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HomeMy WebLinkAboutRFP - 32985 P1083 FEASIBILITY ANALYSIS FOR DOWNTOWN AMPHITHEATERSPECIFICATIONS AND CONTRACT DOCUMENTS Description of RFP P1083 Feasibility Analysis for Downtown Amphitheater OPENING DATE 3 00 P M (Our Clock) October 9 2007 To all prospective bidders under the specifications and contract documents described above the following changes are hereby made QUESTIONS AND ANSWERS QUESTION 1 Who son the Selection Committee? ANSWER CSU representatives symphony representatives PSD representatives DDA City and Beet Street QUESTION 2 Are we open to public private partnerships having related complimentary private development associated with the protect? ANSWER Yes Definitely QUESTION 3 Is this project affiliated with the Bohemian protect? ANSWER No but Bohemian is fully briefed on our plans and we are fully briefed on its plans Please contact John D Stephen CPPO CPPB Senior Buyer at (970) 221 6777 with any questions regarding this addendum RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM HAS BEEN RECEIVED 215 North Mason Street 2 ' Floor P 0 Box 580 Fort Collars CO 80522 0580 (970) 221 6775 Fax (970) 221 6707 eew fee,, ram The Consultant will be expected to attend 8 city and DDA board meetings for review of the project Attend one Conceptual Review and one Administrative Review meeting These projects are subject to the City s development process at the Administrative Level VI DESIGN STANDARDS The City s current standards for development review engineering storm water utility work and building permits will apply to this project VII FINAL DESIGN AND CONSTRUCTION DOCUMENTS For this proposal process the Consultant is to estimate construction administration services based on the following Pre bid process Consultant Team Contact Administration assistance and inspection Consultant Team The Consultant will provide a set of Mylars and a CD to the contractor for preparation of the as built record drawing set for the completed project Additional detail will be provided at the time the decision is made to proceed with construction Vlll CONSTRUCTION PLANS —City approval, Quality of Work The Consultant shall be responsible for the professionalism and technical accuracy and coordination of all services such as designs drawings specifications costs estimates and other work or materials furnished to the City by the Consultant under this contract The project submitted by the Consultant shall represent the best architectural and engineering solutions possible for the scope of work in the contract All work must be in accordance with the current criteria guides and specifications listed in the scope and shall be in accordance with the best engineering practices Workmanship shall be neat with all lines and lettering of uniform weight and clarity for complete legibility and satisfactory reproduction Any computer disks submitted must be scanned for viruses using a commercial virus scanning program All elements of submittals shall be checked by the Consultant and such check shall be made by persons other than those preparing the material and by professional personnel trained in that specific discipline Error and deficiencies shall be corrected by the Consultant at no additional charge to the City IX FEES These services will be awarded based on a Not to -Exceed Time and Reimbursable Direct Cost Basis Agreement The Consultant will provide as part of its proposal a rough order of magnitude estimate of site analysis feasibility fees and design fees based upon the services described in this proposal Upon the selection of the Consultant the final fee will be negotiated with input form the Consultant based upon how they foresee the overall project X SCHEDULE Advertise August 28 2007 Proposals due September 25 2007 Short List by October 4 2007 Interviews week of October 22 2007 XI EVALUATION AND ASSESSMENT OF PROPOSAL An evaluation committee shall rank the interested firms based on their written proposals using the ranking system set forth below Firms shall be evaluated on the following criteria The ranking scale shall be from 1 to 5 with 1 being a poor rating and 5 an outstanding rating Recommended weighting factors for the criteria are listed adjacent to the qualification Weighting Factor Qualification Standard Does the proposal show an 20 Scope of Proposal understanding of the project objective methodology to be used and results that are desired from the project? Do the persons who will be working on 20 Assigned Personnel the project have the necessary skills? Are sufficient people of the requisite skills assigned to the project? Can the work be completed in the 1 0 Availability necessary time? Can the target start and completion dates be met? Are other qualified personnel available to assist in meeting the project schedule if required? Is the project team available to attend meetings as required by the Scope of Work? Is the firm interested and are they 10 Motivation capable of doing the work in the required time frame? Do the proposed cost and work hours compare favorably with the project 20 Cost and Work Hours Managers estimate? Are the work hours presented reasonable for the effort required in each project task or phase? Does the firm have the support 20 Firm Capability capabilities the assigned personnel require? Has the firm done previous projects of this type and scope? XII Reference Evaluation (Top -ranked firms) The Project Manager will check references using the following criteria The evaluation rankings will be labeled Satisfactory / Unsatisfactory QUALIFICATION Overall Performance Timetable Completeness Budget STANDARD Would you hire this Professional again? Did they show the skills required