. Owner upon request. Deviations from the Owner's program shall be disclosed in the Proposal. If the Proposal is accepted by the Owner, tile parties 1.2.3 Construction budgets shall be prepared by qualified shall then execute the Part 2 Agreement. A modification to the professionals, cost estimators.or contractors retained by the Proposal before execution of the Part 2 Agreement shall be Design/Builder and acting in the interest of the Design/Builder recorded in writing as an addendum and shall be identified in and the Owner. the Contract Documents of the Part 2 Agreement. 1.2.4 The Design/Builder shall be responsible to the Owner for acts and omissions of tile Design/Builder's employees, 1.4 ADDITIONAL SERVICES subcontractors and their agents and employees, and other persons, including the Architect and other design 1.4.1 The Additional Services described under this Paragraph professionals, performing any portion of the Design/Builder's, 1.4 shall be provided by the Design/Builder and paid for by Architect's, and the Professionals' obligations under this Part I the Owner if authorized or confirmed in writing by the Owner. Agreement. 1.4.2 Making revisions in the Preliminary Design Documents, 1.2.5 If the Design/Builder believes or is advised by the budget or other documents when such revisions are: Architect or by another design professional retained to provide . services on the Project that implementation of any instruction . 1 inconsistent with approvals or instructions previously received from the Owner would cause a violation of any given by the Owner, including revisions made applicable law, the Design/Builder shall notify the Owner in necessary by adjustments in the Owner's program or writing. Neither the Design/Builder nor the Architect shall be Project budget; obligated to perform any act which either believes will violate .2 required by the enactment or revision of codes, laws any applicable law. or regulations subsequent to the preparation of such documents; or 1.2.6 Nothing contained in this Part 1 Agreement shall create .3 due to changes required as a result of the Owner's a contractual relationship between the Owner and any person failure to render decisions in a timely manner. or entity other than the Design/Builder. 1.4.3 Providing financial feasibility or other special studies. 1.2.7 The De'sign/Builder, Architects and the Professionals shall be required to maintain their, Â· own workmen'sÂ· 1.4.4 Providing special surveys, environmental studies,~Â·and compensation insurance coverage. submissions required for approvals of governmental authorities or others having jurisdiction over the Project. 1.3 BASIC SERVICES 1.4.5 Providing services relative to future facilities, systems 1.3.1 The Design/Builder through the Architect shall provide a and equipment. preliminary evaluation of the Owner's program and project budget requirements, each in terms o f the other. 1.4.6 Providing services at the Owner's specific request to perform detailed investigations of existing conditions or 13.2 The Design/Builder and the Architect shall visit the site, facilities or to make measured drawings.thereof. become familiar with the local conditions, and con-elate 3 1.4.7 Providing services at the Owner's specific request to submission of all appropriate reports ahd professional verify the accuracy of drawings or other information furnished recommendations. by the Owner. 2.1.5 The Owner shall disclose, to the extent known to the 1.4.8 Coordinating services in connection with the work of Owner, the results and reports of prior tests, inspections or separate persons or entities retained by the Owner, subsequent investigations conducted for the Project involving: structural to the execution of this Part I Agreement. or mechanical systems; chemical, air and water pollution; hazardous materials; or other environmental and subsurface 1.4.9 Providing analyses of owning and operating costs. conditions. The Owner shall disclose all information known to the Owner regarding the presence ofpollutants at the Project's 1.4 10 Providing interior design and other similar services site. required for or in connection with the selection, procurement or installation of furniture, furnishings and related equipment. 2.1.6 The Owner shall furnish all legal, accounting and insurance counseling services as may be necessary at any time 1.4.11 Providing services for planning tenant or rental spaces. for the Project, including such auditing services as the Owner may require to verify the Design/Builder's Applications for 1.4.12 Making investigations, inventories or materials or Payment. equipment, or valuations and detailed appraisals of existing facilities. 2.1.7 The Owner shall promptly obtain easements, zoning 1.4.13 Providing services of special consultants to determine variances and legal authorizations regarding site utilization the presence (or not) of asbestos or other hazardous materials where essential to the execution of the Owner's program. in the present building. 2.1.8 Those services, information, surveys and reports ARTICLE 2 required by Paragraphs 2.1.3 through 2.17 which are within the Owner's control shall be furnished at the Owner's OWNER expense, and the Design/Builder shall be entitled to rely upon the accuracy and completeness thereof, except to the extent 2.1 RESPONSIBILITIES the Owner advises the Design/Builder to the contrary in writing. 