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21.09.03 PSA Stolfus & Associates TASK ORDER 4.1 20241016EXHIBIT B On-Call Agreement for Professional Services TASK ORDER 4.1 Avon Mall Conceptual Design This Task Order pertains to the On-Call Agreement by and between the Town of Avon (“TOWN”), and Stolfus and Associates (“CONTRACTOR”), dated On-Call Contract Execution of September 3, 2021 (“the Agreement”). CONTRACTOR shall perform services as provided herein and in the Agreement. This Task Order shall not be binding until it has been properly signed by both parties. Upon execution, this Task Order shall supplement the Agreement as it pertains to the project described below. Project Description: Provide conceptual design for the Avon Mall to include roadway crossings and parking lot reconfiguration. Project Site: Proposed Tasks: See Attachment A. 1. Conceptual Design for the Avon Mall. Budget/Proposal: ___$93,900 ____________________________________ Schedule: __Final Concept Design due by December 20, 2024. Various Committee/Board Meetings will occur in Jan/Feb 2025. This Task Order shall supplement the September 3rd, 2021 Agreement. Town of Avon Recommended: ________________________________Public Works Director ____Date: ______________ Eva Wilson Title Stolfus and Associates Approved: ________________________________________President________________ Date: ______________ Elizabeth Stolfus Title Town of Avon Approved: _______________________________________Avon Town Manager____Date: ______________ Eric Heil Title Eva Wilson (Oct 14, 2024 07:49 MDT) Eva Wilson 10/14/2024 10/14/2024 Eric Heil (Oct 16, 2024 13:39 MDT) 10/16/2024 5690 DTC Boulevard, Suite 330W Greenwood Village, CO 80111 phone:303-221-2330 • fax: 303-221-2331 www.stolfusandassociates.com October 11, 2024 Eva Wilson, PE, PTOE Public Works Director Town of Avon EWilson@Avon.org RE: Proposal for Avon Mall Conceptual Design Dear Eva: The Town of Avon has identified a need to extend the Avon Main Street Mall from Lettuce Shed Ln to the entrance of Nottingham Park at Lake Street. The desire is to develop a direct alignment for the main trail to provide connection between the pedestrian nodes near the Avon Center thru the mall to the Performance Pavilion at Nottingham Park. The pedestrian walkway would include a node and entry to the town hall, a node at Lake Street, and a potential node at Mikaela Way. The project would include potential relocation of an existing playground, relocation of an existing sculpture at the town hall entry, adjacent walkway connections, seating and gathering areas, street crossings at Mikaela Way and Lake Street, parking lot modifications near Lake Street, and modifications to the existing landscape to create attractive pedestrian spaces around the nodes. This task order identifies the scope of work necessary to perform a conceptual design of the mall improvements for Town consideration. An amendment will be developed upon Town approval of the concept to prepare construction documents. SCOPE OF WORK Work Element 1 – Project Administration / Meetings / Coordination (Stolfus & Associates, Inc. & DHM) Stolfus & Associates, Inc. (Stolfus), will review/process invoices, as well as provide other project administration/ management services (coordination and product review) throughout the duration of the project. Stolfus will be responsible for day-to-day management and coordination of the work elements included in this scope of work. Stolfus will work with the Town’s project manager to establish a schedule of activities for each task element, as appropriate. Stolfus and DHM will participate in the following meetings with the Town of Avon to support project efforts:  Pre-design site meeting  2-Virtual review meetings with Town Staff (with meeting minutes)  1-virtual meeting Culture Board (CASE)  1 virtual meeting DDA  1 virtual meeting Health/Recreation Board  1- in person meeting Planning Commission In addition, up to 2 one-hour calls are included between Stolfus and the Town of Avon to coordinate project activities. Work Element 1 Deliverables:  Monthly invoices and progress reports  Meeting minutes, as noted above Work Element 2 – Aerial Drone Flight (DHM) DHM will prepare flight plan and receive approvals prior to site visit. DHM will fly the project site using drone technology to obtain a clear aerial photographic image to use as base mapping for the initial concept plan. Mapping is not intended to be a formal survey and does not include grades or underground utilities. DHM will download and process images and create base mapping for use in design. Attachment A Proposal for Conceptual Design of Avon Mall Extension October 11, 2024 Page 2 Work Element 2 Deliverables:  Flight plan  Aerial base mapping Work Element 3 – Concept Design (DHM Design) DHM will assist in the development of a concept plan. A hand drawn plan sketch for the mall space, illustrating walkways, pedestrian nodes, seating and gathering areas, relocated sculptures, lighting, and planting locations will be prepared. Concepts will include the identification of materials and colors to be consistent with other existing mall improvements. Planting locations will be selected to enhance the overall pedestrian experience. Plans may include an option for some tree removal or limbing. Enlargement plans for the nodes at town hall, Lake St., and Mikaela Way (on the west side of the street) will be provided. It is anticipated that a draft concept plan would be presented to the Town for comment. Following a virtual review meeting, a final concept plan will be prepared that can be used for presentations to others. Incorporating comments received from the various Town committees/boards is not included in this scope of work and will be incorporated under a future task order. Work Element 3 Deliverables:  Draft Conceptual hand drawn plan of pedestrian mall from Lettuce Shed Ln. to Lake Street.  