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01-19-2004 RNL DESIGN AGREEMENT TO FURNISH CONSULTING SERVICES TO CLIENTRNL DESIGN AGREEMENT TO FURNISH CONSULTING SERVICES TO CLIENT ARCHITECT RNL DESIGN, INC ("RNL DESIGN") 1515 Arapahoe Street Tower 3, Suite 700 Denver, CO 80202 Telephone: (303) 295-1717 Facsimile: (303) 292-0845 George H. Harrison Title: Project Manager Direct Telephone: 303.575.8436 E-mail: george.harrison@rnldesign.com Date: January 19, 2004 RNL DESIGN Project No: 1060.1739.01 CLIENT Town of Avon Tambi Katieb Title: Town Planner PO Box 975 Avon, CO 81620 Telephone: 970.748.4002 Facsimile: 970.949.5749 E-mail: TKatieb@avon.org Either Client or RNL DESIGN may change its designated Representative by advising the other party in writing. PROJECT DESCRIPTION AND LOCATION: Comprehensive Plan, Town of Avon DESCRIPTION OF RNL SERVICES: RNL DESIGN will provide professional services for the Project as set forth in Exhibit A, Statement of Work and Products, Dated January 21, 2004 and as described in the Town of Avon Request for Proposal for the Town of Avon Comprehensive Plan Update dated November 7, 2003. PROJECT PHASING: Requested Start Date: January 27, 2004 1/21/04 page 1 of 4 Anticipated Project Completion Date: October 2004 COMPENSATION: Compensation for the RNL DESIGN Services, described above, shall be a fixed amount of Eighty Nine Thousand, Nine Hundred Ninety-three Dollars 89,993), which shall be billed on a percentage of completion basis. TERMS AND CONDITIONS OF SERVICE REIMBURSABLE EXPENSE: Included within the total Basic Compensation, RNL DESIGN shall be reimbursed for all disbursements made for the benefit of the project. These reimbursements shall include but not be limited to: Travel Expenses Telecommunications Charges Printing and Reproduction Other Direct expenses resulting from Project Activities Reimbursable expenses shall be billed on a monthly basis as incurred, at 1.00 times direct cost. 2. CONSULTANTS TO RNL DESIGN: All professional services which are required for the provision of the services described in the Statement of Work and Products and/or for any Additional Services, which are not available from RNL DESIGN itself, will be obtained by RNL DESIGN from other consultants. RNL DESIGN will invoice client for such consultants at cost plus the time required for RNL DESIGN coordination. 3. ADDITIONAL SERVICES: Should Client request any work not described and included in the above Description of Services ("Additional Services"), RNL DESIGN will provide such services to Client and will invoice Client on an hourly basis in accordance with Exhibit B, RNL DESIGN Hourly Billing Rates. 4. BILLING: Invoices, with appropriate supporting documents, shall be submitted monthly based on the amount of services completed and are payable by the Client within 30 days of the date of invoice. Invoices due and remaining unpaid under this Agreement thirty days after the date of the invoice shall bear interest at a rate of 1-1/2% per month from the day of the invoice. RNL DESIGN agrees to extend credit to the Client for a maximum of 45 days after the date of the invoice. Notwithstanding anything else to the contrary in this Agreement, should invoices remain unpaid 45 days or more after the date of the invoices, RNL DESIGN may, with 5 days written notice, stop all work under this Agreement. Prior to RNL DESIGN resuming work, Client shall pay all outstanding invoices and agrees to reimburse RNL DESIGN for Additional Services and Expenses caused by the work stoppage. If invoices are not timely paid, Client agrees to pay all costs and expenses incurred by RNL DESIGN in the collection of unpaid invoices, including attorneys' fees, court costs and expenses of collection, 1/21/04 page 2 of 4 as well as the professional and staff time of RNL DESIGN employees reasonably incurred in collecting such fees and expenses. 5. Client agrees to limit RNL DESIGN'S liability to the Client and to all construction contractors and subcontractors on this project, due to RNL DESIGN'S professional acts, errors or omissions, such that the total aggregate liability of RNL DESIGN to all those named shall not exceed RNL DESIGN'S total compensation for services rendered on this project. 6. Client and RNL DESIGN agree that RNL DESIGN shall not be responsible or liable for any errors, acts or omissions of Client or any contractor, subcontractor, architect, engineer or other person or entity employed or retained by Client for the Project. 7 The Client agrees and accepts that RNL Design is a consultant to the Town providing professional services, and as such is not acting as an agent of the Town. 8. Either party may terminate this Agreement upon not less than seven days written notice should the other party fail substantially to perform in accordance with the terms of this Agreement through no fault of the party initiating the termination. 9. The Client and RNL DESIGN waive claims against each other for consequential damages arising out of or relating to this Agreement and the performance thereof. This mutual waiver includes and shall be limited to: (a) damages incurred by the Client for rental expenses, for losses of use, income, profit, financing, business and reputation, and for loss of management or employee productivity or of the services of such persons; and (b) damages incurred by RNL DESIGN for principal office expenses including the compensation of personnel stationed there, for losses of financing, business and reputation. 