2.1.1 The Owner shall-establish and update an overall budget for the Project, including reasonable contingencies. This 2.1.9 If the Owner requires the Design/Builder, Architect, or budget shall not constitute the contract sum.- the Professionals to maintain any special insurance coverage, policy, amendment, or rider, the Owner shall pay the 4.1.2 The Owner shall designate a representative authorized to additional cost thereof dxcept as otherwise stipulated in this act on the Owner's behalf with respect to the Project The Part 1 Agreement. Owner or such authorized representative shall render decisions in a timely manner pertaining to documents submitted by the 2.1.10 The Owner shall communicate with persons or entities Design/Builder in order to avoid unreasonable delay in the employed or retained by the Design/Builder through the orderly and sequential progress of the Design/Builder's Design/Builder, unless otherwise directed by the services. The Owner may obtain independent review of the Design/Builder. documents by a separate architect, engineer, contractor or cost estimator under contract to or employed by the Owner. Such ARTICLE 3 independent review shall be undertaking at the Owner's expense in a timely .manner and shall not delay the orderly OWNERSHIP AND USE OF progress of the Design/Builder's services. DOCUMENTS AND ELECTRONIC DATA 2.1.3 The Owner shall furnish sufveys describing physical 3.1 Drawings, specifications, and other documents and characteristics, legal limitatiens and utility locations for the . electronic data furnished by the Design/Builder through theÂ· site of the Project, and a written legal description of the site. Architect are instruments of service. The Design/Builder's The surveys and legal information shall include, as applicable, Architect and other providers of professional services shall grades and lines of streets, alleys, pavements, and adjoining retain all common law, statutory and other revised rights, property and structures; adjacent drainage; rights-of-way, including copyright in those instruments of services furnished restrictions, easements, encroachments, zoning, deed by them. Drawings, specifications and other documents and restrictions, boundaries and contours of the site; locations, electronic data are furnished for use solely with respect to this dimensions and necessary data pertaining to existing Part 1 Agreement. The Owner shall be permitted to retain buildings, other improvements and tre6; and information copies, including reproducible copies, of the drawings, concerning available utility services and lines, both public and specifications, and other documents and electronic data private, above and below grade, including inverts and depths. furnished by the Design/Builder through the Architect for All the information on the survey shall be referenced to a information and reference in connection with the Project Project benchmark. except as providid in Paragraphs 3.2 ahd 3.3. 2.1.4 The Owner shall furnish the services of geotechnical 3.2 If the Part 2 Agreement is; not executed, the Owner shall engineers when such services are stipulated in this Part 1 not use the drawings, specifications, and other documents and Agreement, or deemed reasonably necessary by the electronic data furnished by the Design/Builder through the Design/Builder. Such services may include but are not limited Architect without the written permission of the Architect. to test borings, test pits, determinations of soil bearing values, Drawings, specifications, and other documents and electronic percolation tests, evaluations of hazardous materials, ground data shall not be used by the Owner or others on other corrosion and resistivity tests, and necehary operations for projects, for additions to this ProjectÂ·or for completion of this anticipating subsoil conditions. The services of geotechnical Project by others, except by agreement in writing and with engineer(s) or other constiltants shall include preparation and appropriate compensation to the Architect, unless the Design/Builder is adjudged to be in default under this part 1 4 Agreement or undet any other subsequently executed decided by mediation or arbitration. Such mediation or dgreement, or by agreement in writing. arbitration shall be conducted in accordance with the Construction Industry/Mediation or Arbitration Rules of the 3.3 If the Design/Builder defaults in the Design/Builder's American Arbitration Association cun-ently in effect. obligations to the Owner, the Architect and the Professionals shall grant a license to the Owner to use the drawings, 6.2 In addition to and prior to arbitration, the parties shall specifications, and other documents and electronic data endeavor to settle disputes by mediation. Demand for furnished by the Architect to the Design/Builder for the mediation shall be filed in writing with the other party to this completion of the Project, conditioned upon the Owner's Part 1 Agreement and with the American Arbitration execution of an agreement to cure the Design/Builder's Association. A demand for mediation shall be made within a default in payment to the Architect for services previously reasonable time after the claim, dispute or other matter in performed and to indemnify the Architect with regard to question has arisen. In no event shall the demand for claims arising from such reuse without the Architect's mediation be made