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HomeMy WebLinkAbout1988-08-16 Support Documentation Town Council Work Session Reminder: News Conference begins at 1:30 p.m. in the Council Chambers. VAIL TOWN COUNCIL WORK SESSION TUESDAY, AUGUST 16, 1988 2:00 p.m. AGENDA 1. Eagle County Crimestoppers Presentation 2. Parking and Transportation Task Force Presentation 3. Review of Agreements for the Construction of the Betty Ford Alpine Garden 4. Discussion of Ski Museum Relocation Proposal 5. Information Update 6. Other Reminder: News Conference begins at 1:30 p.m. in the Council Chambers. VAIL TOWN COUNCIL WORK SESSION TUESDAY, AUGUST 16, 1988 2:00 p.m. EXPANDED AGENDA 2:00 1. Eagle County Crimestoppers Presentation Jeff Beavers Action Requested of Council: Receive presentation and make comments. Background Rationale: A representative of the Eagle County Crimestoppers Program, Jeff Beavers, would like to update the Town Council as to the activities and focus of the Crimestoppers concept in Eagle County. 2:10 2. Parking and Transportation Task Force Presentation Action Requested of Council: Discuss the Task Force recommendations and approve/deny. Background Rationale: The Task Force has met two times this summer and has approved short and long range parking recommendations (enclosed). 2:55 3. Review of Agreements for the Construction of the Betty Ford Kristan Pritz Alpine Garden Action Requested of Council: Approve/deny the agreements. Background Rationale: The staff has prepared the following agreements in order to allow for the construction of the Betty Ford Alpine Garden: 1) A lease agreement between the Town of Vail and Alpine Garden. 2) An addendum to the agreement between the Town of Vail and Vail Valley Foundation for the Amphitheater which adjusts the licensed premise to exclude the Alpine Gardens area. Staff Recommendation: Approve the agreements. 3:10 4. Discussion of Ski Museum Relocation Proposal Ron Phillips Michelle Cahill Action Requested of Council: Give direction to staff on Steve Barwick relocation alternative(s) to pursue. Background Rationale: Due to budget constraints, the Ski Museum will not be able to pay the additional $4,600 of annual condominium fees. Several possibilities for dealing with this situation are outlined in the memo included in Council's packet. 3:30 5. Information Update 3:35 6. Other REPORT FROM VAIL TRANSPORTATION AND PARKING TASK FORCE SHORT TERM PARKING RECOMMENDATIONS LONG TERM PARKING RECOMMENDATIONS AUGUST 1988 SHORT TERM PARKING ISSUES AND RECOMMENDATIONS ISSUE: ADDITIONAL "LANDING MATS" Analysis: The upper bench of Ford Park has approximately 235,000 square feet of space available that could be utilized for winter parking with the installation of steel landing mats. This area would provide space to park about 800 cars. The Town's prior source for the mats indicates he may be able to supply 170,000 square feet of landing mats this summer at a cost of $1.40 - $2.00 per square foot ($238,000 - $340,000). Temporary parking for 578 cars could be possible for the 1988-89 ski season. Pros• • Landing mats provide parking for a large number of cars at a cost substantially lower than building structured parking. • The Town has successfully utilized 40,000 square feet of landing mats for two previous ski seasons. Cons• • Landing mats provide only a temporary parking solution. • Landing mats are not designed to be repeatedly put down and taken up. A substantial number of pieces are damaged in the installation and removal process. • The landing mats have caused damage to the grass area of Ford Park both of the last two years. Overseeding has remedied the damaged area, but in the future, re-sodding may be required. • Installation and removal of 170,000 .square feet of landing mats would be a rather labor-intensive process requiring three weeks' time of the Public Works crew (Cost = $30,000). • The availability of the mats is uncertain. Because of the commodity nature of the mats, the Town's prior source cannot with certainty commit to delivery at a set price. The Town would need to move quickly to purchase if the mats became available. Town of Vail Staff Recommendation: • Do not purchase additional landing mats. • Utilize the existing landing mats (40,000 square feet) for the 1988-89 ski season. 