Work Release for Harry A Nottingham Park East Improvements Redesign DocuSign Envelope ID:CBBDOA1E-34D8-4D31-A666-10FCC2872811
ZEHREN
AND ASSOCIATES
Work Release for Professional Design Services
August 3, 2023
Updated August 18,2023
Eric Heil,Town Manager/Jim Horsley, Project Engineer
Town of Avon, Post Office Box 975, Avon, CO 81620
Email: eheil@avon.org and ihorslev@avon.org/ Phone: 970-748-4009
RE: Harry A. Nottingham Park—East Park Improvements Re-design
Zehren and Associates, Inc. Project No: 2021.2859.04
Dear Eric and Jim.
Thank you for the opportunity for Zehren and Associates to submit this fee proposal to assist the Town of
Avon with the re-design of the East Park Improvements at the Harry A. Nottingham Park(herein
referenced as the 'Park'). The bid received in January 2023 for the complete scope of the project including
new restrooms was significantly more than the allocated project budget. As a result,the bid was rejected
and over the past several months the Town Council and staff have been re-considering options and
alternate uses for the redevelopment of the East Park area.
Recently,the idea for a 'Skate Plaza' has emerged as a potential compatible use for the East Park, in
partnership with a proposal by the Avon Skate Coalition with strong support from the skateboard and
wheeled sports community. A majority of Town Council is in support of studying the possibility for a
'Skate Plaza'. Town staff has been directed by the Town Council to conduct a conceptual design process to
analyze the potential of the East Park site to include a Skate Plaza use, in conjunction with several park
elements of the previous design for the project.
Given Zehren and Associates involvement as the lead consultant for the original project design,the Town
has requested a proposal from the firm to conduct a 'Request for Proposals' (RFP)to solicit proposals from
qualified skatepark designer. The goal is to retain the conceptual design services of a reputable and
experienced skatepark designer to work alongside the Zehren and Associates team to study the possibility
of a Skate Plaza as part of a revised design for the East Park area.
The proposed scope of work and associated fee estimate reflects a Request for Proposal process to be
conducted by Zehren and Associates to select and retain a skatepark designer, and a Conceptual and
Schematic design phase of work coordinated between the selected skate park designer and the Zehren and
Associates team. Working together,the skatepark designer and Zehren and Associates will study the
possibility for a Skate Plaza to be integrated into the design with elements of the previous design and
provide approximate cost of adding a Skate Plaza to the project.
At the conclusion of the effort, it is anticipated the Town Council will decide to include or exclude the
Skate Plaza from the project. Based on this decision,the Zehren and Associates team will provide an
updated scope of work and fees for the remainder of the design and documentation phases, and if the
project advances into construction in 2024.
ARCHITECTURE• PLANNING• LANDSCAPE• INTERIORS
P.O.BOX 1976,Avon,CO 81620. 970.949.0257•www.zehren.com
DocuSign Envelope ID:CBBDOA1E-34D8-4D31-A666-10FCC2872811
L
ZEHREN
AND ASSOCIATES
PROGRAM
The updated program for the site and landscape improvements to be studied alongside the Skate Plaza
include:
1. Seating Wall along the north of the site, interfacing with the existing walkway.
2. Pre-fabricated restrooms (BOXX Modular or similar).
3. Signage (to match existing monuments).
4. Electrical service and MDC relocation to SW corner of site, as well new site and parking lot lights.
5. Undergrounding powerlines along UPRR tracks.
6. Water infrastructure (water stub to approximate pre-fabricated restrooms location)
7. Sanitary sewer(stub service to approximate pre-fabricated restrooms location).
8. Seating boulders
9. Picnic tables, bike racks,trash, and recycling receptacles.
10. Access ramp from west parking to the field, where stairs are located.
11. New revised plantings and irrigation (including trees, shrubs, grasses, seeding)
12. Pervious pathways (assumed to be crusher fines)
Project elements to be eliminated from the previous over budget design dated January 2023 include:
1. New restroom and concessions building
2. Shade shelter structures
3. New bollard site lighting (concrete bases and wiring to be included in scope)
4. Hardscape paving (pavers, asphalt and concrete paving)
5. Roadway and parking lot re-grading and re-surfacing.
SCOPE OF WORK
The proposed scope of work and fees includes Zehren and Associates for project management,the
Request for Proposals process to select and retain a skatepark designer, and Landscape Architecture and
Civil Engineering conceptual and schematic design services to work with the selected skatepark designer to
study a potential Skate Plaza as part of the project.