after the date when institution of legal or professional involvement. equitable proceedings based on such claim, dispute or other matter in question would be barred by the applicable statute of 3.4 Submission or distribution of the Design/Builder's repose or limitations. documents to meet official regulatory requirements or for similar purposes in connection with the Project is not to be 6.3 Demand for arbitration shall be filed in writing with the construed as publication in derogation of the rights revised in other party to this Part 1 Agreement and with the American Paragraph 3.1. Arbitration Association. A demand for arbitration shall be made within a reasonable time after the claim, dispute or other matter in question has arisen. In no event shall the demand for ARTICLE 4 arbitration be made after the date when institution of legal or equitable proceedings based on such claim, dispute or other TIME matter in question would be barred by the applicable statutes ofrepose or limitations. 4.1 Upon request of the Owner, the Design/Builder shall prepare a schedule for the performance of the Basic and 6.4 An arbitration pursuant to this Paragraph may be joined Additional Services which shall not exceed the time limits Â· with an arbitration involving common issues of law or fact contained in Paragraph 10.1 and shall include allowances for between the Design/Builder and any person or entity with periods of time required for the Owner's review and for whom the Design/Builder has a contractual obligation to approval of submissions by authorities having jurisdiction arbitrate disputes. No other arbitration arising Â· out of or over the Project. relating to this Part 1 Agreement shall include, by 4.2 If the Design/Builder is delayed in the performance of consolidation, joinder or in any other manner, an additional services under this Part 1 Agreement through no fault of the . person or entity not a party to this Part 1 Agreement or not a Design/Builder, any applicable schedule shall be equitably party to an agreement with the Design/Builder, except by adjusted. written consent containing a specific reference to this Part 1 Agreement signed by the Owner, the Design/Builder and all ARTICLE 5 other persons or entities sought to be joined. Consent to arbitration involving an additional person or entity shall not PAYMENTS constitute consent to arbitration of any claim, dispute or other 5.1 The initial payment provided in Article 9 shall be made matter in question not described in the written consent or with upon execution of this Part 1 Agreement and credited to the a person or entity not named or described therein. The Owner's account as provided in Subparagraph 9.1.2. foregoing agreement to arbitrate and other agreements to arbitrate with an additional person or entity duly consented to - 5.2 Subsequent payments for Basic Services, Additional . by the parties to this Part 1 Agreement shall be specifically Services, and Reimbursable Expenses provided for in this Part enforceable in accordance with applicable law in any court 1 Agreement shall be made monthly on the basis set forth in having jurisdiction thereof. Article 9. 6.5 The award rendered by the arbitrator or arbitrators shall 5.3 Within ten (10) days of the Owner's receipt of a properly be final, and judgment may be entered upon it in accordance submitted and correct Application for Payment, the Owner shall make payment to the Design/Builder. with applicable law in any court having jurisdiction thereof. 5.4 Payments due the Design/Builder under this Part 1 Agreement which are not paid when due shall bear interest ARTICLE 7 from the date due at the rate specified in Paragraph 9.5, or in the absence of a specified rate, the legal rate prevailing where 7.1 Unless otherwise provided, this Part 1 Agreement shall be the Project is located. governed by the law of the place of business where the Project is located. ARTICLE 6 7.2 The Owner and the Design/Builder, respectively, bind themselves, their partners, successors, assigns and legal DISPUTE RESOLUTION- representatives to the other party to this Part 1 Agreement and MEDIATION AND ARBITRATION to the partners, successors, assigns and legal representatives of such other party with respect to all covenants of this Part 1 6.1 Claims, disputes or other matters in question between the Agreement. Neither Owner nor the Design/Builder shall parties to this Part 1 Agreement arising out of or relating to assign this Part 1 Agreement without the written consent of this Part 1 Agreement or breach thereof shall be subject to and the other. 5 - ARTICLE 8 7.3 Unless otherwise provided, neither the design for nor the cost or remediation of hazardous materials shall be the TERMINATION OF THE AGREEMENT responsibility of the Design/Builder. 8.1 This Part 1 Agreement may be tenninated by either party 7.4 This Part 1 Agreement represents the entire and integrated upon not less than seven (7) days' written notice should the agreement between the Owner and the Design/Builder and other party fail substantially to perform in accordance with its terms through no fault of the party initiating the termination. supersedes all prior negotiations, representations or agreements, either written or oral. This Part 1 Agreement may 8.2 This Part 1 Agreement may be terminated by the Owner be amended only by written instrument signed by both the without cause upon at least seven (7) days' written notice to Owner and the Design/Builder. the Design/Builder. 