10. Client and RNL DESIGN agree that from time to time, there may be conflicts, disputes and/or disagreements between them, arising out of or relating the services of RNL DESIGN (and/or its consultants), the Project or this Agreement (hereinafter collectively referred to as "Disputes"). It is the mutual desire, intent and commitment of the Client and RNL DESIGN that a sincere and good faith effort be made to resolve any and all such Disputes, promptly, in a mutually satisfactory manner, and without the need for incurring the time, expense and delay occasioned by resort to litigation. Therefore, the Client and RNL DESIGN agree that all Disputes, which are not resolved as a result of the exchange of information and meetings, shall be submitted, as a condition precedent to litigation or arbitration, to non-binding mediation. The selection of the mediator, as well as, the date, time and location of the mediation shall be by the mutual agreement of the parties. 1/21/04 page 3 of 4 11. Disputes (a) All Disputes, which are not resolved as contemplated in Paragraph 10 above maybe resolved by initiation of formal judicial proceedings in an appropriate court of law of competent jurisdiction and proper venue, unless the Client and RNL DESIGN agree in writing to utilize some other alternative dispute resolution procedure. (b) Pending the resolution of any Dispute(s), Client and RNL DESIGN shall proceed with the performance of their respective obligations under the Agreement or any portion thereof to be performed to which such Dispute(s) pertain. 12. This Agreement shall constitute the entire, complete and integrated Agreement between the parties hereto and shall supersede all prior contracts, proposals, representations, negotiations, and letters of intent, whether written or oral, pertaining to the Project. 13. The provision of services by RNL DESIGN and the interpretation of this Agreement shall be governed by the laws of the State of Colorado. 14. RNL Design shall have the right to include photographic or artistic representations of the design of the,Project among RNL Design's promotional and professional materials. RNL Design shall be given reasonable access to the completed Project to make such representations. However, RNL Design's materials shall not include the Client's confidential or proprietary information if the Client has previously advised RNL Design in writing of the specific information considered by the Client to be confidential or proprietary. The Client shall provide professional credit for RNL Design in the Client's promotional materials for the Project. IN WITNESS WHEREOF, the Parties have caused this Agreement to be executed as of the date first appearing above. CLJIN :C.: By: By: j Title: uy aV - Title: Date: anL4 I ©y Date: 2. w 1/21/04 page 4 of 4 Statement of Work and Product Town of Avon Comprehensive Plan The following is the Statement of Work and Product for the Town of Avon Comprehensive Plan. PHASE 1: Project Initiation and Information Gathering Objectives: • Develop a common understanding of the project's Statement of Work and Product, its project schedule, and public outreach efforts. • Compile a database of all existing relevant data concerning comprehensive planning and land development within the Town of Avon. • Compile input from various stakeholders concerning their perceptions of the Avon community and the associated issues confronting the community. Phase 1 will initiate with a meeting between the RNL consultant team and Town staff to review and refine the project's Statement of Work and Product, project timeline, data resources and public outreach approach. This meeting will be followed by a joint work session with the Town Council and Planning and Zoning Commission to further review and refine the project's Statement of Work and Product, timeline and public outreach approach. It has been our experience that this initial meeting is an important element toward ensuring the project's success by establishing from the project's outset mutual expectations and an effective and collaborative dialogue between the consultant team and the client. One important element to be decided at this meeting will be the composition of the project's Steering Committee. We recommend that the Steering Committee include a geographic representation of residential areas along with local employees, property owners, business owners, and elected and appointed officials to work with the consultant team throughout the project. The Steering Committee will be assembled to serve as a source of information and act as a sounding board to the consultant team. The most important role of the committee is to act as a voice for and to citizens to ensure that the project responds to the vision of the broadest possible spectrum of the community. Phase 1 includes initial information gathering, allowing the RNL consultant team to better understand the issues facing the Town, its residents and property owners within and adjacent to the study area. Copies of all relevant planning documents and all mapping (both digital and hard copy) will be forwarded to the consultant team to initiate document review and our project base mapping. Town staff and the consultant team will tour the study area together to better understand opportunities and constraints and to identify issues relative to residential neighborhoods, commercial districts, industrial zones, historic and cultural resources, environmental resource areas, and major transportation corridors. The RNL consultant team will initiate the project's citizen involvement with a series of stakeholder interviews. Town staff, with the assistance of the consultant team, will identify key stakeholders to be interviewed in Avon. These stakeholder interviews will allow the consultant team to discuss trends, issues and