by this protect? Was the original Scope of Work completed within the specified time? Were interim deadlines met in a timely manner? Was the Professional responsive to client needs did the Professional anticipate problems? Were problems solved quickly and effectively? Was the original Scope of Work completed within the project budget? Job Knowledge a) If a study did it meet the Scope of work? b) If Professional administered a construction contract was the project functional upon completion and did it operate properly? Were problems corrected quickly and effectively PROFESSIONAL SERVICES AGREEMENT THIS AGREEMENT made and entered into the day and year set forth below by and between THE CITY OF FORT COLLINS COLORADO a Municipal Corporation hereinafter referred to as the City and [insert either a corporation a partnership or an individual doing business as WITNESSETH hereinafter referred to as Professional In consideration of the mutual covenants and obligations herein expressed it is agreed by and between the parties hereto as follows 1 Scope of Services The Professional agrees to provide services in accordance with the scope of services attached hereto as Exhibit A consisting of ( ) pages and incorporated herein by this reference 2 The Work Schedule [Optional] The services to be performed pursuant to this Agreement shall be performed in accordance with the Work Schedule attached hereto as Exhibit B consisting of ( ) pages and incorporated herein by this reference 3 Contract Period This Agreement shall commence 200 and shall continue in full force and effect until 200 unless sooner terminated as herein provided In addition at the option of the City the Agreement may be extended for additional one year periods not to exceed four (4) additional one year periods Renewals and pricing changes shall be negotiated by and agreed to by both parties The Denver Boulder Greeley CPIU published by the Colorado State Planning and Budget Office will be used as a guide Written notice of renewal shall be provided to the Service Provider and mailed no later than ninety (90) days prior to contract end 4 Early Termination by City Notwithstanding the time periods contained herein the City may terminate this Agreement at any time without cause by providing written notice of termination to the Professional Such notice shall be delivered at least fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed in writing by the parties All notices provided under this Agreement shall be effective when mailed postage prepaid and sent to the following addresses With Copy to City of Fort Collins Purchasing PO Box 580 Fort Collins CO 80522 In the event of any such early termination by the City the Professional shall be paid for services rendered prior to the date of termination subject only to the satisfactory performance of the Professionals obligations under this Agreement Such payment shall be the Professional s sole right and remedy for such termination 5 Design Proiect Indemnity and Insurance Responsibility The Professional shall be responsible for the professional quality technical accuracy timely completion and the coordination of all services rendered by the Professional including but not limited to designs plans reports specifications and drawings and shall without additional compensation promptly remedy and correct any errors omissions or other deficiencies The Professional shall indemnify save and hold harmless the City its officers and employees in accordance with Colorado law from all damages whatsoever claimed by third parties against the City and for the Citys costs and reasonable attorneys fees arising directly or indirectly out of the Professionals performance of any of the services furnished under this Agreement The Professional shall maintain commercial general liability insurance in the amount of $500 000 combined single limits and errors and omissions insurance in the amount of $ 6 Compensation (Use this paragraph or Option 1 below] In consideration of the services to be performed pursuant to this Agreement the City agrees to pay Professional a fixed fee in the amount of ($ ) plus reimbursable direct costs All such fees and costs shall not exceed ($ ) Monthly partial payments based upon the Professionals billings and itemized statements are permissible The amounts of all such partial payments shall be based upon the Professionals City -verified progress in completing the services to be performed pursuant hereto and upon the City approval of the Professionals actual reimbursable expenses [Optional] Insert Subcontractor ClauseFinal payment shall be made following acceptance of the work by the City Upon final payment all designs plans reports specifications drawings and other services rendered by the Professional shall become the sole property of the City 6 Compensation [Option 11 In consideration of the services to be performed pursuant to this Agreement the City agrees to pay Professional on a time and reimbursable direct cost basis according to the following schedule Hourly billing rates Reimbursable direct costs with maximum compensation (for both Professionals time and reimbursable direct costs) not to exceed ($ ) Monthly partial payments based upon the Professionals billings and itemized statements of reimbursable direct costs are permissible The amounts of all such partial payments shall be based upon the Professionals City -verified progress in completing the services to be performed pursuant hereto and upon the Citys approval of the Professionals reimbursable direct costs Final payment shall be made following acceptance of the work by the City Upon final payment all designs plans reports specifications drawings and other services rendered by the