Enlargement Plans for 3 pedestrian nodes- includes 2 options  Final Conceptual hand drawn plan of pedestrian mall from Lettuce Shed Ln. across Lake Street to the east side of Nottingham Park. Work Element 4 –Roadway Crossings and Parking Lot Concepts(Stolfus) Stolfus will complete a conceptual design of raised or at grade pedestrian crossings at Mikaela Way and a raised pedestrian crossing at Lake Street, as well as reconfiguration of the parking for the library and recreation center,. Up to two options for the parking reconfiguration including the potential for on-street parking on Lake Street, are included in this scope of work. ADA accessibility, pedestrian route alignment, sight distance, transit stops, parking and maintenance will be considered in development of the raised pedestrian crossing concepts. Associated signing and striping for the crossings will be included in the concept. Vertical analysis will not be completed at this time. Stolfus will prepare a conceptual level horizontal layout that will be provided to DHM for incorporation into the overall concept. Designs will be developed based upon applicable Town, County, and AASHTO standards, specifications, and guidance as well as the current state-of-the-practice around accessibility design within the public right-of-way. Public Right-of-Way Accessibility Guidelines (PROWAG) will be considered in the design of curb ramps and other accessibility elements and incorporated where appropriate. Stolfus will consult with Town on all standards, specifications and guidance related to pedestrian crossings to determine optimum design that prioritizes pedestrian safety, convenience, and experience over vehicle travel. Prior to submittal to the Town of Avon, Stolfus will perform a quality control (QC) review of deliverables for completeness, accuracy, and appropriateness. Following virtual review meeting with Town staff, a final concept plan will be prepared for presentation to Town committees/boards. updated based on Town comments. Incorporating comments received from the various Town committees/boards is not included in this scope of work and will be incorporated under a future task order. Work Element 4 Deliverables:  Draft conceptual horizontal layout of pedestrian crossings  Draft conceptual horizontal layout of parking reconfiguration- includes 2 options  Final conceptual horizontal layout of pedestrian crossings and parking reconfiguration Proposal for Conceptual Design of Avon Mall Extension October 11, 2024 Page 3 Work Element 5 – Survey/ROW (Farnsworth) Farnsworth Group will prepare the following items: a control network and diagram; topographic survey of a portion of the Main Street Mall walkway area approximately 1000 feet long by 120 to 350 feet wide, existing right-of-way / boundary lines, and location and survey of the existing utilities (see survey area exhibit). The following services will be provided: 1. Project Management: a. Attend biweekly meetings, kickoff meetings, and create project updates. Meeting attendance, in person or virtual, is limited to 4 hours of Land Survey Manager time. b. Research the property owners inside the survey limits and prepare Permission to Enter forms to survey inside their property. If a written form is not returned, we will attempt to get verbal permission before reaching out to the city for other options. 2. Project Control: Establish a project control network (a modified state plane network using NAVD 88 elevations) along the project area. a. Expand an existing modified state plane survey control network in the area. Research existing survey control monumentation in the area, such as NGS benchmarks and CDOTcontrol monuments. Set additional control monuments where needed. b. Set temporary traverse points for conventional Total Station and Stationary scanner work. c. Create a Project Control Diagram (PDF) of the control point coordinates and their locations for future construction and to be included in right-of-way plans. 3. Survey: Provide a topographic survey of Main Street Mall Walk defined area within the survey limits. The survey limits are shown on the enclosed exhibit and described below. a. Roadway areas consist of 325 feet of Makaela Way and 200 feet of Lake Street (ROW to ROW). b. Walkway area is approximately 1000 feet long by 120 (building face and building face in areas) and includes multiple parking areas and landscaped areas. ꞏ NOTE: Individual trees will be surveyed or may be identified in a grove if dense enough. c. Provide an ORD 3-D drawing and surface of the existing surveyed topography along with ground elevations using one-foot contours. 