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HomeMy WebLinkAboutChamonix Site Master Planning Project Contract Terms Outline_120607 Chamonix Site Master Planning Project Contract Terms – OUTLINE December 7, 2007 Purpose and Theme of Project The purpose of developing a new master plan for the Chamonix Site (the “Site”) is to facilitate, in a timely and cost effective manner, the Town Council’s desire to site a fire station in West Vail and to identify and evaluate improved development opportunities for employee housing now apparent on the Chamonix Site. The overarching theme of the Chamonix Site project is “Simple is Beautiful”, wherein the project team will strive to integrate livability, sustainability and flexibility into the cost effective and environmentally innovative siting, design and operation of a municipal fire station and employee housing for local professionals. Opportunity Analysis Required Master planning these sites will identify optimal siting and design recommendations for a fire station, as well as, additional, residential, municipal and/or mixed uses that will maximize community benefit while complementing characteristics of the existing area in an innovative manner. Therefore, the Town desires the completion of an “Opportunity Analysis”, to be prepared by professional consultants. The analysis will be inclusive to the possibility of medium to high density (+18 units/acre) residential “For Sale” and “For Rent” employee housing units (EHUs), commercial, live/work and/or mixed-uses, as well as, passive and/or active recreational uses integrated into the development plan to enhance “outdoor living” within the site. In addition, the analysis will include the potential for additional public facilities or co-uses and/or amenities such as Town offices, Town of Vail Police Department, community meeting and training spaces, ambulance district substation facilities, and Town of Vail Public Works Department facilities well suited for the development and complimentary to the larger West Vail sub-area. Key components of the “opportunity” analysis and plan development will be: To identify, rank and prioritize parameters and general information established during previous master planning processes, for use in current master planning process; To identify, rank and prioritize opportunities to integrate fire station/municipal uses and site design with existing and future residential and commercial uses in the surrounding area; To identify, rank and prioritize opportunities to ensure that the project maximizes existing infrastructure and improves or enhances pedestrian and vehicular circulation and connectivity within and without the site; To identify, rank and prioritize opportunities for public and private partnerships relative to the cost effective development viability and efficiency of the site; To identify, rank and prioritize phasing options and viability for different development and financing alternatives, and; To identify, rank and prioritize opportunities to integrate and implement energy efficient and sustainable (green building) design principles and construction techniques into any development scenario recommended. Purpose and Terms of Contract The Town of Vail desires to contract with Stan Clauson Associates, Inc., Studio B Architecture, Drexel Barrell & Co. and Fenton Construction (the “Consultant Team”) to work with the Town of Vail and its constituencies to develop a master plan and site specific design and development alternatives, inclusive of the above referenced analyses. The Town desires the development of no less than three (3) alternative development scenarios early in the master planning process, based on the Consultant Team’s review of existing information, inventory and opportunity analysis. The alternative scenarios will be presented in a series of steps: broad or conceptual; more refined and informed, based on stakeholder input and feedback, and; detailed, inclusive of “preferred” elements from each broad and/or refined alternative. These alternatives will be used in stakeholder meetings, public work sessions and hearings to narrow the master planning and site specific design efforts to one or two preferred alternatives. Primary duties required of the Consultant Team will include: Review and analysis of existing conditions within and without the site, with specific regard and attention paid to previously approved master plan documents and studies completed for the Chamonix Site or any adjacent sites. Review of all pertinent information, plans and studies produced for or by the Town of Vail, inclusive of the Vail Town Code; Official Zoning Map; Official Land Use Map; the Vail Comprehensive Plan; the Vail Comprehensive Open Lands Plan; the Vail Frontage Road Master Plan (DRAFT) prepared by Felsburg Holt & Ullevig. Attending a “Kick-Off” meeting with the Vail Town Council to present overview of promect ; Working with Citizen-Council-Staff committee to conduct neighborhood meetings, as well as, external and internal stakeholder scoping meetings to reintroduce project, review the previously adopted master plan and consider current conditions and potential opportunities in an effort to develop master plan and site design parameters; Working with Citizen-Council-Staff committee to conduct work sessions and public hearings with the Town of Vail Planning and Environmental Commission, the Town of Vail Design Review Board and the Vail Town Council to reintroduce the project, review the previously adopted master plan and consider current conditions and potential opportunities in an effort to develop master plan and site design parameters. Organizing, analyzing and presenting project parameters to the Town prior to proceeding with development of alternative master plan and development scenarios; Developing alternative