Professional shall become the sole property of the City 7 City Representative The City will designate prior to commencement of work its protect representative who shall make within the scope of his or her authority all necessary and proper decisions with reference to the protect All requests for contract interpretations change orders and other clarification or instruction shall be directed to the City Representative 8 Proiect Drawings [Optional]Upon conclusion of the protect and before final payment the Professional shall provide the City with reproducible drawings of the protect containing accurate information on the protect as constructed Drawings shall be of archival prepared on stable mylar base material using a non fading process to provide for long storage and high quality reproduction CD disc of the as -built drawings shall also be submitted to the owner in and AutoCAD version no older then the established city standard 9 Monthly Report Commencing thirty (30) days after the date of execution of this Agreement and every thirty (30) days thereafter Professional is required to provide the City Representative with a written report of the status of the work with respect to the Scope of Services Work Schedule and other material information Failure to provide any required monthly report may at the option of the City suspend the processing of any partial payment request 10 Independent Contractor The services to be performed by Professional are those of an independent contractor and not of an employee of the City of Fort Collins The City shall not be responsible for withholding any portion of Professionals compensation hereunder for the payment of FICA Workers Compensation other taxes or benefits or for any other purpose 11 Personal Services It is understood that the City enters into this Agreement based on the special abilities of the Professional and that this Agreement shall be considered as an agreement for personal services Accordingly the Professional shall neither assign any responsibilities nor delegate any duties arising under this Agreement without the prior written consent of the City 12 Acceptance Not Waiver The Citys approval of drawings designs plans specifications reports and incidental work or materials furnished hereunder shall not in any way relieve the Professional of responsibility for the quality or technical accuracy of the work The Citys approval or acceptance of or payment for any of the services shall not be construed to operate as a waiver of any rights or benefits provided to the City under this Agreement 13 Default Each and every term and condition hereof shall be deemed to be a material element of this Agreement In the event either party should fail or refuse to perform according to the terms of this agreement such party may be declared in default 14 Remedies In the event a party has been declared in default such defaulting party shall be allowed a period of ten (10) days within which to cure said default In the event the default remains uncorrected the party declaring default may elect to (a) terminate the Agreement and seek damages (b) treat the Agreement as continuing and require specific performance or (c) avail himself of any other remedy at law or equity If the non defaulting party commences legal or equitable actions against the defaulting party the defaulting party shall be liable to the non -defaulting party for the non defaulting partys reasonable attorney fees and costs incurred because of the default 15 Binding Effect This writing together with the exhibits hereto constitutes the entire agreement between the parties and shall be binding upon said parties their officers employees agents and assigns and shall inure to the benefit of the respective survivors heirs personal representatives successors and assigns of said parties 16 Law/Severability The laws of the State of Colorado shall govern the construction interpretation execution and enforcement of this Agreement In the event any provision of this Agreement shall be held invalid or unenforceable by any court of competent jurisdiction such holding shall not invalidate or render unenforceable any other provision of this Agreement 17 Prohibition Against Employing Illegal Aliens This paragraph shall apply to all Contractors whose performance of work under this Agreement does not involve the delivery of a specific end product other than reports that are merely incidental to the performance of said work Pursuant to Section 8 17 5 101 C R S et seq Contractor represents and agrees that a As of the date of this Agreement 1 Contractor does not knowingly employ or contract with an illegal alien and 2 Contractor has participated or attempted to participate in the basic pilot employment verification program created in Public Law 208 104th Congress as amended and expanded in Public Law 156 108th Congress as amended administered by the United States Department of Homeland Security (the Basic Pilot Program ) in order to confirm the employment eligibility of all newly hired employees b Contractor shall not knowingly employ or contract with an illegal alien to perform work under this Agreement or knowingly enter into a contract with a subcontractor that knowingly employs or contracts with an illegal alien to perform work under this Agreement c Contractor shall continue to apply to participate in the Basic Pilot Program and shall in writing verify same every three (3) calendar months thereafter until Contractor is accepted or the public contract for services has been completed whichever is earlier The requirements of this section shall not be required or effective if the Basic Pilot Program is discontinued d Contractor is prohibited from using Basic Pilot Program