community values with representatives from throughout the Avon community. The RNL consultant team will produce a summary of the stakeholder interviews that will be used to generate an initial list of project issues and goals that will assist to jump start the planning process. Additionally, the consultant team will assist the Town in the development of a project web page to be placed on the Town's existing website and the establishment of project resource stations located in accessible points within the community: Town Hall, libraries, post office, etc. This project web page and resource stations will include the project schedule, opportunities for involvement, and interim project deliverables and will be continuously updated throughout the planning process. At the conclusion of Phase 1, the RNL consultant team will prepare a draft set of project goals and objectives that will serve as a working outline for the final document and thus ensure that the Comprehensive Plan fully addresses the issues and concerns of the Town Council, stakeholders, local residents and property owners. The goal of Phase 1 is to clarify the project's goals and objectives and to begin identifying key issues and concerns to be addressed by the Town of Avon Comprehensive Plan. Consultant Team Tasks 1.1 Review with Staff Statement of Work and Product, schedule, public outreach approach, and budget. 1.2 Prepare for and conduct joint Town Council/Planning and Zoning Commission Work Session #1: Project Kick-off. 1.3 Conduct document review. 1.4 Tour Town of Avon with Town Staff 1.5 Interview Community Stakeholders and prepare Interview Summary 1.6 Draft project Goals and Objectives Summary, review with Town staff, and revise as necessary RNL 1 1 /21 /04 Statement of Work and Product Town of Avon Comprehensive Plan Town Staff Responsibilities • Review Statement of Work and Product, schedule, public outreach approach, data resources, budget, and contract. • Assume logistics for all Town Council Work Sessions • Collect and forward to RNL consultant team (1) copy of relevant planning documents, including concurrent planning studies, reports, and mapping to include current zoning that depicts public right-of-ways, ownership, land use, and zoning. • Prepare for and conduct tour of Town of Avon with consultant team. • Identify and schedule interviews with stakeholders. Assume responsibility for logistics of interviews: notify all stakeholders of meeting date, time, location, and reserve interview rooms. • Appoint Steering Committee members. • Develop project resource stations and web page for posting on the Town's web site. • Review Draft Project Goals and Objectives. Meetings • (1) 2-hour meeting with Town staff to review project's Statement of Work and Product, schedule, public outreach approach, digital data resources, budget, and contract. • (1) 2-hour Town Council/Planning and Zoning Commission Joint Work Session #1: review project's Statement of Work and Product, schedule, public outreach approach. • (1) 4-hour tour of the Town • (1) 8-hour day of Stakeholder Interviews. Deliverables • Revised Statement of Work and Product, Project Schedule and Signed Contract • Stakeholder Interview Summary • Project Goals and Objectives Summary RNL 2 1 /21 /04 Statement of Work and Product Town of Avon Comprehensive Plan PHASE 2: Community Vision Statement, Buildout Analysis, and Economic Report Objectives: • Develop three key project components that will serve as building blocks for the development of the Plan's goals and policies and its Future Land Use Plan and Community Framework Plan. These three components include an updated Community Vision Statement, a Buildout Analysis, and an Economic Report. The RNL consultant team will initiate Phase 2 by drafting the Buildout Analysis and Economic Report for review and comment by both Town staff and the Steering Committee. The Buildout Analysis will inventory Avon's current planned future buildout, identify additional development opportunities in terms of both potential developable and redevelopable lands within the Avon planning area, and at the project's conclusion quantify the new Plan's projected buildout potential. Specifically, the analysis will quantify the cumulative amount of development currently projected for Avon by inventorying different land use types based upon Avon's current land use planning and vested development approvals. The consultant team will rely upon Town staff to provide data on all existing development, vested but not yet developed subdivisions and PUD approvals, and digital parcel data with associated zoning designations in order to compile this inventory. This cumulative inventory will provide a baseline from which to compare and contrast future Land Use Plan alternatives. At the project's conclusion, the Buildout Analysis will be used to create an Executive Summary that describes the Comprehensive Plan's envisioned future buildout and its associated key goals and objectives. The Economic Report will identify opportunities and constraints to be considered and will enable the community to refine goals and policies to address key policy issues to be considered in the vision, the land use alternatives, as well as adjustments to development capacity, density allocations and redevelopment options. The Economic Report will be comprised of an economic base analysis and an economic forecast for potential growth in order to achieve the following three purposes: 1) To identify current and forecast economic conditions, 2) To identify economic and fiscal issues affected by land use and development decisions, and 3) To evaluate the ability of future revenues to pay