7.5 Prior to the termination of the services of the Architect or 8.3 Â·In the event of termination not the fault of the any other design. professional designated in this Part 1 Design/Builder, the Design/Builder shall be compensated for Agreement, the Desigh/Builder shall identify to the Owner in services performed prior to the termination date, together with writing another architect or design professional with respect to Reimbursable Expenses then due and Termination Expenses. whom the Owner has no reasonable objection, who will Termination Expenses are expenses directly attributable to termination, including a reasonable amount for overhead and provide the services originally to have been provided by the Architect or other design professional whose sdrvices are profit, for which the Design/Builder is not otherwise compensated under this Part 1 Agreement. being terminated. ARTICLE 9 BASIS OF COMPENSATION The Owner shall compensate the Design/Builder in accordance with Article 5, Payments, and the other provisions of this Part 1 Agreement as described below: 9.1 COMPENSATION FOR BASIC SERVICES 9.1.1 FOR BASIC SERVICES, compensation shall be as follows: A Stipulated Sum of Fourteen Thousand and No/00 Dollars ($14,000.00) 9.1.2 AN INITIAL PAYMENT of Two Thousand and No/00 Dollars Â·($2,000.00) shall be'made upon execution of this Part 1 Agreement and credited to the Owner's account as follows: credited to-the Owner's initial invoice for Part 1 Services 9.1.3 SUBSEQUENT PAYMENTS shall be asÂ· follows: On a monthly basis, in direct proportion to the percentage of completion of the Part 1 Services 9.2 COMPENSATION FOR ADDITIONAL SERVICE 9.2.1 FOR ADDITIONAL SERVICES, compensation shall be as follows: A negotiated stipulated sum based on the scope of work required. 9.3 REIMBURSABLE EXPENSES 9.3.1 REIMBURSABLE EXPENSES are in addition to Compensation for Basic and Additional Services, and include actual expenditures made by the Design/Builder and the Design/Builder's employees and contractors in the interest of the Project, as called out below: Expenses of reproductions, blueprints and other documents, photocopying, photography, digital imaging, delivery, postage, freight, long distance telephone calls, facsimiles, materials, travel, equipment, time and materials, fees paid to regulatory agencies, rental of equipment to perform services, and other direct project expenses. These reimbursable expenses are in addition to the professional design services and will be reimbursed monthly. 6 9.3.2 FOR REIMBURSABLE EXPENSES, compensation shall be a multiple of one and one tenth (1.1) times the amounts expended. 9.4 DIRECT PERSONAL EXPENSE is defined as the direct salaries of personnel engaged on the Project, and the portion of the cost of their mandatory and customary contributions and benefits related thereto, such as employment taxes and other statutory employee benefits, insurance, sick leave, holidays, vacations, pensions and similar contributions and benefits. 9.5 INTEREST PAYMENTS 9.5.1 The rate of interest for past due payments shall be as follows: One and One-halfpercent per month (1.5%) 9.6 IF THE SCOPE of the Project is changed materially, the amount of compensation shall be equitably adjusted. 9.7 The compensation set forth in this Part 1 Agreement shall be equitably adjusted if through no fault of the Design/Builder the services have not been completed within Six Months ( 6 ) months of the date of this Part 1 Agreement. ARTICLE 10 OTHER CONDITIONS AND SERVICES 10.1 THE BASIC SERVICES to be performed shall be commenced on June 20,2003 and, subject to authorized adjustments and to delays not caused by the Design/Builder, shall be completed in Ninety ( 90 ) calendar days. The Design/Builder's Basic Services consist of those described in Paragraph 1.3 as part of Basic Services, and include normal professional engineering and preliminary design services, unless otherwise indicated. 10.2 Services beyond those described in Paragraph 1.4 are as follows 10.2.1 As a part of Basic Services, the Design/Builder, through the Architect, shall provide professional services to assist the Owner in the preparation of the Project Program, to define requirements of the Project and to review the understanding of such requirements with the Owner. 10.3 The Owner's preliminary program, budget and other documents, if any are enumerated as follows: Municipal Building Reorganization Drawings by Thorp Associates P.C., Architects and Planners, dated April 23,2003: Phase I, Stage I, A10, Main Level Floor Plan Phase I, Stage I, Al 1, Upper Level Floor Plan Phase I, Stage II, A10, Main Level Floor Plan Phase I, Stage II, All, Upper Level Floor Plan Phase II, Stage I, A10, Main Level Floor Plan Phase III, Stage I, A10, Main Level Floor Plan This Agreement entered into as of the day and year first written above: OWNER: Town of Estes Park DESIGN/BUILDER: Thorp/Associates, P.C. 0%'dr). 344*.- (Signature) (9:11<re) ~ < John Baudek, Mayor Roger~?T~7~horp, AIA., NCARB,,*esident (Printed name and title) i (Printed name and title) 7 ztgoe oavMolo) 5(Mvd SalS) ~ ~ ~ >INVd 93193 30 NMOI ONIalinfl 1Â¥dIDINAW b:.2.- 6 18 5 -L li- â‚¬33-__-0737 1 ... 