procedures to undertake pre -employment screening of job applicants while this Agreement is being performed e If Contractor obtains actual knowledge that a subcontractor performing work under this Agreement knowingly employs or contracts with an illegal alien Contractor shall 1 Notify such subcontractor and the City within three days that Contractor has actual knowledge that the subcontractor is employing or contracting with an illegal alien and 2 Terminate the subcontract with the subcontractor if within three days of receiving the notice required pursuant to this section the subcontractor does not cease employing or contracting with the illegal alien except that Contractor shall not terminate the contract with the subcontractor if during such three days the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an illegal alien f Contractor shall comply with any reasonable request by the Colorado Department of Labor and Employment (the Department ) made in the course of an investigation that the Department undertakes or is undertaking pursuant to the authority established in Subsection 8 17 5 102 (5) C R S g If Contractor violates any provision of this Agreement pertaining to the duties imposed by Subsection 8 17 5 102 C R S the City may terminate this Agreement If this Agreement is so terminated Contractor shall be liable for actual and consequential damages to the City arising out of Contractors violation of Subsection 8-17 5-102 CRS h The City will notify the Office of the Secretary of State if Contractor violates this provision of this Agreement and the City terminates the Agreement for such breach 18 Special Provisions [Optional] Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit consisting of ( ) pages attached hereto and incorporated herein by this reference ADDENDUM No 2 (lii of fort ( ollll,- SPECIFICATIONS AND CONTRACT DOCUMENTS Description of RFP P1083 Feasibility Analysis for Downtown Amphitheater OPENING DATE 3 00 P M (Our Clock) October 9 2007 To all prospective bidders under the specifications and contract documents described above the following changes are hereby made Additional Design elements 1 Design needs to follow City of Ft Collins Design Standards located at http //www ci fort- collins co us /opserv/design standards php with emphasis on energy & water conservation 2 Very pedestrian friendly 3 Low profile but high impact Think of multi hued ribbons blowing horizontally forming the roof and the roof line (this is not a design suggestion but a concept for suggesting how low profile but high impact might be achieved) 4 Removable or retractable glazed exterior walls (to allow winter use of the facility) 5 Wide promenade around the perimeter of the seating areas 6 Meter-1 % meter gated wall around the promenade 7 5 000 seats to be under the roof 8 Seating to begin at grade and go down and/or berming Pitch steep enough to maximize sight lines for all seats and plenty of legroom Level of Design The design should be taken through 40 percent (not construction drawings but up to that point) Cost for this work must be included in your RFP Teams The owner expects teams to be assembled to address the elements of the RFP with the Architect as the lead team member Questions and Answers Question 1 Would you consider limiting the protect to a feasibility analysis and site selection with a separate RFP for design after a site is chosen? Answer No The RFP should be followed Question 2 Would you consider removing the pricing component from the RFP and negotiating with the selected team after a site has been selected? Answer No The RFP should be followed 215 North Mason Street 2 ' Floor PO Box 580 Fort Collins CO 80522 0580 (970) 221 6775 Fax (970) 221 6707 www lieos aom THE CITY OF FORT COLLINS COLORADO 1E James B O Neill II CPPO FNIGP Director of Purchasing & Risk Management DATE ATTEST City Clerk APPROVED AS TO FORM Assistant City Attorney [Insert Professionals name] or [Insert Partnership Name] or [Insert individuals name] or Doing business as [insert name of business] Title CORPORATE PRESIDENT OR VICE PRESIDENT Date ATTEST Corporate Secretary (Corporate Seal) Question 3 Does parking need to be included in the feasibility? Answer Parking should be considered an element in site selection A site without parking will require it A site with parking will not require it or will not require as much Question 4 How far are we to go with design? Answer 40 percent design -we need to know what the building will look like and what it will cost to build which means at the end of the day we need to know mechanical engineering acoustical lighting numbers Question 5 The design criteria are fuzzy -green yet stunning in design low- profile but high - impact How does this get done? Answer It up to the designers to come up with something that accomplishes this Question 6 Do you have the budget for this and what does it cover? Is this low bid driven? Answer We have the budget at least by our own estimate it covers through 40 percent design and it is not low bid driven This is a request for proposal and selection will be based on number XI EVALUATION AND ASSESSMENT OF PROPOSAL found in the proposal A website for Chautauqua Institution is found at www ciweb orq (home page) and their program themes for 2008 are located at http Hwww ciweb orq/theme weeks2008 html Please contact John D Stephen CPPO CPPB Senior Buyer at (970) 221-6777 with any questions regarding this addendum RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM HAS BEEN RECEIVED ADDENDUM No 1 t It of 1(011 Collins MONOANNENNSWNNW® SPECIFICATIONS AND CONTRACT DOCUMENTS Description of RFP P1083 Feasibility Analysis for Downtown Amphitheater OPENING DATE 3 00 P M (Our Clock) October 9 