for Town services and anticipated capital improvements. The economic analysis component will evaluate supply and demand, linking the real estate supply, including lodging, residential units, and retail/commercial space to demand derived from residents, overnight guests, and day visitors. The analysis will use available secondary data to quantify current conditions and forecast growth opportunities over the 20-year plan horizon. The economic base analysis will provide a forecast of growth opportunities under current real estate and land use conditions. The Plan's land use and growth policies can then address how the community wishes to respond in terms of accommodating potential growth. EPS will quantify the major characteristics of the existing economic base including population and housing, employment, visitation, lodging occupancy, retail sales and leakage. • Population and Housing - Quantify the existing mix of housing by type from Census, building permits, and the buildout analysis. Estimate the occupancy characteristics and permanent and seasonal population from available primary and secondary data sources including the Census and NWCOG second home survey. • Employment - Estimate the local employment base from ES-202 employment data supplemented by the commercial inventory. Make any adjustments for sole proprietors based on State demographer and NWCOG data. • Visitation - Estimate visitor trends and characteristics from lodging occupancy data, skier data, and other sources. • Retail Sales - Compile retail sales data by type of store and by season from Town sales tax data. Estimate the distribution of sales by market segment (resident, seasonal, overnight visitor) through a comparative analysis of retail store sales with expenditure estimates. • Revenues - Estimate related sales, lodging, and property tax revenues. The economic forecast for potential growth of housing, commercial, lodging and business/industrial space will be determined by evaluating recent growth trends in the town and the potential for expansion determined by the buildout analysis. Forecasts will be presented by five-year increment for the 20-year analysis period. The market demand will be compared to the buildout analysis potential to determine the approximate date of buildout. RNL 3 1 /21 /04 Statement of Work and Product Town of Avon Comprehensive Plan • Population and Housing - Forecast the expected growth in housing and estimated population by type and determine expected buildout. • Employment and Commercial Space - Estimate the growth in employment by sector from recent trends and forecasts. Estimate the related growth in commercial space by type. Determine land demand for commercial space by type. • Visitation - Estimate visitor growth historic trends and also based on potential expansion and growth of the economic base by segment including skiers, convention, and summer recreation visitors. • Retail Sales - Forecast growth in retail sales by market segment based on the above growth forecasts. • Revenues and Expenses - Estimate related sales, lodging, and property tax revenues. Relate major income sources to Town needs for capital improvements and funding for general government services. The consultant team will enhance both the Economic Report as well the Town of Avon's overall fiscal assessment by developing a fiscal impact analysis model to evaluate the impacts from development activity on the Town's public service costs and public revenues. The fiscal impact analysis model will initially provide a tool to more fully evaluate the relative fiscal implications of the land use plan alternatives developed in Phase 3. The model will also provide the Town of Avon with a tool to evaluate on an ongoing basis the fiscal impacts of individual development projects as well as to tract the cumulative effects of expected growth and development. The following steps will be involved in the development of the fiscal impact model:. • Evaluate existing budget relationships to existing development. • Determine future service standards for public services and facilities from an analysis of budget and CIP data and interviews with key Town officials. • Construct fiscal impact model to forecasts future costs and revenues • Evaluate the fiscal impacts of Plan alternatives. • Develop ongoing tool for monitoring future municipal costs and revenues. The consultant team will present the initial findings of Buildout Analysis and Economic Report to staff for its review and comment in preparation to their presentation to the Steering Committee. The consultant team will prepare for and conduct Steering Committee Meeting #1. This meeting will have two primary objectives: first, to provide an introduction to the project's goals and objectives, its scope of work and products, schedule, and to detail the Steering Committee's role throughout the project. The meeting's second objective is to present the initial findings being developed as part of the Buildout Analysis and Economic Report to enhance the Steering Committee members' understanding of the physical and economic environments to which the Comprehensive Plan should respond. The consultant team will seek input and comments from Steering Committee on the information presented to provide direction on the development of the final reports. The consultant team will prepare for and conduct Steering Committee Meeting #2. The objective for this meeting is to engage the Steering Committee in a discussion/exercise to refine the draft Community Vision Statement. This effort will rely in part on the input from the public received during the Stakeholder Interviews and other venues in