1 Transportation and Parkirg Task Force Recommendation: Same as staff recommendation. ISSUE: FORD PARK PAVED PARKING/SNOW DUMP Analysis• Staff has investigated the feasibility of removing some of the existing berm between the snow dump and the Ford Park tennis court small parking lot and paving this area for parking. Approximately 200 additional permanent parking spaces could be created. Approximately one-third of the proposed parking area is located on Colorado Department of Highways right of way. CDOH has given their approval to the concept. A high pressure gas line presently exists under the berm and would need to be relocated. Preliminary cost estimate: Excavation and paving $135,000 Gas line relocation 30,000 Landscaping 20.000 $185,000 Pros• • Provides permanent winter parking lot for overflow parking. Snow dump area would continue to be used in winter and separated from the parking area. • Provides badly needed summer parking for Ford Park and Ford Amphithea7ter events. • Does not conflict with the Ford Park Master Plan. The parking area could be integrated into the parking area proposed in the Ford Park Master Plan. Cons• • None Town of Vail Staff Recommendation: • Construct proposed parking lot before the 1988-89 ski season and World Championships. Transportation and Parking Task Force Recommendation • Same as staff recommendation. 3 ISSUE: MOVING RENTAL CAR PARKING SPACES OUT OF THE VTRC Analysis: The Town currently leases office space and 60 parking spaces to Hertz and National rental car agencies in the Village Transportation Center. The Town currently receives $54,000 annually from the rental car agencies for use of the spaces. If the rental cars were moved to another location and the 60 spaces opened up for public parking, the Town would realize an estimated $36,000 annual revenues from parking fees (average $600 per space per year x 60 spaces = $36,000). Pros: • Free up 60 parking spaces for public parking in the heavily- used Village Transportation Center. Cons• • Results in $20,000 decreased annual revenues. • Increases traffic congestion and parking problems in6 other areas. The rental car agencies would need to find other parking. The LionsHead Parking Structure could be utilized for such purpose if the parking gate system was retrofitted at a cost of $2,000. • Rental cars would need to be "shuttled" back to the VTRC and utilize loading zones that are currently overcrowded. • The VTRC has been extremely successful because it functions as a "one step" transportation center. Buses, taxis, shuttles, and rental cars are all based out of the VTRC. Moving the rental car functions out of the VTRC would make transportation less "user-friendly" for the guest. Town of Vail Staff Recommendation: • Leave rental car agencies in the Village Transportation Center. Transportation and Parking Task Force Recommendation: • Make the following proposal to the rental car agencies for the next lease period (beginning January 1, 1989): a, Change term of lease to coincide with ski season dates. b. Offer lease of existing office space in the Village Transportation Center and use of parking spaces in the LionsHead Transportation Center at current rates. 4 c. Town staff will evaluate alternative uses of the 60 rental car spaces in the Village Transportation and implement a public use of those spaces for the 89 season. 5 former Center 1988- ISSUE: PARKING RATE SCHEDULES 1987-1988 SCHEDULE TOWN OF VAIL PARKING PASSES, COUPONS AND RATES INFORMATION 1987-1988 SKI SEASON Daily Parking Fee Schedule Hours Cost 0 thru 1.5 hours $Free 1.5 thru 2 hours $1.00 2 thru 4 hours $3.00 4 thru 6 hours $4.00 6 thru 12 hours $5.00 12 thru 24 hours $6.00 Night Rate 6 P.M. to 3 A.M. $3.00 Premium (Gold) Parking Pass Premium season parking passes cost $425 plus $25 deposit. The premium pass is valid in both the Village and LionsHead parking structures at any time, no restrictions. Sales of the premium parking pass are limited to 100 at a first come, first serve basis. Limited (Blue) Parking Pass Limited season parking passes cost $200 plus $25 deposit. The limited pass is valid in the LionsHead structure at any time. The pass is valid in the Village structure on non-restricted days at any time and on restricted days from 3:00 P.M. to 6:00 A.M. Parking Coupons Parking coupons cost $40 for 30 coupons. The parking coupons are valid in the LionsHead structure at any time. The parking coupons are valid in the Village structure on non-restricted days at any time and on restricted days from 3:00 P.M. to 6:00 A.M. The parking coupons are available all season. Restricted Days The restricted days are all weekends (Saturday & Sunday) of the ski season. They are not valid until December 1, 1987. Not valid from December 26, 1987 thru January 2, 1988. No valid February 13, 14, and 15, 1988. ' 6 The above rates have been in effect since the 1985-86 ski season. 