4. Existing Right-of-Way and Boundary Determination: a. Research city, and county records for Town right-of-way information for Lettuce Shed Lane, Lake Street and Makaela Way and subdivision plats and deeds for the approximately 7 owners in the survey area to determine preliminary ownership lines. i. No title commitments or work will be ordered at this time. b. Draw up any survey plats, deeds, and any existing right-of-way documents. Plot any easements found in research documents, provided they are plottable without the need for additional research or field surveys. c. Perform a field search and survey to tie in found boundary or aliquot monuments. d. Adjust the calculated Right-of-way / boundary lines per found monumentation and evidence. e. Create an existing ROW / Ownership drawing exhibit showing the calculated existing roadway right of way and preliminary property boundaries within the survey limits. • NOTE: No ROW or easements parcels will be defined in this scope of work. 5. Utility Survey: a. Locate any locatable utilities within the survey area. b. Survey utility locates and provide an existing utility drawing. Proposal for Conceptual Design of Avon Mall Extension October 11, 2024 Page 4 • NOTE: This utility survey will not include a subsurface utility engineering report. ASSUMPTIONS ꞏ It is assumed that access will be granted to all of the project sites. If permission is not granted, additional attempts with the Town’s involvement may be needed. ꞏ This scope of work does not include traffic control for this work. ꞏ This scope of services assumes NO potholes for this project. If they are needed, the cost will be negotiated and approved before the additional work is done. ꞏ This scope of services does not include any defined ROW parcels or easements. If they are needed, the cost will be negotiated and will be billed at Farnsworth current rates. ꞏ This scope of services does not include boundary resolution in case any substantial discrepancy, ambiguity, gap, overlap or conflict with lines of possession is discovered during the boundary survey. ꞏ No title work costs were included in this scope. ꞏ The cost of this proposal includes estimated reimbursable expenses such as vehicle use/mileage, GNSS and conventional surveying instruments, and hotel and per diem costs. ꞏ Farnsworth Group is not responsible for delays due to inclement weather, severe wind, snow cover, ice cover, or site access issues. Work Element 5 Deliverables:  A topographic site and surface drawing in ORD  A project control diagram  A ROW / Ownership Map drawing and PDF EXCLUSIONS Items specifically excluded or to be provided by others:  3-D Renderings  Opinions of probable cost  ROW plans and property acquisition and title work  Subsurface Utility Engineering (SUE)  Utility relocations/adjustment designs/investigations and coordination  Geotechnical investigation/design  Drainage and water quality design  Vertical design and grading plans  Preparation of contract documents, including specifications  Cross-sections  Construction Phasing  Structures evaluation/design  Environmental investigations, studies, clearances  Public Involvement support and meeting attendance  Wayfinding signage / path signage  Lighting design  Construction management, inspection, testing, and design services during construction Proposal for Conceptual Design of Avon Mall Extension October 11, 2024 Page 5 SCHEDULE The following schedule is anticipated pending notice to proceed:  Aerial Drone Flight – week of October 21, 2024  Initial Concept Design - Week of November 18, 2024  Survey – late November pending weather (this work may need to be delayed until the ground is clear)  Final Concept Design – Week of December 16, 2024  Various Committee/Board Meetings –January at regularly scheduled meetings FEE The estimated costs of performing the Avon Main Street Mall Conceptual Design Services is described below. Town agrees to pay the actual costs based on hourly rates and reimbursement of direct costs without mark-up. Stolfus agrees to provide monthly invoices and Town agrees to pay within 30 days of receipt of invoice. Stolfus agrees to consult with Town prior to incurring any costs that are higher than the estimate provided below. Task 1: Pro ect Administration/Meetin s/Coordination: $17,800 Task 2: erial Drone Fli ht: $3,000 Task 3: Concept Desi n 20,000 Task 4: Roadwa Crossin s and Parkin Lot Concepts $15,000 Task 5: Surve and Existin ROW $36,900 Direct Expenses $1,200 Total Services: $93,900 We appreciate the opportunity to work with the Town of Avon and would be happy to answer any questions you have on this Scope of Services. Sincerely, STOLFUS & ASSOCIATES, INC. Michelle R Hansen, PE Vice President of Consulting Services 1-Task Order 4.1-Avon Mall Conceptual Design $93,900 Final Audit Report 2024-10-16 Created:2024-10-14 By:Eva Wilson (ewilson@avon.org) Status:Signed Transaction ID:CBJCHBCAABAAnXd3zBk68vGy8qhfp0jXsM-FtqhfgXCj "1-Task Order 4.1-Avon Mall Conceptual Design $93,900" Histor y Document created by Eva Wilson (ewilson@avon.org) 2024-10-14 - 1:47:47 PM GMT Document emailed to Eva Wilson (ewilson@avon.org) for signature 2024-10-14 - 1:49:30 PM GMT Document e-signed by Eva Wilson (ewilson@avon.org) Signature Date: 2024-10-14 - 1:49:40 PM GMT - Time Source: server Document emailed to Elizabeth Stolfus (elizabeth@stolfusandassociates.com) for signature 2024-10-14 - 1:49:42 PM GMT Email viewed by Elizabeth Stolfus (elizabeth@stolfusandassociates.com) 2024-10-14 - 1:50:52 PM GMT Document e-signed by Elizabeth Stolfus (elizabeth@stolfusandassociates.com) Signature Date: 2024-10-14 - 1:51:35 PM GMT - Time Source: server Document emailed to eheil@avon.org for signature 2024-10-14 - 1:51:36 PM GMT Email viewed by eheil@avon.org 2024-10-14 - 1:55:27 PM GMT Email viewed by eheil@avon.org 2024-10-16 - 7:38:38 PM GMT Signer eheil@avon.org entered name at signing as Eric Heil 2024-10-16 - 7:39:14 PM GMT Document e-signed by Eric Heil (eheil@avon.org) Signature Date: 2024-10-16 - 7:39:16 PM GMT - Time Source: server Agreement completed. 2024-10-16 - 7:39:16 PM GMT