conjunction with the information and issues identified within the Economic Report and Buildout Analysis studies. Phase 2 will conclude with compilation of revised drafts of the Buildout Analysis, Economic Report, and Community Vision Statement. The consultant team will provide these four documents to staff for posting on the project web page and the project's public resource stations. Consultant Team Tasks 2.1 Generate Draft Buildout Analysis Report 2.2 Generate Draft Economic Report 2.3 Initiate Draft Fiscal Analysis Model 2.4 Review Draft Buildout Analysis and Economic Report with Town Staff 2.5 Revise draft Buildout Analysis and Economic Report 2.6 Prepare for and conduct Steering Committee Meeting #1: Review Draft Buildout Analysis and Economic Report 2.7 Prepare for and conduct Steering Committee Meeting #2: Community Vision Workshop 2.8 Prepare revised Community Vision Statement, Buildout Analysis, and Economic Report RNL 4 1 /21 /04 Statement of Work and Product Town of Avon Comprehensive Plan Town Staff Responsibilities • Review Draft Buildout Analysis Report and Draft Economic Report. • Meet with consultant team to review Draft Analysis Report and Draft Economic Report. • Assume responsibility for logistics for all Steering Committee meetings throughout duration of planning process. Notify all Steering Committee members of meeting dates, time, and location, reserve meeting rooms, and provide refreshments. • Attend Steering Committee Meetings #1 and #2. Meetings • (2) 2-hour meeting with Town staff to review Draft Analysis Report and Draft Economic Report. • (2) 3-hour Steering Committee Meetings #1 and #2. Deliverables • Draft Community Vision Statement, Draft Buildout Analysis Report, and Draft Economic Report. • Revised Community Vision Statement, Buildout Analysis Report, and Economic Report RNL 5 1 /21 /04 Statement of Work and Product Town of Avon Comprehensive Plan PHASE 3: Future Land Use Plan and Community Framework Plan Objectives: • Explore alternative scenarios to develop a Preferred Future Land Use Plan reflecting the Avon's most desirable land use mix and configuration. • Develop a draft Community Framework Plan to augment and support the Preferred Land Use Plan. During Phase 3, the RNL consultant team will generate up to three (3) Alternative Land Use Plans and a draft Community Framework Plan. The RNL consultant team will develop these Alternative Land Use Plans based upon existing conditions and their potential evolution as indicated by the Economic Report and Buildout Analysis developed during Phase 2. The RNL team will rely heavily upon the Town's existing plans and documents, such as the Town Center Plan, the Transportation Plan (and its update), the East Avon Access and Circulation Plan, the Housing Strategy Plan, the Recreation Master Plan, and recently approved large PUD plans such as Chapel Square and the Village at Avon as the framework for developing these Alternative Land Use Plans. The consultant team will evaluate each Alternative Land Use Plan to more fully describe each alternative's unique characteristics and feasibility. • The consultant team will evaluate each Alternative Land Use Plan using the fiscal analysis model to forecast each alternative's relative fiscal costs and benefits. This analysis will be used to inform the community as to the potential fiscal implications of different land use scenarios and thereby more fully understand their associated trade-offs. TDA will assist the RNL team by evaluating traffic implications of the alternative land use proposals. These evaluation will articulate the relative change in traffic volumes and driving experience associated with each alternative and subsequently, the collective buildout condition by accessing the respective traffic analysis zones used in previous Town transportation master plans to determine the change in traffic associated with these alternative land use schemes. The traffic evaluation will also address the adequacy of the existing and planned road network with regard to specific improvements necessitated or proposed by each alternative. If the road network does not appear capable of accommodating traffic in an acceptable fashion we will offer options for improving operation to attain a desired travel condition. The consultant team will present the Alternative Land Use Plans and the draft Community Framework Plan to Town staff for their review and comment. The consultant team will revise these plans as necessary. The consultant team will prepare for and conduct Steering Committee #3 to present the alternative land use plans along with their associated analyzes the opportunity in order to identify each plan's most compelling and appropriate land planning strategies/concepts/elements. The consultant team will synthesis the Steering Committee's input, and use it to assist in the development of the Preferred Future Land Use Plan and revised draft Community Framework Plan. The consultant team will then prepare for and conduct Steering Committee Meeting #4. The objective of this Steering Committee meeting is to receive feedback on how effectively the Preferred Future Land Use Plan the draft Community Framework Plan reflect the community's vision and desires for Avon's future form and function. The consultant team will revise as necessary the Preferred Land Use Plan and draft Community Framework Plan based upon the Steering Committee's input. Copies of the revised Preferred Land Use Plan and draft Community Framework Plan will be available for posting on the Town's web site and/or placed at a Project Resource Stations for public review. Following the Steering Committee's meeting, the