2007 To all prospective bidders under the specifications and contract documents described above the following changes are hereby made CHANGE Proposals due by 3 00 P M (Our Clock) October 9 2007 Short List by October 19 2007 Interviews week of November 5 2007 Please contact John D Stephen CPPO CPPB Senior Buyer at (970) 221 6777 with any questions regarding this addendum RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM HAS BEEN RECEIVED 215 North Mason Street 2 " Floor P 0 Box 580 Fort Collins CO 80522-0580 (970) 221 6775 Fax (970) 221 6707 ww w keox tom REQUEST FOR PROPOSAL P1083 Feasibility Analysis for Downtown Amphitheater ( ttv 01 l cart ( ollin" The Fort Collins Downtown Development Authority is soliciting proposals from qualified consultants to A) conduct a concept feasibility analysis B) a site analysis and C) for design and project management services for a 5 000+ seat downtown amphitheater The consulting team will provide all necessary services to determine the feasibility of the amphitheater how to best maximize cashflow determine what subsidies if any will be necessary to develop a detailed financial analysis for the ongoing operation of the facility to do a site analysis that is blended into the concept feasibility analysis and to design the amphitheater The selected team or the relevant members thereof will also provide construction documents for bidding by the City and construction management services in cooperation with the Clty/DDA management team at such time as the project actually goes forward Written proposals five (5) will be received at the City of Fort Collins Purchasing Division 215 North Mason St 2nd floor Fort Collins Colorado 80524 Proposals will be received before 3 00 p m (our clock) September 25 2007 Proposal No P1083 If delivered they are to be sent to 215 North Mason Street 2nd Floor Fort Collins Colorado 80524 If mailed the address is P O Box 580 Fort Collins 80522 0580 Questions concerning the scope of the project should be directed to Chip Steiner Executive Director of the Downtown Development Authority 970 484-2020 cell phone at 970-420 0537 or e-mail at steinco djru com Questions regarding proposals submittal or process should be directed to John Stephen CPPO CPPB Senior Buyer (970) 221-6775 or E mail Istephen(o)fcgov com A pre proposal meeting will be held September 5 2007 at 10 00 a m at 215 N Mason Community Room A copy of the Proposal may be obtained as follows Download the Proposal/Bid from the BuySpeed Webpage https //secure2 fcgov com/bso/login isp Come by Purchasing at 215 North Mason St 2nd floor Fort Collins and request a copy of the Bid Sales Prohibited/Conflict of Interest No officer employee or member of City Council shall have a financial interest in the sale to the City of any real or personal property equipment material supplies or services where such officer or employee exercises directly or indirectly any decision making authority concerning such sale or any supervisory authority over the services to be rendered This rule also applies to subcontracts with the City Soliciting or accepting any gift gratuity favor entertainment kickback or any items of monetary value from any person who has or is seeking to do business with the City of Fort Collins is prohibited 215 North Mason Street 2 ' Floor P 0 Box 580 Fort Collins CO 80522 0580 (970) 221 6775 Fax (970) 221 6707 "NNW tC20N Loin Collusive or sham proposals Any proposal deemed to be collusive or a sham proposal will be rejected and reported to authorities as such Your authorized signature of this proposal assures that such proposal is genuine and is not a collusive or sham proposal The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalities Sincerely James B O Neill II CPPO FNIGP Director of Purchasing & Risk Management PROJECT DESCRIPTION I GENERAL The Fort Collins Downtown Development Authority request proposals for financial feasibility site analysis design and contract administration for the development of a 5 000 seat+ downtown amphitheater that will include an orchestra pit preferably rectractable (sinking with under -stage access) The consulting team will provide all necessary services to develop a feasibility model to maximize cashflow an operations and maintenance cost schedule a subsidies schedule if necessary conduct a site analysis with the assistance of DDA staff a design for the amphitheater according to the provisions of this scope of work and to assist in the management of the construction contract at such time as construction goes forward (construction may not commence immediately or ever) In general terms this scope consists of preparing protect feasibility site analysis and operations/maintenance schedule design development plans and construction documentation for bidding by the City of the construction of the amphitheater and contract administration The Consultant will assist City and DDA staff during the public process that is a part of the design process The Consultant will assist City and DDA staff with administration services during construction It is the intent of this scope of work to give prospective consultants the needed information to prepare a proposal for design services The director of the Downtown Development Authority will be available to answer questions during the proposal process PROJECT DESCRIPTION The DDA anticipates beginning construction of a 5 000-seat+ amphitheater sometime in the next 24 36 months Funding for financial feasibility site analysis and design has been obtained and appropriated into the DDA s budget The amphitheater is intended to serve as a town square or town Hall and the home base for the Beet Street cultural program (additional information about Beet Street can