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HomeMy WebLinkAbout2015-09-01 Agenda and Supporting Documentation Regular SessionNOTE: VAIL TOWN COUNCIL 0� REGULAR MEETING AGENDA TVWN OF VA10 VAIL TOWN COUNCIL CHAMBERS 75 S. Frontage Road W. Vail, CO 81657 6:00 P.M., SEPTEMBER 1, 2015 Times of items are approximate, subject to change, and cannot be relied upon to determine at what time Council will consider an item. ITEM/TOPIC: Citizen Participation (10 min. ) 2. ITEM/TOPIC: Any Action as a Result of Executive Session (5 min. ) BACKGROUND: This agenda item has been added to the regular meeting agenda in order to allow for any official action required as a result of the executive session. 3. ITEM/TOPIC: Town Manager's Report (5 min. ) 4. ITEM/TOPIC: Award of the Construction Contract for the Vail Golf and Nordic Clubhouse Project. (15 min) PRESENTER(S): Greg Hall ACTION REQUESTED OF COUNCIL: Award a Guaranteed Maximum Price Contract to Evans Chaffee Construction Group in an amount not to exceed $ 8,175,000 and authorize the Town Manager to execute a construction contract for the construction of the Vail Golf and Nordic Clubhouse Project as approved by the Town Attorney. BACKGROUND: The project has been bid out to the subcontracting community by Evans Chaffee Construction Group (ECCG), the Construction Manager/General Contractor for the project. The bids were reviewed, project alternatives were developed and a value engineering process was lead by the NV5 the owners representative for the Town. This process included representatives of the town, the Vail Recreation District and the design team led by Zehren and Associates the architect for the project as well as participation by ECCG and NV5. STAFF RECOMMENDATION: Award a Guaranteed Maximum Price Contract to Evans Chaffee Construction Group in an amount not to exceed $ 8,175,000 and authorize the Town Manager to execute a construction contract for the construction of the Vail Golf and Nordic Clubhouse Project as approved by the Town Attorney. 9/1/2015 5. ITEM/TOPIC: First Reading Ordinance No. 11, Series of 2015, Write-in Candidate Affidavit (5 min. ) PRESENTER(S): Patty McKenny, Town Clerk BACKGROUND: Ordinance No. 11, Series of 2015, sets forth that a write-in candidate must submit an affidavit of intent with the Town Clerk's Office at least 21 days before the municipal election in order for votes to be counted. The ordinance helps create clarity and context for the election official in counting write-in candidate votes. 6. ITEM/TOPIC: Adjournment ( 6:40 p.m.) Please call (970) 479-2138 for additional information. Sign language interpretation is available upon request with 48-hour notification. Please call (970) 479-2356, Telecommunication Device for the Deaf (TDD), for information. 9/1/2015 TOWN OF VAIN VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: September 1, 2015 ITEM/TOPIC: Citizen Participation 9/1/2015 TOWN OF VAIN VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: September 1, 2015 ITEM/TOPIC: Any Action as a Result of Executive Session BACKGROUND: This agenda item has been added to the regular meeting agenda in order to allow for any official action required as a result of the executive session. 9/1/2015 TOWN OF VAIN VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: September 1, 2015 ITEM/TOPIC: Town Manager's Report 9/1/2015 TOWN OF VAIN VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: September 1, 2015 ITEM/TOPIC: Award of the Construction Contract for the Vail Golf and Nordic Clubhouse Project. PRESENTER(S): Greg Hall ACTION REQUESTED OF COUNCIL: Award a Guaranteed Maximum Price Contract to Evans Chaffee Construction Group in an amount not to exceed $ 8,175,000 and authorize the Town Manager to execute a construction contract for the construction of the Vail Golf and Nordic Clubhouse Project as approved by the Town Attorney. BACKGROUND: The project has been bid out to the subcontracting community by Evans Chaffee Construction Group (ECCG), the Construction Manager/General Contractor for the project. The bids were reviewed, project alternatives were developed and a value engineering process was lead by the NV5 the owners representative for the Town. This process included representatives of the town, the Vail Recreation District and the design team led by Zehren and Associates the architect for the project as well as participation by ECCG and NV5. STAFF RECOMMENDATION: Award a Guaranteed Maximum Price Contract to Evans Chaffee Construction Group in an amount not to exceed $ 8,175,000 and authorize the Town Manager to execute a construction contract for the construction of the Vail Golf and Nordic Clubhouse Project as approved by the Town Attorney. ATTACHMENTS: Staff Memo 9/1/2015 TOWN OF Memorandum TO: Vail Town Council FROM: Stan Zemler Town Manager, Greg Hall, Director of Public Works and Transportation Chris Penney NV5, Chris Evans, Evans Chaffee Construction Group DATE: September 1, 2015 SUBJECT: Vail Golf and Nordic Clubhouse Remodel Project Construction Award PURPOSE The purpose of this item is to: • Award Construction Contract to Evans Chaffee Construction Group Provide project schedule update BACKGROUND The Golf Course and Nordic Center Clubhouse remodel project is a partnership between the Town of Vail (TOV) and the Vail Recreation District (VRD). The project envisions a