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Approximate cost $1,710.00 â€¢ Addition of soil reinforcement located at the south end of the project due to wet subgrade. Fabric: $6,000.00 Washed Rock: $5,500.00 1 Approximate cost $11,500.00 â€¢ Wetland mitigation of 1,400 square feet of wetlands. Approximate cost $1,000.00 â€¢ The unit price of embankment material reduced from $21.15 per cubic yard to $10.50 per cubic yard. Approximate deduction: - $8,520.00 â€¢ Relocation of trail at Brodie Avenue to accommodate the Church property. Approximate cost $ 860.00 Total: $ 6.550.00 Cost/Budget Budget $312,800.00 Original Contract - $256,369.00 Remaining Budget $ 56,431.00 Change Order Cost $ 6,550.00 Action: The four(4) items above are necessary and the Change Order Costs are reasonable. Staff requests approval of the $6,550.00 change order. BL/mjs Attachment 2-1 CORNE?STONE Estes Park, CO 80517 437 South St. Vrain (970) 586-2458 Fax (970) 586-2459 ENGINEERING & ~ t..~ SURVEYING, INC. E-mail: ces@charter.net 9 27 June 16, 2003 Mr. Bill Linnane Director of Public Works Town of Estes Park P.O. Box 1200 Estes Park, CO 80517 RE: Change Order No. 1, Fish Creek Pedestrian Trail, Phase I Dear Bill: Following is a request for Change Order No. 1 for the Fish Creek Pedestrian Trail, Phase I: 1. Soil Reinforcement Fabric The project is running into heavy ground water at the south end of the project. The area is impassable for the construction equipment and would probable cause severe maintenance problems for the trail. The placement of soil reinforcement material with rock and soil cover will provide a stable surface for the trail. G.L. Hoff's (Contractor) cost for placement of the fabric is $3.75/SY. Cost includes over excavation of 1 foot for the placement ofthe fabric and to back fill. Cornerstone Engineering & Surveying, Inc. (CES) feels the cost is reasonable considering the work that is involved. 2. 1 14" Washed Rock During placement of the soil reinforcing fabric, CES and the Contractor have found that by the placement of 6" of 1 14" washed rock on top ofthe fabric it allows the water to continue under the trail creating a firmer base. The Contractor cost for the 1 14" washed rock is $22.00/Ton in place. CES feels the cost is consistent with local contractor cost. 3. 18" Metal Culverts Also due to the high ground water discovered this spring. CES recommends the placement of four additional 18" steel culverts. The contractors bid price for the culverts is $21.40/LF. The total cost would be $1,712.00. 2-2 Mr. Bill Linnane Change Order No. 1, Fish Creek Pedestrian Trail, Phase I June 16,2003 Page 2 3. Wetlands Mitigation Per the Conditions ofthe Anny Corps ofEngineers 404 Permit, mitigation ofapproximately 1,400 SF of wetlands is required. Work is to include excavating cut area for wetland and relocating the disturbed wetland material into the new area. The work will generate approximately 340 CY of on site embankment material. The Contractor cost for the proposed work is $1,001.00. CES feels the cost is reasonable for the work involved. 4. Use of Onsite Embankment Material Additional sources for on site embankment material have been developed. G.L. Hoffs bid cost for import embankment material is $21.15/CY. The Contractor has agreed to use the on site embankment material at a cost of $10.50/CY. The on site material will provide a savings of $10.65/CY. This change should save approximately $5,000.00 to $10,000.00. 5. Relocate Trail to North Side of Brodie Avenue In agreement for an Easement from the Community Church ofthe Rockies, the Town ofEstes Park agreed to move the trail to the north side ofBrodie Avenue. Additional work with relocating the trail includes adjusting a manhole and additional tree removal. The Contractor's cost for the additional work is $860.00. Bid cost on Fall River Trail for adjusting manholes was $450.00 with tree removal at $141.00 per tree. CES feels this is a fair price for the additional work. Requested Change Order No. 1 1. Soil Reinforcement Fabric $3.75/SY x -1,600 SY $ 6,000.00 2. 1 !4" Washed Rock $22.00/Ton x -250 Ton $ 5,500.00 3. 18" Metal Culverts $21.40/LF x 80 LF $ 1,712.00 4. Wetland Mitigation $1,001.00 $ 1,001.00 5. Use o f On Site Embankment Material $10.50/CY x -800 CY $ 8,400.00 6. Relocate Trail North of Brodie Avenue $860.00 $ 860.00 Total $23,473.00 Savings Import Embankment Not Used $21.15 CY/-800 CY -$16.920.00 Estimated Net Change Order $ 6,553.00 If you have questions or need further information please contact me. Sincerely, Cornerstone Engineering & Surveying, Inc. Mt,40 liM Michael S. Todd, P.E. Principal 2-3 TOWN of ESTES PARK Inter-Office Memorandum June 16, 2003 TO: Public Works Committee FROM: Bill Linnane Lgâ€¢Uk..0<.,t,4+Le--4 SUBJECT: Proposed Organic Yard Waste Recycling Program Background: The Town received the attached letter from LaRoy and Mary Seaver requesting that the Town provide either: A) Free curbside pick-up of organic yard waste or; B) Provide a centrallocation where citizens could drop off yard waste at no charge. The collected waste would then be chipped and recycled as mulch or a compost ingredient Staff is very receptive to the idea and this memo will propose a Yard Waste Recycle Program for the second week of Julf Recycling organic yard waste into compost is difficult in Estes Park since production requires an area at least equivalent to a football field or greater. That " area must also be hard-surfaced due to watering and compost "turnmg operations. Zoning and odor problems further complicate the process. (Background - Continued on Page 2) Cost/Budget Cost $7,000 chipping/hauling by A-1 Organics; plus the cost of Town personnel to manage the drop-off site. Budget $0 Action: Staff requests and recommends approval of the proposed Yard Waste Recycling Program to be implemented the week of July 7, 2003. The budget could be supplemented during the budget review process or possibly the Community , Reinvestment Fund and be used for the cost of the project 3-1 (Background - Continued#om Page 1) Because of this, Staff proposes the following recycling program where the waste is hauled to the Front Range and processed by an independent contractor. Staff proposes the week of July 7th be established as Yard Waste Clean-up Week. Citizens could bring organic yard material to a drop-off area located in the Town's landfill. Crews would accept only organic materials and A-1 Organics, a Front Range contractor, would chip and haul the material to the Valley at a reasonable cost The program would be available for Estes Park residents and they would be asked to avoid excessive volumes. No commercial waste would be accepted. Having citizens drop off the material instead of the Town providing curbside pick- up, will allow better management of this program and ensure the waste is organic with no contaminants such as household junk. This is very important Another obvious benefit is that fewer personnel would be involved with a drop-off site versus a pick-up program. That is important during the busy tourist month of July. The program will be similar to Larimer County's Chemical Round-up (hazardous waste) Program that took place last Saturday, June 148. Of course, the material would be different I can explain more specifics of the program during the committee meeting. The results of this year's program could be reviewed for possible changes for 2004. Staff was curious to see if any other municipalities offer a yard waste recycling program. Breckenridge, Steamboat Springs, Loveland and Fort Collins were contacted with the following results: TOWN/CITY YARD WASTE CITIZEN/TOWN CITIZEN CITIZEN COST RECYCLING PROGRAM FUNDED FUNDED Breckenridge Annual clean-up dayl Town funded No None Loveland Yes Yes Yes $5.50/mo. per household2 Steamboat Springs No - but Steamboat does N/A N/A N/A recycle Christmas trees Fort Collins N~) N/A N/A N/A 'Breckenridge does collect Christmas trees following the holiday season and also offers an annual Town Clean-up Day. In the days preceding the formal clean-up day, the town also collects tree limbs, slash and woody waste. Bags of pine needles or grass clippings are not accepted. Depending upon the amount of organic waste collected, Breckenridge either keeps the mulch produced to use in its parks, etc., or has it hauled away. 2Each household in Loveland pays $5.50/mo. to help fund its recycling program (whether the resident recycles or not). Another $5.50 is charged for curbside pick-up of grass, etc. Loveland's solid waste program subsidizes any other costs above the dollars collected. 3Fort Collins has several private companies that accept tree branches and organic yard waste for a small fee and thus the City has not found it necessary to provide yard waste/tree branch recycling. The City of Fort Collins does, however, help residents when special circumstances should be taken into consideration (I.E.: an ice storm causing major damage to trees throughout the community). BL/lb 3-2 1085 Maris Lake Road ~~' 1/JO A Estes Park, CO Home Phone 970-58G-4209 May 05,2003 ~EÂ©[EDVE-=91 f11 MAY - 7 2003 Estes Park Trail Gazette -J P.O.Box 1707 Estes Park, CO 80517 Dear Editor: Living in our beautiful mountain area a year ago when the fire season began and our air became smoke filled and persons we knew had to evacuate their homes because offire danger might be enough to motivate us who are residents to clean up our own properties of fire prone materials. Rocky Mountain National Park, Estes Valley Improvement Association, The League ofWomen Voters ofEstes Park, and the Trail Gazette Staffare enectively educating us to engage in fire mitigation eftorts. This leaves us with a question. What are we to do with the fallen limbs, the brush piles, and the bags of pine needles and pine cones that we residents rake up? Are we to pay to take these biodegradable materials to the Transfer Station to be put into a land fill that would serve us longer ifused for nonbiodegradable materials? Might we have a community wide effort where bundled fallen limbs and bagged pine needles and pinecones will be picked up curbside or taken by residents to one central location for chipping or infill disposal? This would be motivation for residents to do the necessary cleanup work, decrease the overall fire danger in our community, and lengthen the life ofour Transfer Station landfill operation. Are there service clubs and community organizations who recognize this need for community cooperative action and are willing to do something about it? Sincerely, 02*- 4 437 7 IWi~~nd Mary Seaver tjcu,/42*%4/-. 40;- te/. UU'001 974, VAL:, i- Oul'.4*ElÂ» .-*.-*-I.--i~ vr CO J 4414 6f4644.11 - 'PLie- c0â€ž*4Â·13 72Â«-\\ 44.2-1/ ./aÂ» w 2(00Â·*~ 116*vLL~ . .