master plan and site-specific design solutions based on site opportunity and constraint analysis, review pertinent information, stakeholder input and established project parameters; Working with Citizen-Council-Staff committee to conduct additional neighborhood meetings and public hearings with Town of Vail Planning and Environmental Commission, the Town of Vail Design Review Board and the Town of Vail Town Council to further refine project parameters and identify preferred (alternative) development scenarios; Working with Citizen-Council-Staff committee to conduct public hearing(s) with the Town of Vail Town Council to present preferred alternative master plans and development scenarios, and to seek direction from the Council on a preferred alternative. Production of documentation relative to information review, opportunity analysis and stakeholder input relative to completion of individual tasks; Communication and accounting of task completion relative to project timeline and budget expenditures. SCHEDULE AND SCOPE OF SERVICES The following is the required scope of work and schedule for completion of individual and interrelated project tasks to be performed by the Consultant Team pursuant to this agreement. Project Management Every phase included in this Schedule and Scope of Services will involve project management from the Principal(s)-in-Charge and the Project Manager. The Consultant Team will strive to ensure quality assurance and quality control through clear communication and dialogue with the Town. Direct communication with the Town through memorandums, phone calls and emails will be provided to the Town throughout the entirety of the project. A progress report, inclusive of an accounting, in writing, of specific deliverables and project tasks completed, will accompany all billing following completion of agreed upon tasks and milestones to ensure completion of tasks and a corresponding accounting of the project budget. Project Management, as described herein, shall include a weekly update meeting which will occur at a mutually agreeable time. The Consultant Team, in most cases, is anticipated to participate via conference call. Phase I: INFORMATION REVIEW & ANALYSIS, PROJECT KICK-OFF AND STAKEHOLDER/SCOPING MEETINGS Time Frame: December 18, 2007- February 15, 2008 Upon commencing the master plan project for the Chamonix Site, the Consultant Team will review the previously adopted master plan, existing research and any other pertinent studies or background information relative to the site and surrounding areas. This will allow the Consultant Team to assess the value of previous written documents and to consider any ancillary physical master plans, capital projects or other strategic planning efforts contemplated by the Town that will affect the viability of the project. In addition, “kick-off” meetings will be held with Town Staff and boards, as well as, key stakeholder groups. Such meetings will allow all involved parties to meet and share critical information and feedback with the Consultant Team Principals-in-Charge, Project Managers, and Facilitators and to establish agreed upon project goals, objectives, timelines and parameters for completion. During this phase of work, meetings will be facilitated by the Consultant Team, working with Town Staff, in order to carry-out internal and external stakeholder scoping of issues, needs assessment, cost considerations and design parameters to be considered during the development of the master plan, as well as, site specific design and development alternatives. Task 1.1 Project Kick-Off Meeting with Town Council Time Frame: December 18, 2007 The Consultant Team will travel to Vail to meet with Town Staff (primarily Community Development, as well as representatives from Public Works, Fire Department and Administration) and the Vail Town Council, as part of a Project Kick-off Meeting. Primary goals of the Project Kickoff Meeting will be to: Introduce the Consultant Team and to present brief overview of previous, relevant works by the Consultant Team Present project overview to the Town Council Establish mutually agreed upon goals, objectives, and success indicators based on input from Town Staff and Administration Present a proposed project schedule, inclusive of milestones or other measurable action items Establish a mutually agreeable format for the community meetings. Meet with pertinent Town Staff prior to work session and/or evening meeting with Town Council, based on availability of Consultant Team The Town Staff will assist the Consultant Team in organizing the Kickoff Meeting. It is anticipated that this meeting will include day time meetings with Town Staff, followed by one (1) evening meeting with the Vail Town Council. Task 1.2 Information Review and Analysis of Previous Master Plan Time Frame: December 18, 2007 – January 25, 2008 This task will involve compilation and preparation by Town Staff, and subsequent review by the Consultant Team, of any and all previously adopted master plans for the Chamonix Site, as well as, existing zoning and land use regulations, comprehensive plans and other pertinent research or studies relative to the Town of Vail, and the West Vail Sub-Area specifically. Key to this task is the evaluation of any previous master planning efforts undertaken by the Town for the Chamonix Site in order to identify and re-evaluate (test) basic assumptions made, including a review and evaluation of citizen input and other outcomes produced during the previous planning process. During this task, Town Staff will provide: Vail Town Code Official Zoning Map Official Land Use Map Chamonix Site Master Plan documents from 2002 Vail Frontage Road Master Plan (FHU) Current Topographic Survey (Eagle Valley Surveyors) Town of Vail Comprehensive Plan Town of Vail Land Use Plan