The addition of a Skate Plaza and elimination of certain project elements will require reconfiguration of
different areas of the plan. Conceptual options developed by the skatepark designer in coordination with
Zehren and Associates will analyze the reconfiguration and revisions that are needed to the proposed design.
If a preferred option emerges as part of the review process, it will taken through schematic design, in order
to help identify additional details of the project and to quantify costs of adding a Skate Plaza to the project.
The following scope of work is proposed by Zehren and Associates, structured into 3 major tasks:
Task 1 Skatepark Designer Request for Proposals Process
Task 2 Conceptual Design
Task 3 Schematic Design
Each task and sub-tasks is described in greater detail, and fee estimate and schedule is provided thereafter.
ARCHITECTURE• PLANNING• LANDSCAPE• INTERIORS
P.O.BOX 1976,Avon,CO 81620. 970.949.0257•www.zehren.com
DocuSign Envelope ID:CBBDOA1E-34D8-4D31-A666-10FCC2872811
ZEHREN
AND ASSOCIATES
Task 1 Skatepark Designer Request for Proposals Process
The goal of Task 1 is to conduct a Request for Proposals to select and retain a qualified skatepark designer
to help the Town study a potential Skate Plaza as part of the East Park Improvements project. Following
are the sub-tasks involved:
a. Finalize draft of the Request for Proposals (RFP)with input from Town Staff and the Avon
Skate Coalition.
b. Organize supplementary materials to be part of the RFP process,including the prior design
documents and site survey.
c. Issue RFP directly to up to (7) skate park designers pre-selected by the Town of Avon and
or the Avon Skate Coalition.
d. Manage communication during the bid period (approximately 2 to 3 weeks) and
coordinate responses to skatepark designers.
e. Create a proposal evaluation matrix and assist the Town and Avon Skate Coalition in
selecting a skate park designer.
f. Communicate award to selected skatepark designer, and notice of selection to other
participants in the RFP process.
g. Amend Zehren's contract to include the selected skate park designer, or facilitate direct
contract of the skatepark designer with the Town of Avon.
h. Conduct two meetings with the Town of Avon during Task 1, a coordination meeting
before the RFP is issued, and a proposal evaluation meeting after the proposals are
received.
Task 2 Conceptual Design
The goal of Task 2 is to study conceptual design options for a skate plaza coordinated with the selected
improvements of the prior design (as outlined in the Program section of this proposal), and to select a
preferred conceptual design to study in greater detail in Task 3 Schematic Design. Following are the sub-
tasks involved:
a. Start-up meeting and preliminary design charrette with skatepark designer, Town Staff
and Avon Skate Coalition to identify up to 3 different options for a Skate Plaza to develop
in Task 2.
b. Progress meeting to review conceptual design options for a Skate Plaza by skate park
designer.
c. Develop Concept Site Plans for other areas of the project that are not Skate Plaza and per
the revised program, and to coordinate with the Skate Plaza concept options proposed by
the skatepark designer. This work will be hand drawn over computer base maps.
d. Work session with Town Council, CASE and Planning and Zoning Commission meeting to
review and select a preferred skatepark concept.
e. Conduct 3 meetings as part of Task 2, including the start-up design charrette,the progress
review meeting, and the work session with Town Council.
ARCHITECTURE• PLANNING• LANDSCAPE• INTERIORS
P.O.BOX 1976,Avon,CO 81620. 970.949.0257•www.zehren.com
DocuSign Envelope ID:CBBDOA1E-34D8-4D31-A666-10FCC2872811
L
ZEHREN
AND ASSOCIATES
Task 3 Schematic Design
The goal of Task 3 is to refine the preferred concept plan selected in Task 2 to a greater level of detail. The
plan will coordinate areas of the prior design related to utilities and infrastructure, circulation, landscape
design, and overall place-making. A cost estimate for the Skate Plaza will be provided by the skate park
designer in association with the schematic design for the Skate Plaza. Task 3 will culminate with a formal
presentation to the Town Council at a regular scheduled meeting. Following are the sub-tasks involved:
a. Work session with skatepark designer and civil engineer to review refinements to be made
to preferred concept plan, and design opportunities for other park elements that are part
of the design.