-hj t 6.466+2791 / 3-3 <Â§%*Dk Public Works Director's Report Summary Date: June 16, 2003 To: The Public Works Committee From: Bill Linnane PUBLIC WORKS DEPARTMENT REPORTS 1) Front-end Loader Payment The existing rollover agreement for the Street Department's Front-end loader purchased in November 2001 specifies a November payment of approximately $12,500. The John Deere Company will reduce the price by approximately $10,500 if we pay the middle of July. 2) Lone Pine Acres 10-ft. Strip Dan Speedlin and Sue Doylen have been talking with Ted Shanks, one of four owners, about the possibility of one of the 10-ft. strips (Lone Pine Drive to Dry Gulch Road) being deeded to the Town. Mr. Shanks recently informed Dan that he would sign over the 10-ft. strip to the Town and would recommend the exchange to the other owners. Our thanks go to Mr. Shanks also to Dan and Sue. As promised to Mr. Shanks, we will plant trees along the strip and landscape the area appropriately. Paperwork is progressing. 3) Pedestrian Trails A. Fall River Trail - Phase II The concrete trail is poured and the bridge should be complete by the end of the rnonth. B. Fish Creek Trail - Phase I The wet conditions have slowed down progress. Construction has started at the south end and the Town is currently adding vegetation along the church property as promised in exchange for an access easement which granted an additional 20 feet of access along Fish Creek R.O.W. C. Knoll Trail The final alignment and design will be complete right after the 4th of July. Construction of the first phase (either the high road or low road) is anticipated to begin at the end of July. ' 1 4) Highway 34 Gateway Sign - Phase I Construction will begin when the 10-ft. strip paperwork is complete, hopefully in a week or two. 5) Pedestrian Underpass Mural The Trustees did not have enough time to review the preliminary sketches of the proposed mural. Upon advise of the Public Works Department Cynthia Elkins did not proceed with the project as discussed at last month's Public Works Committee meeting. 6) Vehicle Replacement Policy At the March Utilities Committee meeting, Staff was requested to review the Vehicle = Replacement Policy. Fleet Superintendent Dave Mahany, reviewed other municipalities' policies. Estes Park's policy is providing current industry standards. Mr. Mahany will present his findings. 7) East Riverside Drive - No Overnight Parking Vehicles have been parking overnight adjacent to the Champion Tree that has been receiving so much attention recently. The tree is located at the south end of East Riverside, on the west side of the R.O.W., below the road and the river. The Town owns a small section of land encompassing the wetlands and the tree. The area has been designated "No Overnight Parking." The property line is in the process of being staked. 8) Miscellaneous Project Reports A. Riverside/Elkhorn Pedestrian Timers The pedestrian timers were installed on Monday at the intersection of Riverside Drive and Elkhorn Avenue. The timers and "chirpers" seem to be working very well together in helping pedestrian traffic to flow in an organized and timely fashion. Staff and I will attempt to answer questions that the Committee may have concerning any project. BL/lb 2 TOWN of ESTES PARK Inter-Office Memorandum June 13, 2003 TO: Bill Linnane FROM: Dave Mahany SUBJECT: 2003 Street Dept Loader Exchange Program (G70A) Background: The Street Departmenfs loader (G70A) that was purchased in November 2001 is approaching the two-year exchange program that is due in November 2003. This item is included in the 2003 budget The agreement we have with John Deere is to exchange the Loader for a cost of $2,000 + any manufacturer's price increases (this is estimated @ 4.5 to 5% peryear on the originalloader value of $110,000) for an estimated cost of $12,500.00. I have been negotiating with John Deere the past few weeks and they have agreed to honor the agreement at a total cost of $2,000 if we will exchange the loader earlier than November. Cost/Budget Loader Exchange (G70A) = $2,000 Budget $12,500 Cost $ 2,000 Action: I am having John Deere order the new loader for an exchange cost of $2,000. This is a cost savings of $10,500. We should take delivery sometime around the middle of July 2003. DM/lb Rl-1 TOWN of ESTES PARK Inter-Office Memorandum May 27,2003 TO: Bill Linnane, Utilities Committee FROM: Dave Mahar* .,.3*:.2 SUBJECT: Report on Vehicle Replacement Policy Review Backgroiind: In January 1999, a "Vehicle Replacement Policy" was written by the Fleet Department and adopted by the Town Board. This policy has been monitored annually since its acceptance. The Utilities Committee has requested an additional review of this policy. The review findings are attached. Cast/Budget N/A Action/Sllmmary: Report only at this time. The Fleet DepartInent does not recommend any changes to the /'Vehicle Replacement Policy". All vehicles appear to be within a normal replacement schedule, monitoring the costs annually. The current "Vehicle Replacement Policy" assures me that the Town of Estes Park's vehicle replacement is within normal cycle replacement perimeters. 