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HomeMy WebLinkAboutChamonix RFP 091807 REQUEST FOR PROPOSALS TOWN OF VAIL DEVELOPMENT OF MASTER LAND USE PLAN AND SITE SPECIFIC DEVELOPMENT ALTERNATIVES CHAMONIX PROPERTY PARCEL B, VAIL DAS SCHONE, TRACT D, FILING 1 AND WENDY’S PROPERTY PARCEL A, VAIL DAS SHONE, TRACT D, FILING 1 REQUESTED BY TOWN OF VAIL COMMUNITY DEVELOPMENT DEPARTMENT 75 S. FRONTAGE RD. VAIL, CO 81657 August 24, 2007 UPDATED SEPTEMBER 18, 2007 Background In October 2002, the Town of Vail acquired a 3.6-acre parcel of land in West Vail for $2.6 million. The site, once known as the Hud-Wirth property, and now called the Chamonix property, is located at 2310 Chamonix Road, legally described as Parcel B, Vail Das Shone, Filing No. 1 (See attached Vicinity Map, Attachment A). The site is zoned primary/secondary residential and is the largest remaining town-owned developable parcel in Vail. In approving acquisition of the land, the Vail Town Council identified a “fire station, employee housing and land-banking” as future public uses contemplated by the town. In July 2004, the Town of Vail engaged in master planning of the Chamonix Site, conducting neighborhood meetings, public hearings and generating a preferred development scenario (land use diagram) for the site which ultimately included a fire station, a residential development parcel for employee housing and passive recreation open space uses. The master plan was adopted into the Town’s Official Land Use Plan, via ordinance No. 17, Series 2005, by the Town of Vail Town Council on August 16, 2005. Although the Town has been actively pursuing creation of a West Vail fire station since acquisition of the Chamonix property nearly five years ago, no further actions have been taken by the Town to move forward with development of the site. In addition, the Town has recently entered into a contract to purchase the adjacent, 1.25 acre “Wendy’s” restaurant site (a.k.a. the “Wendy’s property”), located at 2399 North Frontage Road and legally described as Parcel A, Vail Das Shone, Filing No. 1. The Wendy’s property is zoned Commercial Core 3 (CC3). Both the Chamonix property and Wendy’s property are somewhat encumbered by steep slopes (greater than 40%), rendering relatively small but contiguous portions of both sites undevelopable under current Town of Vail Hazard Regulations. Relocating the proposed West Vail fire station from the Chamonix property to the Wendy’s property is considered a better option because it would improve the Fire Department’s ability to maneuver its equipment, positions the station further away from adjacent residential neighborhoods and provides improved ingress and egress. Development of the fire station on the Wendy’s site also preserves the majority of the adjacent Chamonix property for residential and potential mixed use development. Purpose The purpose of developing a new master plan for the Chamonix Site is to accommodate the Town Council’s desire to site a fire station in West Vail and to identify and evaluate improved development opportunities now apparent on the combined properties. Master planning these sites will also identify additional municipal, recreational and/or mixed uses that will maximize community benefit while complementing characteristics of the existing area in an innovative manner. Therefore, in addition to the fire station, the analysis should be inclusive to the possibility of medium to high density (+18 units/acre) residential “For Sale” and “For Rent” employee housing units (EHUs), passive and/or active recreational uses, as well as, commercial, live/work and/or mixed-uses. In addition, the analysis should include additional public facilities or co-uses and/or amenities such as Town offices, police and/or ambulance district substation facilities, and 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 opportunities to integrate fire station/municipal uses and site design with residential uses; To identify, rank and prioritize opportunities for public and private partnerships relative to development viability and efficiency; 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. Next Step The next step is to master plan the combined properties (the “Chamonix Site”), which is the purpose of this RFP. The Town of Vail desires to hire the services of a planning team to work with the Town of Vail and its constituencies to develop a master plan and site plan alternatives for the Chamonix Site with master planning and site design work to be completed during 2007 and into 2008. The design team assembled should be highly qualified and shall include expertise in the areas of: Land planning, site analysis and layout; Landscape architecture; Architectural massing and spatial analysis, municipal, residential and commercial space programming, construction cost estimating, and pro-forma development, and; Facilitation of public review processes. Anticipated Review Process The anticipated development review process will generally consist of the following anticipated steps: Conducting neighborhood meetings and public scoping to reintroduce project, present project goals and opportunities and identify current community wants, needs, benefits, expectations, concerns, etc.; Conducting work sessions and public hearings with the Town of Vail Planning and Environmental Commission, as well as the Town of Vail Design Review Board to reintroduce the project, review the previously adopted master plan and consider current conditions and/or potential land uses in an effort to develop master plan and site design parameters. Presenting project parameters to Vail Town Council for approval and/or modification prior to proceeding with development of alternative master plan and development scenarios; Conducting 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; Conducting 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. Additional Information Soils tests are being conducted simultaneously and will be provided to the planning team, along with survey information, previous master plan/site planning studies and preliminary fire station/municipal facilities programming parameters. Scope of Work The planning team’s proposal should include a detailed breakdown of all general and specific tasks and products required to complete the work. The following is a brief outline of the desired minimum tasks requested with the anticipated products and services expected: Review previously adopted master plan for the Chamonix property in order to verify and refine programmatic requirements for each proposed use. As well, the team should study new site opportunities and constraints relative to access, grade, and surrounding land uses for the combined Chamonix Site. Work in conjunction with town staff to conduct an internal stakeholder meeting 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. Work in conjunction