significant reconstruction and renovation of the existing clubhouse. The project is being funded with a portion of the conference center fund ballot initiative which was approved by voters in the fall of 2011. The Town of Vail (TOV) has hired NV5 to provide owner's representation services for the Golf and Nordic Clubhouse Project, Zehren and Associates to provide the architectural design and Evans Chaffee Construction Group (ECCG) to provide Construction Manager/General Contracting Services (CM/GC). CURRENT PROJECT ACTIVITIES The following is an updated summary of the work progress on the Vail Golf and Nordic Clubhouse remodel project and status since the June 6 Vail Town Council meeting presentation. Design 1. Zehren and design team completed: • 100% Design Development • 50% Construction Document • 90% Construction Documents • Responses during the bidding process • Building Permit Documents Construction Management/General Contractor (CMGC) Selection and Preconstruction Services 1. Evans Chaffee Construction Group (ECCG) was competitively selected as the Construction Management/General Contractor (CMGC) from a group of five respondents 2. Town attorney approved contract for preconstruction/construction services. 3. ECCG completed construction estimates. • 100% Design Development plan set. • A variance log with regard to the 50% Construction Documents with initial bid of specific trades required for successful project execution. 9/1/2015 • A complete bid process over 4 weeks of the 90% Construction Documents. This included requested bids from 348 subcontractors and suppliers, receiving 106 bids from subcontractors and suppliers, 65% of which are within the three mountain counties of which 76% are mountain when local trades were not available due to no local presence. A majority of the areas received the three bid minimum. • Ongoing pricing variance log of the building permit documents. 4. ECGC has provided the team assistance of over 70 plus value engineering alternative proposals during the last two weeks with input from all team members. 5. ECCG will begin construction on September 8, 2015; completion is estimated to be the first of August 2016. Temporary Structure 1. The project will utilize a rented mobile office for the temporary Clubhouse and Nordic center. a. The trailer will have two restrooms, supplemented by the Starter Shack for the golf season. Additional/temporary restroom facilities may be needed for larger Golf and Nordic events. b. The trailer will meet the square footage needs for golf and Nordic, but some additional offsite storage may be necessary for retail back stock. 2. Design Review Board Approval was obtained. (PEC approval and Conditional Use Permit have been previously received). 3. Evans Chaffee Construction Group priced the temporary clubhouse work, including site work and interior finishes. 4. The Town of Vail has rented the modular building. 5. Finalize Building Permit submittal package and make final application. 6. Delivery scheduled for the week of September 28. Public Outreach 1. Two public meetings were held at the Golf Clubhouse on June 29 and July 20. Both were well attended and based on input, modifications were made to the east edge of the Golfer Grille to allow better visibility. 2. Public construction update meetings are scheduled beginning Wednesday, September 2 at 1:00 PM and every Wednesday through October 14 at the Public Works Conference Room. IV. PROJECT BUDGET The overall project is within budget and a 9% owner's construction contingency is included in this budget. In order to get to this point, the project team developed a list of project alternatives with specific deadlines as to when they would need to be executed. This list addresses mostly interior finishes and FFE items. As the project progresses and project owner risks are reduced as work has progressed past the risks, such as poor soils, ground water, unexpected conditions during demolition, and weather related expenses, the project team may be able to order the alternates back into the project. The Owner's contingency level is prudent and should be sufficient to cover all of construction's unknowns and result in savings, but there is always the risk of unforeseen conditions. V. ACTION REQUESTED Award a Guaranteed Maximum Price Contract to Evans Chaffee Construction Group in an amount not to exceed $ 8,175,000 and authorize the Town Manager to execute a construction contract for the construction of the Vail Golf and Nordic Clubhouse Project as approved by the Town Attorney. FA 9/1/2015 ►owx of vn' 1[1 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: September 1, 2015 ITEM/TOPIC: First Reading Ordinance No. 11, Series of 2015, Write-in Candidate Affidavit PRESENTER(S): Patty McKenny, Town Clerk BACKGROUND: Ordinance No. 11, Series of 2015, sets forth that a write-in candidate must submit an affidavit of intent with the Town Clerk's Office at least 21 days before the municipal election in order for votes to be counted. The ordinance helps create clarity and context for the election official in counting write-in candidate votes. ATTACHMENTS: Memo Ordinance No. 11, Series of 2015 Ordinance No. 11, Series of 2015 9/1/2015 TOWN OF Memorandum To: Mayor and Town Council From: Patty McKenny, Town Clerk Date: August 26, 2015 Subject: November Election Administration — Ordinance