consultant team will prepare for and conduct Public Open House #1. Similar to the initial Steering Committee meeting, this first public open house will have two primary aims. The first will be to introduce the project to the public in terms of its draft goals and objectives, schedule and proposed public participation plan. This will include an explanation of the Steering Committee's role within the project. The consultant team, in recognition of the Town's desire to create an effective and well received public participation process is prepared to make any necessary agreed to adjustments to the public outreach approach. The open house's second objective will be to obtain input from local residents, landowners and business owners on their land use and growth management issues and concerns. Open house attendee's will have the opportunity to review and comment on their specific issues/concerns facing the Avon community, the Buildout Analysis and Economic Report, and the draft Preferred Land Use Plan and draft Community Framework Plan. The consultant team will use the results of the public input received at Public Open House #1 in the development of the Comprehensive Plan's Goals and Policies during Phase 4. Consultant Team Tasks 3.1 Prepare Alternative Land Use Plans and Draft Community Framework Plan 3.2 Review with Staff Alternative Land Use Plans and Draft Community Framework Plan RNL 6 1 /21 /04 Statement of Work and Product Town of Avon Comprehensive Plan 3.3 Prepare for and conduct Steering Committee Meeting #3: Alternative Future Land Use Plans and draft Community Framework Plan 3.4 Prepare Preferred Future Land Use Plan and revised draft Community Framework Plan 3.5 Prepare for and conduct Steering Committee Meeting #4: Preferred Future Land Use Plan and draft Community Framework Plan 3.6 Refine/revise Preferred Land Use Plan and draft Community Framework Plan 3.7 Prepare for and conduct Public Open House #1 Town Staff Responsibilities • Meet with consultant team to review Alternative Land Use Plans and Draft Community Framework Plan. • Attend Steering Committee Meetings #3 and #4. • Assume responsibility for logistics for Steering Committee Meetings #3 and 4. Notify all Steering Committee members of meeting date, time, and location, reserve meeting rooms, and provide refreshments. • Assume responsibility for public notification of Public Open House #1. Notify residents, property owners and business owners of meeting date, time, and location, reserve meeting rooms, and provide refreshments. • Attend Public Open House #1. Meetings • (1) 4-hour meetings with Town Staff to review Alternative and Preferred Land Use Plans and draft Community Framework Plan. • (2) 3-hour Steering Committee #3. • (1) 3-hour Public Open House #1. Deliverables • Up to three (3) Alternative Land Use Plans and Draft Community Framework Plan • Provide a fiscal model to the Town; a comprehensive Excel workbook. • Run Fiscal Analysis on up to 3 alternative land use plans. • Preferred Land Use Plan and revise Draft Community Framework Plan. RNL 7 1 /21 /04 Statement of Work and Product Town ofA von Comprehensive Plan PHASE 4: Draft Goal and Policy Statements Objectives: • Develop a draft of the Comprehensive Plan that provides specific strategies to guide future growth, to assist with the protection and appropriate use of the Town's resources, and to guide the sound investment in community services and facilities. To ensure that the Comprehensive Plan document addresses all the Town's desired topics and associated sub-elements, the RNL consultant team will prepare an annotated outline for staff's review and comment. With the framework of the document thus established, the consultant team will prepare a series of goal and policy statements that support the goals and objectives initially identified in Phase 1, that respond to the development opportunities identified in the Buildout Analysis and Economic Report and Community Vision Statement developed in Phase 2, and that reflect the land use, community framework and planning principles developed in Phase 3. The policies will serve as the foundation of the Town's Comprehensive Plan and will set direction for the location, density and quality of future growth of development and redevelopment. The Policies will address at a minimum land use; economic development; transportation; environment; housing; community facilities and services; parks, recreation, and open space; and community image and design. The consultant team will provide the draft goals and associated policy statements to staff for review. The consultant team and staff will meet to thoroughly discuss and review the draft policy and goals statements. Staff will provide the consultant team a consolidated set of comments from which the consultant team will revise and refine the draft policy and goal statements. During Phase 4, the consultant team will assist the Town in developing an Indicators Analysis. The Indicators Analysis will identify detailed and easily calculable indicators used to monitor sustainable economic and fiscal changes along with other quality of life elements and to measure the ongoing progress of implementing the Plan's goals and objectives. The indicators are in fact quantifiable objectives for the Plan. The indicators will be identified through a process of evaluating available sources of data, isolating the most significant data for tracking trends and conditions, determining if composite measures can be used, and relating the individual and composite indicators to the elements of the Plan. The consultant team will assist the Town to develop Avon's set of indicators that