with a citizen-Council-staff committee to conduct a public scoping process, using no more than 3 neighborhood/community meetings, to reintroduce the project and to review the previously adopted master plan. As well, the team will work with committee members to present project goals and opportunities and identify current community wants, needs, benefits, expectations, concerns, etc. Assist town staff in conducting a work session with the Town of Vail Planning and Environmental Commission and Design Review Board to reintroduce the project, review the previously adopted master plan and consider current conditions and/or potential land uses in addition to the West Vail Fire station. Develop project parameters using key themes identified during the public meetings and work sessions. Assist town staff in presenting project parameters to Vail Town Council for approval and/or modification prior to proceeding with development of alternative master plan and development scenarios. Using project parameters, identify and evaluate multiple site configurations for the West Vail Fire Station (approximately 18,000 sq. ft. total) using design specifications provided by the Town of Vail following a scoping meeting with representatives from the Vail Fire & Emergency Services Department. At least one of the configurations should include the ability for additional development on the remainder of the site. The designs should 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). 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. Assist town staff in conducting public hearings to present alternative site designs to the Town of Vail Planning and Environmental Commission and the Town of Vail Town Council, allowing for PEC recommendation to the Town Council and requesting direction from the Town Council on top 3 preferred alternatives. This step will also include seeking direction from the Council with regard to preferences and any additional or refined project parameters. Using refined project parameters, further develop 3 alternatives for master planning and development of the site, to 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 should provide preliminary (conceptual) cost estimates, phasing plans/timelines and pro-formas for each alternative examined. Each alternative should be presented with associated visuals, phasing plans and pro formas. At least one of the approaches, assuming it meets the project parameters, should include a public-private partnership scenario that attempts to fund construction of the fire station and employee housing with minimal to no public funding. Assist town staff in conducting a neighborhood meeting to present the 3 alternatives, collect and document public comments, and identify a preferred alternative. 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. Assist town staff in conducting a public hearing to present the 3 alternatives to Vail Town Council, plus a summary of comments and preferences from the neighborhood meeting as well as any recommendation from the PEC on the preferred alternative. Receive direction from Town Council on a preferred alternative. Using preferred alternative, complete draft master plan document, incorporating input and direction from the public, PEC, DRB and Vail Town Council. Coordinate hand-off to designated planner in 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. Schedule The following is a general schedule for the project: August 24, 2007 Issuance of RFP September 28, 2007 (Noon) Proposals due to Town of Vail October 4-5, 2007 Interviews Conducted with Finalists October 11-12, 2007 Follow-up Interviews Conducted October 17, 2007 Award of contract October 17, 2007 Begin work TBD Neighborhood meeting(s) TBD PEC and DRB meetings(s) November 20, 2007 Council consideration of project parameters TBD Neighborhood preferences meeting TBD PEC and DRB preferences meetings(s) February 5, 2008 Council selection of preferred alternative March 28, 2008 Master Plan/Site design work complete Submittal Requirements Respondents are requested to submit the following information: Cover Letter Identify team members and backgrounds State roles of each member and provide a team organization chart Highlight strengths of team Qualifications and Experience Describe team’s expertise as it pertains to: The delivery of a land use master plan; The delivery of site specific design and development alternatives and associated cost estimates, phasing plans/timelines, and pro formas; The delivery of emergency services and municipal facilities designs; The delivery of sustainable (green building) and/or certified designs for residential and commercial projects. Provide examples of previous experience with verification contact information Schedule Acknowledge ability to meet or exceed the schedule identified above and provide a specific timetable for each step identified in the scope of work Project Budget Provide hourly billing rate for each team member Provide a detailed fee proposal for the work broken down by tasks described above The team shall also provide any additional services deemed necessary for achieving the goal of this work Provide a detailed reimbursable schedule Submittal of Qualifications Address all questions and submittals (12 sets) to the attention of: Scot Hunn Community Development Department Town of Vail 75 S. Frontage Rd. Vail, CO 81657 Phone: (970) 477-3551 Fax: (970) 479-2452 Email: shunn@vailgov.com The deadline for submittals is 12 Noon September 28, 2007 (Respondents should be available for interview on Thursday and Friday, October 4th and 5th, 2007. General Conditions Limitations and Award This RFP does not commit the Town of Vail to award or contract, nor to pay any costs incurred, in the preparation and submission of proposals in anticipation of a contract. The Town of Vail reserves the right to reject all or any submittal received as a result of this request, to negotiate with all qualified sources, or to cancel all or part of the RFP. After a priority listing of the final firms is established, the Town of Vail will negotiate a contract with the first priority firm. If negotiations cannot be successfully completed with the first priority firm, negotiations will be formally terminated and will be initiated with the second most qualified firm and, likewise, with the remaining firms. Selection Initial evaluation will be based upon the qualifications of the applicant. The Town of Vail reserves the right to not interview, and to make final consultant selection based upon the qualification statements and cost estimate. Equal Employment Opportunity The selected consultant team will not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. Contract Phasing Proposed tasks within this RFP may be eliminated or expanded by the Town of Vail at any time due to the progression and sequencing of the scope of work. Attachment A 3