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'4 ~~ ~;<~ ~0~ i"4} ' ~9Â·< ,;' RECORD OF PROCEEDINGS Utilities Committee - June 12, 2003 - Page 3 44--E#Aott policy is not to fund private service line underground projects. According to Attorney White, an agreement may exist and approval of Town funds for the this project will not set precedence resulting in a change of policy. This is a unique situation involving a lengthy staff level agreement issue. Staff has examined the property and determined that an alternate route along an existing pedestrian and horse trail located close to the fence line route would result in damage to fewer trees and eliminate disruption of a currently "non-disturbed" vegetated area. It is also 50 feet shorter in length. The horse trail route and use is prescriptive and is not exclusive. Utilities can be located along the route. Construction activities can accommodate the users ,of the trail with minimal disturbance. A PowerPoint presentation clearly depicted that less damage to trees and vegetation would result along the horse trail location and would be less expensive. The homeowners would not agree to the new location, therefore, the Committee directed staff to consult with George and Dorothy Gibbs and return for further consideration. Reports ~ Monthly Financial Report. The Light and Power Financial Reports and associated graphs for May were reviewed. ~ Black & Veatch Financial Plan Update. Staff submitted a 5-Year Capital Improvement Plan to Black & Veatch. A rough draft is anticipated mid-July. The final report will be presented at the August meeting. > 3Com Corporation Grant Application. The Town did not receive this grant funding. > Platte River Power Authority. PRPA rates will increase by 3.9% next year. > Vehicle Replacement Pglipy. At the March Utilities Committee meeting, staff was ~ 7@quested to review the Vehicle Replacement Policy. Fleet Supt. Mahany presented a comparison of other municipalities' policies. The Town's policy meets current industry standards and no changes are recommended. Ve|nickâ‚¬ , Misc. Projects Update. Qept#c.Ok.ort 1) MacGregor Ranch Project - Bill Van Horn requested staff re-budget funds in 2004 to complete the underground project. 90 L .c~-9 2) Cable Service to Uplands Residents. Cable service to this subdivision remains unavailable. The Committee recommends Attorney White prepare a letter to Charter Communications regarding their failure to provide cable service to this annexed subdivision as outlined in the Franchise Agreement. Town Administrator Widmer noted that this service is not negotiable and should be provided immediately. 3) Light and Power Storage Building - construction of concrete pad for transformer inventory has been completed. 4) Hwy. 34/36 Street Light Project - complete. WATER DEPT. CBT Water Transfer Update. Attorney White briefed the Committee on the CBT water rental program. A rental rate of $450 per acre foot is being charged and rental requests are exceeding expectations. As of this date, over $40,000 in rental fees for the CBT water has been collected from individual parties and a local municipality. Reports * Monthly Financial Report. The Water Financial Reports were reviewed. > Black & Veatch Water Rate Study Update. A rough draft has been submitted. Staff submitted comments to Black & Veatch and their report is scheduled for presentation at the August meeting. > Misc. projects update 1) Voluntary Water Conservation Report. 2) Annual Residential Chemical Clean-up Day sponsored by the Larimer County Natural Resources and the Water Dept. is scheduled Saturday, June 14th from 9:00 a.m. to 2:00 p.m. at 577 Elm Rd. R6-4 Page 1 of 1 Bill Linnane From: Kerry [ceskmp@charter.net] Sent: Wednesday, June 11,2003 3:52 PM To: Richard Matzke; Jeff Boles; Bob Goehring; Bill Linnane Subject: Re:Project Update . Gentlemen: Status update for the current Town Projects: â€¢ 2001 Water Looping Projects - Project Completed. As-builts for all of this project are complete. . 2002 Water Looping Projects - Proj ects completed except for curbing on Big Horn. There is planned a total repaving ofEvergreen in conjunction with Public Works Department. We are working with Greg on this portion of the project. As-builts for these waterlines are completed. â€¢ Mary's Lake Raw Water Pump Station - The project completed and operational. Seeding is anticipated next week. The project will be completed approximately $56,000 under the contract AL amount. -9 â€¢ Fall River Trail( Phase I) - Project is complete. 1242.->. Fall River TraiI( Phase II) - This project is under construction with Mountain Constructors. The 'Fec- bridge is to be installed in two weeks. The concrete trail is constructed to Performance Park, -7 â€¢ Fish Creek Bike Trail - The project is under construction with GL Hoff. Construction is proceeding slower than anticipated due to the wet spring season. â€¢ Glacier Creek Water Treatment Plant - The project has been completed. There is some minor corrections necessary for SCADA control and reporting that was errantly not completed as part of 11, c the proj ect. -2â€¢ Storm Water Management Plan - All of the review work is completed. â€¢ Highway 34/36 Traffic Signal Painting - The project has been completed. -1- â€¢ Knoll Trail System - CES is preparing a scope for construction of a test section of the trail. â€¢ Fall River Tank - We are currently verifying hydraulic analysis for the tank location. We are 9 preparing a scope of services for the design ofthe tank and associated waterlines. 1 l.4/ c -* â€¢ GateWay Sign - CES is preparing an exhibit/legal description for dedication ofthe existing 10 wide strip between public right-of -ways so that construction of the sign may proceed immediately./fhe stone has been selected and is on hold until resolution ofthe easement /00' Cornerstone Engineering & Surveying, Inc. Kerry Prochaska, P.E. Principal R8 6/11/2003