No. 11, Series of 2015, Affidavit of intent required for write in candidates The Town Council provided direction in May to administer a polling place election for its upcoming November 3rd election. The Town Clerk's Office administers the municipal elections based on laws set forth in Title 31. This ordinance helps address an administrative requirement related to write-in candidates that will clarify which write-in candidates' votes to count. The ordinance sets forth a requirement that write-in candidates must file an affidavit stating their intent to run for office and they are qualified to assume the duties of the office. If this affidavit is filed at least 21 days before the date of the election, the votes cast for that write-in candidate shall be counted. This helps create clarity for the election official in determining which write-in candidates are truly legitimate and interested in running for office. Currently the election official would be required to count any person's name written on a ballot, even Mickey Mouse! Historically there have not been many write-in candidates on Vail's ballot, but if the ordinance passes it will be helpful in creating the context in which to handle write-in candidates in this and future elections. The current nomination petition circulation dates are September 14 through October 2 (beginning 50 days prior to Election Day and ending 30 days prior to Election Day). An affidavit of intent to run as a write-in candidate would be due on October 13 (at least 21 days before the election). Write-in candidates are addressed in C.R.S. §31-10-306 which allows a municipality to include the requirements with the adoption of an ordinance. 9/1/2015 ORDINANCE NO. 11 SERIES 2015 AN ORDINANCE AMENDING CHAPTER 8 OF TITLE 1 OF THE VAIL TOWN CODE, REGARDING WRITE-IN CANDIDATES FOR TOWN OFFICES WHEREAS, pursuant to the Colorado Municipal Election Code and specifically C.R.S. § 31-10-306, the Town Council is authorized to adopt an ordinance providing that no write-in vote for any municipal office shall be counted unless an affidavit of intent has been filed with the Town Clerk prior to 20 days (at least 21 days) before the date of an election; and WHEREAS, the Town Council finds it in the best interests of the public health, safety and welfare to adopt such an ordinance. NOW, THEREFORE, BE IT ORDAINED BY THE TOWN COUNCIL OF THE TOWN OF VAIL, COLORADO, THAT: Section 1. The title of Chapter 8 of Title 1 of the Vail Town Code is hereby renamed to be "Elections." Section 2. Chapter 8 of Title 1 of the Vail Town Code is hereby amended by the addition of the following new Section 1-8-3: 1-8-3: WRITE-IN CANDIDATES: In any non -coordinated polling place election conducted under the Colorado Municipal Election Code, C.R.S. § 31-10-101, etseq., no write-in vote for any Town office shall be counted unless an affidavit of intent has been filed with the Town Clerk at least 21 days before the date of the election by the person whose name is to be written in. The affidavit shall be on a form provided by the Town Clerk, and shall state that such person desires the office and is qualified to assume the duties of the office if elected. Section 3. If any part, section, subsection, sentence, clause or phrase of this ordinance is for any reason held to be invalid, such decision shall not affect the validity of the remaining portions of this ordinance; and the Town Council hereby declares it would have passed this ordinance, and each part, section, subsection, sentence, clause or phrase thereof, regardless of the fact that any one or more parts, sections, subsections, sentences, clauses or phrases be declared invalid. Section 4. The Town Council hereby finds, determines and declares that this ordinance is necessary and proper for the health, safety and welfare of the Town of Vail and the inhabitants thereof. Ordinance No. 11, Series of 2015 1 9/1/2015 Section 5. The amendment of any provision of the Town Code as provided in this ordinance shall not affect any right which has accrued, any duty imposed, any violation that occurred prior to the effective date hereof, any prosecution commenced, nor any other action or proceeding as commenced under or by virtue of the provision amended. The amendment of any provision hereby shall not revive any provision or any ordinance previously repealed or superseded unless expressly stated herein. Section 6. All bylaws, orders, resolutions and ordinances, or parts thereof, inconsistent herewith are repealed to the extent only of such inconsistency. This repealer shall not be construed to revise any bylaw, order, resolution or ordinance, or part thereof, theretofore repealed. INTRODUCED, READ ON FIRST READING, APPROVED, AND ORDERED PUBLISHED ONCE IN FULL ON FIRST READING this 1St day of September, 2015 and a public hearing for second reading of this Ordinance set for the 15th day of September, 2015, in the Council Chambers of the Vail Municipal Building, Vail, Colorado. Andrew P. Daly, Mayor ATTEST: Patty McKenny, Town Clerk READ AND APPROVED ON SECOND READING AND ORDERED PUBLISHED this 15th day of September, 2015. Andrew P. Daly, Mayor ATTEST: Patty McKenny, Town Clerk Ordinance No. 11, Series of 2015 2 9/1/2015 TOWN OF VAIN VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: September 1, 2015 ITEM/TOPIC: Adjournment ( 6:40 p.m.) 9/1/2015