Town of Vail Comprehensive Open Lands Plan Town of Vail Streetscape Master Plan The above information and documents will be delivered to the Consultant Team by the Town Staff no later than Friday, December 14, 2007. The information review period for the Consultant Team will start on Tuesday, December 18, 2007 and will be completed no later than Monday, January 25, 2008. Deliverables from the Consultant Team will include: A written and graphic summary, depending on the type of information reviewed and the type of analysis to be provided to the Town A recommendation and request (with accompanying tasks, timelines, responsible parties and budget amounts) for any additional information, studies and/or analyses necessary to successfully complete the project Task 1.3 Inventory and Opportunity Analysis Time Frame: December 18, 2007- February 15, 2007 Following, or concurrent with, the Project Kickoff Meeting, the Consultant Team, inclusive of Principal(s)-in-Charge, Project Managers, and Facilitators, will travel to Vail to conduct no less than one (1) site visit to become familiar with the Town of Vail, and specifically the West Vail Sub-Area and the Chamonix Site. During completion of this task, the Consultant Team will work with Town Staff to document (inventory) existing conditions within and without the Site and to identify potential opportunities to meet or exceed project goals and expectations. This task will be integral with Tasks 1.2, 1.4 and 1.5, and will flow from the Consultant Team’s review and analysis of previously adopted master plans, existing research, stakeholder feedback and any other pertinent studies or background information relative to the Site and surrounding areas (made available by the Town). Ultimately, the Consultant Team will: Verify existing constraints for design and development of the Site relative to the immediate area and the larger West Vail Sub-Area Verify stakeholder groups, inclusive of individual citizens, who contributed in the previous master planning process for the Site, and validate a list of stakeholder groups and individuals to be included in current master planning process Assess new opportunities and constraints, relative to surrounding land uses, inclusive of “green” or sustainable design and development technologies and practices, as well as real estate (employee housing) market trends and needs. Such assessment will be based on “as-built” and surveyed information, master plans, capital improvement/strategic plans, employee housing needs assessments and updates (provided by the Town of Vail) and other pertinent (housing) background information available on the Town’s website (www.vailgov.com) Produce a series of maps or other accompanying documents that document, rank and prioritize (graphically and in written summary format): Existing conditions for Site and surrounding area, inclusive of adjacent properties and larger sub-area Existing constraints and potential opportunities for the Site and surrounding area including, but not limited to: Existing and potential zoning, land use regulations and development standards Existing and potential vehicular and pedestrian access points, connectivity, routes and approximate traffic volumes Existing transportation system and potential (future) upgrades, enhancements and/or changes Physical capacity and condition of adjacent public way Topography/slope, aspect, and solar access Setbacks, easements, utilities, views, and Additional new opportunities to be investigated and considered in the master plan for the Site and surrounding area, inclusive of: Uses, density and overall layout of Site Fire station location, layout and design considerations Employee housing types, sizes and number of units Active and passive solar orientation View orientation Environmentally sensitive site development, inclusive of building siting, grading and drainage Integration of landscaping/outdoor living areas and active and/or passive recreation Development (short term) and operational (long term) cost savings measures, financing options and public-private partnerships Other “green”/sustainable site and building design considerations Task 1.4 Internal Stakeholder Meetings and Scoping Process Time Frame: December 18, 2007 - January 18, 2008 The Consultant Team will work with Town Staff in conducting interviews/meetings with internal stakeholder groups within the Town of Vail. Town Staff will work with the Consultant Team to organize and conduct internal stakeholder meetings and scoping process to include representatives from the Town of Vail Fire Department, Public Works Department, Police Department, Administrative Staff/Executive Team, and Community Development Department (Planning, Building, Environmental Health, Housing and Economic Development). This scoping process is expected to inform and/or reinforce the basis for project parameters, goals, timelines and objectives. Specific deliverables from the Consultant Team will include: A written and graphic summary and assessment of pertinent information to be considered during the development of the master plan and site specific design alternatives, based on the type of information and input gathered during the scoping process, including: Issues, ideas and concerns by stakeholders Needs assessment Cost considerations Recommendation and analysis with regard to dsign parameters to be considered during the development of the master plan, as well as, site specific design and development alternatives Task 1.5 Citizen-Council-Staff Committee and External Stakeholder Scoping Process Time Frame: January 7, 2008 – February 15, 2008 The Consultant Team will work in conjunction with a Citizen-Council-Staff committee (to be determined by the Town prior to commencement of project) to identify key external stakeholder groups and individuals, and to