be found at www downtownfortcollins org) but the facility is to be available for almost all other potential users as well including the Fort Collins symphony orchestra III PROJECT FUNDING Funding for the elements of this protect outlined in this RFP will be provided primarily through DDA resources Funds have been appropriated and are available IV SCOPE OF WORK The Consultant shall perform or coordinate the following activities as part of the contractual obligation for this protect A SITE ANALYSIS 1 The amphitheater must be built in the Fort Collins central business district 2 The amphitheater must be easily reached by foot from the intersection of College and Mountain and from nearby residential neighborhoods 3 The analysis should consider public and private land 4 The analysis should consider locations relative to available parking 5 The footprint for the amphitheater must be at around 250 x 280 depending on final design B FINANCIAL FEASIBILITY Analyze the local and regional market demand for the amphitheater taking into consideration Beet Street s future plans for 24 week-long nationally marketed themed programs Analysis should include impact of preferred sites selected included land costs demolition costs parking requirements Analyze potential usage to maximize cashflow Develop five year pro forma based on estimated revenues and expenses This analysis should also include best practices comparisons to two to three similar facilities Identify and discuss legal and other considerations Develop a cost benefit analysis with and without debt service Recommend a finance strategy that effectively leverages public finance tools available to the DDA and City C DESIGN (Note teams responding to the RFP are encouraged to look at the amphitheater at the Chautauqua Institute in Western New York) 1 Prepare base drawings from field surveys showing existing control elevations property corners vegetation utilities and any other pertinent information 2 Prepare a preliminary plan reflecting all available information and design constraints The plan shall present alternative design solutions and will serve as a review document for the DDA 3 Present the preliminary plan to the City s Conceptual Review Team which will include DDA representation and to the Downtown Development Authority Board of Directors Follow up on various departmental comments and address all concerns in the final plan 4 Coordinate with any agencies outside of the city as necessary but especially with Larimer County The consultant shall be responsible for informing gathering information from and responding to all groups and agencies associated with the project 5 Attend and assist with public meetings The consultant will also be required to participate in City and DDA board and commission hearings 6 Attend review meetings with appropriate city staff including Parks and Recreation Planning Engineering and Utility departments with regard to the amphitheater In addition attend any necessary individual meetings with the other City departments 7 Prepare preliminary construction cost estimates as the project moves through the master plan and final design process City staff will continually review the proposed budget with particular attention at the 50% and 90% design levels 8 Consultant shall meet or be in contact with the project manager and DDA executive director on a regular basis throughout the design phase 9 Upon conclusion of the design development phase the Consultant will prepare construction documentation final cost estimates and specifications for the project reflecting all the input obtained from the planning process Any options or questions explored during the preliminary phase will be resolved between the City and the Consultant before proceeding to final design Cost estimate will be used in budgeting for amphitheater construction 10 Submit ten sets of construction documentation to the City for approval 11 All drawing shall be generated on AutoCAD and provided electronically to the City AutoCAD shall be on the latest release AutoCAD 2004 One set of final original CAD generated drawings on mylar shall be provided to the City 12 Prepare a rendered Master Plan of the amphitheater The Master Plan shall be mounted and framed for hanging and shall become the property of the City V MEETINGS AND PUBLIC PROCESS Coordination and review by city and DDA staff will be required throughout the protect As design progresses review by other City Departments will be necessary The Consultant will be expected to participate in these reviews Meetings It is anticipated that the following meetings will be required at a minimum for this protect Initial Coordination Meeting At this meeting the Consultant will be expected to provide a detailed schedule of the design process including the work of any sub consultants identifying important milestones in the process and target dates for these milestones Progress Meetings Progress meetings will be held every two weeks during the course of the project Meetings may be more frequent at times if need be Utility Coordination At least four meetings are anticipated to coordinate with affected utility companies Prior to meeting with utilities the City will assist the Consultant in collecting comments from utilities through the existing utility coordination process Public meetings The City anticipates there will be four public meetings These will be in the form of neighborhood meetings using affected property owner and business owner lists generated by the City and DDA The City and DDA will be responsible for leading the public involvement program with the support of the Consultant The Consultant will be responsible for development of renderings for the public meetings