b. Refine the Site Plans for other areas of the project that are not skate plaza, and per the
revised program, and to coordinate with the preferred skate plaza concept selected in
Task 2. This work will be drawn in Autocad over computer base maps.
c. Review meeting with the Town staff and Avon Skate Coalition to review the schematic
design and receive input prior to presenting formally to Town Council.
d. Town Council, CASE and Planning and Zoning Commission meeting to review the
schematic design plan and cost estimate for the skate plaza.
e. Conduct 3 meetings as part of Task 3, including the work session, the progress review
meeting with Town staff and the Avon Skate Coalition, and the work session with Town
Council.
f. Provide a scope of work and fees for next steps in the process if requested by Town Council
and staff.
SCHEDULE
An approximate 90-day period of work based on an anticipated notice-to-proceed in mid-August of 2023 is
assumed in this schedule. Based on this,the schedule anticipates completing the scope of work
tentatively between mid-August and mid-November, inclusive of Town Council, PZC, and CASE reviews.
Task 1: RFP for Skatepark Designer
To be released Immediately(tentatively August 21, 2023).
Proposals due by September 1, 2023
Review Proposals, Interview and Select Consultant by September 8, 2023
Task 2: Concept Design
Initial Design Options by September 22, 2023
Comments by September 29, 2023
Revised Concept(s) by October 9, 2023
Meet week of October 9'for final comments
*October 17 Review with PZC and CASE
*October 24 Town Council Review
Task 3: Schematic Design
Complete November 14.
*November 21 PZC Action on Schematic Design
ARCHITECTURE• PLANNING• LANDSCAPE• INTERIORS
P.O.BOX 1976,Avon,CO 81620. 970.949.0257•www.zehren.com
DocuSign Envelope ID:CBBDOA1E-34D8-4D31-A666-10FCC2872811
ZEHREN
AND ASSOCIATES
PROFESSIONAL FEE ESTIMATE
Task 1 Skatepark Designer Request for Proposals Process $ 3,750
Taak 2 Conceptual Design $ 6,500
Task 3 Schematic Design $ 5,500
Civil Engineering Support: $ 5,000
TOTAL $20,750
The fees quoted are for the Zehren team scope of work as outlined. 50% ($10,375) of the proposed
Zehren team fee is specific to the skate park designer RFP and skate park related design tasks. Fees are
proposed as allowances to be billed against on a time and materials basis per the progress of work by
each discipline. These fees include the costs for only the consultants listed. The cost of the skatepark
designer will be in addition to the fees listed. Additional work outside of the described Scope of Work will
be performed as additional services only with pre-approval of the Town. A bill for our services and
expenses will be sent monthly, and we ask that payment be made within 30 days of our billing.
EXCLUSIONS
The following services are excluded from the proposed phases of work:
• Architecture, MEP, Geotechnical and Structural Engineering Services
• Cost Estimation and Pre-construction services
• Topographic Field Surveying and Drone Imagery
• Three dimensional models and artistic perspective renderings (available upon request).
CONTRACT TERMS
The terms governing this contract shall be in accordance with the Town of Avon's Professional Services
Agreement. Eric and Jim,thank you for your consideration in retaining our design services for the re-
design of this project. Please feel free to call with any questions or concerns regarding the Scope of Work
and this Work Release Proposal. Otherwise, if the terms of this Proposal are acceptable to you, please
indicate your agreement with the terms of the letter by countersigning below and returning a copy to us.
Again, we very much appreciate the opportunity to submit this proposal to continue to assist you and the
Town of Avon for the East Park Improvements project._
Sincerely,
r—DocuSigned by:
. /23/2023
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Pedro Campos, PLA/Principal
Zehren and Associates, Inc. ,—DocuSigned by:
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TITLE/ENTITY:
SIGNATURE/ DATE: 8/21/2023
ARCHITECTURE• PLANNING• LANDSCAPE• INTERIORS
P.O.BOX 1976,Avon,CO 81620. 970.949.0257•www.zehren.com