conduct a public scoping process using no more than two (2) neighborhood/community meetings. During these meetings, the Town Staff and the Consultant Team will reintroduce the project to the public and will review the previously adopted master plan for the Site. However, the bulk of this task will consist of the Consultant Team working with committee members to present updated (current) project goals and objectives, and to solicit public input with regard to new opportunities presented. Project parameters and proposed project timelines will be presented for review and consideration to ensure that all external stakeholders are informed with regard to the public planning process and key dates for public input. The Consultant Team will also seek to better understand current neighborhood or community needs, issues and ideas relative to development of the Site. This scoping process is expected to inform and/or reinforce the basis for project parameters, goals, timelines and objectives. Specific deliverables from the Consultant Team include: A written and graphic summary of pertinent information to be considered during the development of the master plan and site specific design alternatives, based on the type of information and input gathered during the scoping process, including: Issues or concerns by stakeholders Needs assessment Design parameters to be considered during the development of the master plan, as well as, site specific design and development alternatives Phase II: DEFINITION OF PROJECT PARAMETERS AND PUBLIC WORK SESSION PROCESS During Phase II, the Consultant Team will assist the Citizen-Council-Staff committee in conducting a work session with the Town of Vail Planning and Environmental Commission (PEC) and Design Review Board (DRB) to reintroduce the project to the PEC and DRB and to review the previously adopted master plan for the Site. However, the bulk of this task will consist of the Consultant Team working Town Staff to present updated (current) project goals and opportunities and to solicit public input on the project parameters, goals, objectives and timelines. The Consultant Team will present a summary of information gathered and reviewed during Phase I of the project, and will also seek to better understand current PEC and DRB concerns, issues and suggestions relative to development of the Site. Lastly, the Consultant Team will use this opportunity with the PEC and DRB to better define project parameters. Task 2.1 Development of Preliminary Project Parameters Time Frame: Using information, feedback and key themes identified during data gathering, stakeholder meetings, public meetings and PEC/DRB work sessions, the Consultant Team will be primarily responsible for developing preliminary project parameters for presentation to the Town Council. Task 2.2 Presentation to Town Council Time Frame: The Consultant Team will assist the Citizen-Council-Staff committee in presenting preliminary project parameters to Vail Town Council for approval and/or modification prior to proceeding with development of alternative master plan and site-specific development scenarios. Phase III: DEVELOPMENT MASTER PLAN AND SITE-SPECIFIC FIRE STATION/EMPLOYEE HOUSING DESIGN ALTERNATIVES Time Frame: Using project parameters established by the community and endorsed by the Town Council, the Consultant Team will work with Town Staff to identify and evaluate multiple site configurations for the West Vail Fire Station (approximately 18,000 sq. ft. total) as well as alternative uses, layouts and densities for additional residential, mixed-use and municipal development on the Site. This task will establish the basis for a set of master plan alternatives for the overall site. Task 3.1 Fire Station Site Layout and Design Time Frame: Using project parameters established by the community and endorsed by the Town Council, as well as design specifications provided by the Town of Vail following a scoping meeting with representatives from the Vail Fire & Emergency Services Department, the Consultant Team will develop no less than three site-specific layout and design alternatives for the West Vail Fire Station. The designs will explore possible options for drive-though accessibility by emergency vehicles to avoid backing maneuvers, as well as the inclusion of on-site housing for emergency services personnel (to be included in the 18,000 sq. ft station). Task 3.2 Development of Alternative Scenarios for Creation of Employee Housing, Mixed-Use and Municipal Services Time Frame: Using project parameters established by the community and endorsed by the Town Council, the Consultant Team will determine a range of potential additional development on the combined property taking into account on-site “resident” housing needs for Fire Department personnel, as well as the integration of medium to high density (+18 units/acre) employee housing and mixed uses as transitions to adjacent residential neighborhoods and commercial areas. Integration of fire station/municipal and residential/mixed uses is a key component to any development scenario alternative. Task 3.3 Combined Work Session – Presentation of Fire Station Design and Alternative Development Scenarios to Planning and Environmental Commission and Town Council Time Frame: During this task, the Consultant Team will lead a public work session before the Town of Vail Planning and Environmental Commission, Design Review Board and Town Council. The Consultant Team will assist the Citizen-Council-Staff committee in conducting the work session to present multiple site-specific layout and design alternatives for both the West Vail Fire Station and any additional development envisioned on the Site to the PEC for comment and review. This task will include gathering feedback from the Commission and the Council on general master planning