identify meaningful data that relates to the Plan's potential goals and policies that can be easily obtained and tracked. The consultant team will identify data sources that focus primarily on the most meaningful information related to Avon's economic development efforts. Town staff will investigate other sources related to such topics as traffic, crime, and social services. The potential data sources will be grouped by plan element to determine the relationships with plan policies. For composite measures, the data sources will be converted from raw data to normalized values. The most effective indicators will be chosen by the Town to reflect the policies of the Comprehensive Plan. The objective is "fewer is better", as too many indicators obscures the meaning of data and also creates needless data collection efforts. The consultant team will present the indicator options with an analysis of the strengths and weaknesses to Town staff for their review and comment prior to their presentation to the Steering Committee. The consultant team will prepare for and conduct two consecutive Steering Committee meetings to present and review the revised draft goal and policy statements. It is anticipated that due to the large amount of subject matter to be reviewed and discussed, two Steering Committee meetings will be necessary to complete the committee's review and discussion of the draft goals and policy statements. Steering Committee Meeting #6 will also be used to engage the Steering Committee in a discussion of the Draft Indicators Analysis focusing on potential individual indicator's strengths and weaknesses and to identify a limited number of measures or indices to track for specific plan element areas. Based on the comments received from the Steering Committee during Meetings #5 and #6, the consultant team will make additional revisions and refinements to the draft goal and policy statements, as needed. Following the Steering Committee's meetings #5 and #6, the consultant team will prepare for and conduct Public Open House #2. The objective of this second public open house will be to obtain input from local residents, landowners and business owners on draft Goals and Policy Statements. The consultant team will use the results of the public input received at Public Open House #2 in the development of the final Comprehensive Plan document during Phase 4. Consultant Team Tasks 4.1 Prepare Comprehensive Plan Annotated Outline for review and comment by Town Staff 4.2 Draft Goals and Policy Statements 4.3 Meet with Town Staff to review Draft Goals and Policy Statements 4.4 Generate Draft Indicator Analysis 4.5 Review Draft Indicator Analysis with Town Staff 4.6 Revise and refine Goal and Policy statements based on Town Staff comments 4.7 Prepare for and conduct Steering Committee Meeting #5 RNL 8 1 /21 /04 Statement of Work and Product Town of Avon Comprehensive Plan 4.8 Prepare for and conduct Steering Committee Meeting #6 4.9 Revise and refine Goals and Policy statements, as necessary. Town Staff Responsibilities • Review and comment on Annotated Outline. • Review Draft Goal and Policy Statements and provide consolidated comments to consultant team for refinement. • Assist in the development of the Indicators Analysis by taking the lead on the development of quality of life and other community based indicators. • Assume responsibility for logistics for Steering Committee Meetings #5 and #6. Notify all Steering Committee members of meeting dates, times, and locations, reserve meeting rooms, and provide refreshments. • Attend Steering Committee Meetings #5 and #6. • Assume responsibility for public notification of Public Open House #2. Notify residents, property owners and business owners of meeting date, time, and location, reserve meeting rooms, and provide refreshments. • Attend Public Open House #2. Meetings • (1) 4-hour meeting with Town Staff to review Draft Goal and Policy Statements. • (1) 2-hour meeting with Town staff to review the draft Indicator Analysis. • (2) 3-hour Steering Committee Meetings #5 and #6. • (1) 3-hour Public Open House #2. Deliverables • Annotated Outline • Provide historical data and measurement methods for up to four (4) economic indicators. • Draft Goal and Policy Statements. RNL 9 1 /21 /04 Statement of Work and Product Town of Avon Comprehensive Plan PHASE 5: Final Documentation Objectives: • Enable the Town of Avon to adopt a Comprehensive Plan that is a viable working document, that reflects the vision, goals, and values of the Avon community; that balances fiscal and market realities with the community's desires; and that provides direction and implementation strategies to control the pace, location, and form of growth. • Provide a final Buildout Analysis as a separate executive summary of the Comprehensive Plan identifying the Plan's buildout potential and related pertinent goals and policies. • Provide a final Indicators Analysis specifically tailored to Avon that identifies detailed and easily calculable indicators to monitor Avon's progress toward achieving sustainable economic, fiscal, and other quality of life changes and that measures the ongoing progress of implementing the goals and objectives of the Comprehensive Plan. In Phase 5 the RNL consultant team will produce the Final Draft of the Town of Avon Comprehensive Plan. The consultant team will provide the final draft document to Town staff for final review and comment prior to its presentation to the Planning and Zoning Commission and Town Council for review and adoption. As part of the Town of Avon Comprehensive Plan document, the consultant team will prepare an implementation action matrix