concepts, as well as, site specific layout and design alternatives and their respective benefits and impacts on surrounding areas. In addition, this task will identify “fatal flaws” inherent in any master plan/design alternative and will explore more closely how the previously established project parameters work to produce a design solution that meets the goals and objectives of the project. Lastly, this task will serve as a means to gain direction from the Town Council on two-three top alternative design and development scenarios and to seek final input on any additional, revised or refined project parameters. Task 3.4 Design Development of Preferred Design Layout and Development Alternatives Time Frame: Following the work session with the PEC and the Town Council, and using any refined project parameters, the Consultant Team will further develop two-three alternatives for master planning and development of the site. These preferred alternatives will include specific recommendations on zoning and development parameters such as permitted and conditional uses, building height, floor area, site coverage, setbacks, parking and circulation. In addition, the Consultant Team will provide preliminary (conceptual) cost estimates, phasing plans/timelines and pro-formas for each alternative examined. Phase IV: PRESENTATION OF TOP 2-3 ALTERNATIVES AND COST ESTIMATES TO COMMUNITY Time Frame: After completing a more in-depth analysis of each of the preferred layout and design alternatives, the Consultant Team will work with Town Staff to present each alternative with associated visuals, phasing plans and pro formas to the community, the PEC and the Town Council. At least one of the approaches, assuming it meets the project parameters, will include a public-private partnership financing scenario that attempts to fund construction of the West Vail Fire Station and any ancillary employee housing with minimal to no public funding. Task 4.1 Presentation of Preferred Alternatives to Public/External Stakeholder Groups Assist Citizen-Council-Staff committee in conducting a neighborhood meeting to present the preferred alternatives and pro formas, collect and document public comments, and identify a preferred alternative. Task 4.2 Presentation of Preferred Alternatives to PEC and DRB The Consultant Team will assist Town Staff in conducting a work session with the Town of Vail Planning and Environmental Commission and Design Review Board to present the 3 alternatives, taking into account the neighborhood/publicly preferred alternative and allowing for PEC review and recommendation to the Town of Vail Town Council regarding a preferred alternative. Task 4.3 Presentation of Preferred Alternatives to Town Council Time Frame: The Consultant Team will assist Town Staff in conducting a public hearing to present the preferred site specific design and development, with associated cost estimates, pro formas and financing alternatives to Vail Town Council. During this task, the Consultant Team will aid Town Staff in presenting a summary of comments and preferences received from the public as well as any recommendation from the PEC on the preferred alternative. The outcome of this hearing will be to receive final direction from Town Council on a preferred alternative. Phase V: DEVELOPMENT OF FINAL SITE-SPECIFIC MASTER PLAN, LAYOUT AND DESIGN OF SITE Time Frame: Using preferred alternative identified through the public review process and endorsed by the Town Council, the Consultant Team will complete a draft master plan document, as well as final “design development” sets of drawings for the West Vail Fire Station, and any ancillary residential, mixed-use and/or municipal services uses proposed for the Site. This task will incorporate all information and feedback gathered from the public, the PEC, DRB and the Town Council into a cohesive master planning document, complete with final recommendations on site specific zoning, uses, densities, layout and design, and development financing, Task 5.1 Completion of Draft Master Plan and Final Design Development Plan Sets Time Frame: Using preferred alternative identified through the public review process and endorsed by the Town Council, the Consultant Team will complete a draft master plan document, as well as final “design development” sets of drawings for the West Vail Fire Station, and any ancillary residential, mixed-use and/or municipal services uses proposed for the Site. Task 5.2 Delivery of Draft Documents and Design Development Plan Sets Time Frame: In this final task, the Consultant Team will coordinate hand-off of all draft and/or final documentation* to a designated planner in the Town of Vail Community Development Department who will assume project management for submittal of master plan to the Town of Vail Planning and Environmental Commission and Town of Vail Town Council for adoption by ordinance. Note: * Ownership of Documents: The Consultant Team agrees retain ownership of the documents, which are the drawings, sketches, estimates, calculations, essentially the product of the creative process. They typically offer the owner / client limited rights to retain and reuse the documents. They will claim that their preference is industry standard.   You should insist that the TOV "own the documents" and retain all rights to use them in the future.  You will have paid for them so why would you agree to limit your future use of them.  They will role over on this issue if you agree that they will not be held liable for your future use of the documents outside of the scope of the agreement.  This issue becomes very important if you terminate the services of your consultant team during the project, but before they finish, or in a scenario whe re they've completed their services and you decide to go in a different direction.