that responds directly to the proposed Goals and Policies. Although many actions may be ongoing, some actions may require immediate attention and others may not be financially feasible for 5-7 years. The matrix will relate to the Indicators Report and will provide Town staff and Town Council a checklist to ensure that the recommendations proposed in the Comprehensive Plan are being implemented in a timely and orderly manner. Many of the tasks included in the Statement of Work and Products will result in a series of deliverables that could potentially be distributed throughout the course of the planning process. It is our hope that as specific components of the Comprehensive Plan become finalized, documentation from each task will be available for the Town to post at a Project Resource Station located within the community and for posting on the Town's Website. The consultant team will work closely with Town staff at the beginning of the project to identify the most practical, efficient and user-friendly approach for final documentation of individual interim project products as well as the final Executive Summary Buildout Analysis and Indicators Report. Consultant Team Tasks 5.1 Prepare Final Draft: Town of Avon Comprehensive Plan with Implementation Matrix. 5.2 Review Final Draft with Town Staff 5.3 Revise Final Draft, if necessary 5.4 Attend (2) Adoption Hearings Town Staff Responsibilities • Review Final Draft. • Attend Planning and Zoning Commission and Town Council adoption hearings. Meetings • (1) 3-hour meeting with Town Staff to review final draft. • (2) Adoption Hearings. Deliverables • Black and White Draft: Town of Avon Comprehensive Plan (25) copies for citizens, Town staff, Town Council and Planning and Zoning Commission. • Final Document: Town of Avon Comprehensive Plan: (1) master hard copy: sketches to be black and white, mapping to be in color, (50) copies of final document, (1) Digital Copy of text, illustrations and mapping. • Mapping: (1) 30x42 color plot of each map. RNL 10 1 /21 /04 Statement of Work and Product Town of Avon Comprehensive Plan Total Fee Phase 1: Project Initiation and Draft Project Goals and Objectives $11,838 Total Fee Phase 2: PHASE 2: Community Vision Statement, Buildout Analysis, Economic Report, and Indicator Report $33,126 Total Fee Phase 3: Future Land Use Plan and Community Framework Plan $15,498 Total Fee Phase 4: Draft Policies and Goal Statements $18,656 Total Fee Phase 5: Final Documentation $5,382 Total Project Fees: $84,500 Reimbursables (estimated to be 6.5% of Total Project Fees) $5,493 Total Project Costs: $89,993 Reimbursable Costs for project Photocopies: .10/page Color Photocopies: 1.00/page Fax: 1.00/page Bond Plots: .18/SF Mileage: .365/mile GeoWest Map Reimbursable Costs: 36"x48" Plot: $10 each; 11"x 17' Plot: $5 each, 11" x 17" copy: $2.50; CD-ROM creation: $10.00 Dry Mount: $25.00 each; Custom Map Boards: $100 each All other outside costs to be billed as incurred RNL 1 1 1 /21 /04 RNL DESIGN AGREEMENT TO FURNISH CONSULTING SERVICES TO CLIENT Exhibit B RNL DESIGN, P.C. HOURLY BILLING RATES January 1 - December 31, 2004 Principal 2 192.00 Principal 3 218.00 Associate Principal 1 140.00 Associate Principal 2 166.00 Project Manager 1 125.00 Project Manager 2 140.00 Project Coordinator 1 83.00 Project Coordinator 2 94.00 Project Coordinator 3 109.00 Arch Specialist 1 99.00 Arch Specialist 2 114.00 Arch Specialist 3 130.00 Arch Specialist 4 .151.00 Planner 1 85.00 Planner 2 99.00 Planner 3 135.00 Landscape Architect 1 60.00 Landscape Architect 2 67.00 Landscape Architect 3 77.00 Architectural Intern 1 57.00 Architectural Intern 2 66.00 Architectural Intern 3 75.00 Interior Designer 1 53.00 Interior Designer 2 65.00 Interior Designer 3 75.00 Engineer 1 99.00 Engineer 2 114.00 Engineer 3 135.00 Intern Engineer 1 62.00 Intern Engineer 2 68.00 Intern Engineer 3 83.00 Cadd Operator 1 57.00 Cadd Operator 2 71.00 Tech Support 1 52.00 Tech Support 2 62.00 Tech Support 3 73.00 Tech Support 4 80.00 Tech Support Mgr 135.00 .L r ^U, W .O ^L LL W Q~ L Q U \O O a E ~ d > O N 2 0 a 0 m U Q N d < E °1 d d H r V I Q N 4 - O ~ y . 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L g ~DOp o " ~ ° . o r ~ U 'E 3 3 3 y DO u ° 8r ~ _ ~ Q c q v ~ o HF' m , ~ cQ v o E - u .d ~ W K d U F=❑ W 6,3`E ~ a"' a W L C a a C i ~ L` U K C a` a K i ~ a` C C Q T N VI ~n nor ~ y a y S_ N c~ C N d O ~ U ~ m a cn 0) co C N 3 ~ w U N 'n 1 RNL RNL Design A Professional Corporation 1515 Arapahoe Street • Tower 3, Suite 700 • Denver, Colorado 80202 303 295.1717 • fax 303.292.0845 Denver Phoenix Orange County Los Angeles LETTER of TRANSMITTAL To: Tambi Katieb Company: Town of Avon Address: 400 Benchmark Road Avon, CO 81620 From: George Harrison Sent Via: ❑ Pickup ❑ Mail ❑ Messenger ❑ Rush Enclosed are the following: ❑ Drawings ❑ Shop Drawing Prints ❑ Samples ❑ Shop Drawing Reproducibles UO ies Tiyle 1 I Signed Contract with attachments Date: February 9, 2004 Project Number: 1060.1739.01 Project Name: Town of Avon Comprehensive Plan ® FED-X/Overni;ht Express ❑ Interoffice Mail ❑ Specs/Project Manual ❑ Change Order ❑ Product Literature ❑ Other _ _ ~ 5bect Date • If Enclosures are not as listed, pi, These Are Transmitted: ❑ For Approval After ❑ Loan to Us ❑ For Your Use ❑ As Requested Submittal Action Taken: ❑ Reviewed ❑ Rejected ❑ Submit Specific Item notify our office. ❑ For Review and Comment ® For Your Record ❑ Reviewed ❑ Furnish as Corrected ❑ Revise and Resubmit Remarks: Tambi, Here is the signed contract for your files. George Harrison 303.575.8436 F, E 8 1 0 2004 Community DevelopmA C\Documents and Settints\thanisonNy Documents\Kaiieb-Transmitial_Lener.doc