1988 ESTIMATED REVENUES Village Daily Parking LionsHead Daily Parking Parking Passes Parking Coupons $480,000 5298,000 $ 62,000 $ 60,000 $900,000 Parking Rate Options: - Increase all rates $1.00. Generates approximately $242,000 additional revenue annually. - Eliminate current 0-1-1/2 hours free parking and charge $1.00. Generates approximately $150,000 additional revenue annually. - Expansion of the Village Parking Structure with 400 additional parking spaces could generate .approximately $70,000 of additional annual revenue. This estimate is based on overall (both structures) increase of 9% Although parking in the VTRC would increase drastically, it is probable that LHTRC revenue would decrease as those vehicles are, in essence, shifted into the Village Parking Structure. Town of Vail Staff Recommendations: - Raise parking rates $1.00 across the board and expand VTRC parking by 400 spaces. These actions could be anticipated to generate $312,000 additional annual revenue: - Raise all fees $1.00 = $242,000 (based on 258,200 paid transactions 1987-88 less 6% because of fee increase) - Increased revenue due to expansion = $70,000 - Do not changed 1/2 hours free parking period. 7 S Transportation and Parking Task Force Recommendations: - Change daily parking rate schedule for 1988-89 as follows: Hours Cost 0 thru 1.5 hours Free 1.5 thru 2 hours $1.00 2 thru 4 hours $3.00 4 thru 12 hours $5.00 12 thru 24 hours $7.00 Night rates 6:00 P.M. - 3:00 A.M. $3.00 - Change cost of Premium Parking Pass from $425 plus $25 deposit to $475 plus $25 deposit. The Task Force felt that the above changes would simplify the parking rate system, making it easier for the guest to understand. The above changes will result in increased revenues of approximately $75,000. ` 8 a y ISSUE: LANDING MAT PARKING FEE Analysis: Town parking coupons currently cost $1.33 per use. Therefore, the most the Town could reasonably charge for parking on the Landing Mats would be $1.00. 1987-88 average utilization = 75 cars per day 75 average cars per day x $1.00 = $75.00 per day $75 per day x 120 days = $9,000 ski season estimated revenue A seasonal booth attendant could be hired to work 4 hours per day to collect the fee (Cost = $4,000) An accounting system (set of books) would also need to be implemented. Pros• • Generate $4,000 additional revenue. Cons: • Eliminates free "local" parking • If a parking fee increase is approved for the parking structures, charging at Ford Park would eliminate an opportunity to provide locals with a benefit (i.e., free parking). Town of Vail Staff Recommendation: • Do not charge a fee for parking in the Ford Park landing mats. Transportation and Parking Task Force Recommendation: • Same as staff recommendation. • Utilize additional advertising to emphasize "Free Parking" in Vail at the lot. 9 -9 1 ,~, TOA7N OF VAIL STAFF LONG TERM PARKING ISSUES AND RECOMMENDATIONS The Staff recommends immediate release of the following RFP: f REQUEST FOR PROPOSAL VAIL VILLAGE TRANSPORTATION CENTER EXPANSION VAIL VILLAGE INFORMATION CENTER ARCHITECTURAL AND ENGINEERING SERVICES BY TOWN OF VAIL AUGUST 1988 ., Introduction The Town of Vail is soliciting proposals from qualified architects and/or engineers. The primary goal of the Request For Proposal (RFP) is to develop construction designs and plans for: 1. Expansion of the Vail Village Transportation Center from 800 public parking spaces to 1,200 public parking spaces. 2. Town of Vail Visitors Information Center building to be constructed on the Vail Village Transportation Center site. Consultants must demonstrate that personnel they will assign to the Project have the necessary experience. The Town is interested in reviewing the project experience of individuals who will actually work on the study. Thus, past experiences submitted by firms based on individuals either not with the firm or not assigned to the Project will not be considered. Scope of Services The primary objective is for the consultant team to develop comprehensive designs, plans and specifications for the improvements. The following tasks are outlined to give bidders a sense of the scope and detail required of the final product: 1. Perform a brief feasibility analysis (including rough cost estimates) for additional structural parking in Vail at location other than the Vail Transportation Center. Vail Associates West Day Lot Vail Associates North Day Lot Cornice Building Site (Adjacent To VTRC) 2. Develop a base map of the Vail Transportation Center area to identify, locate and dimension the existing conditions, including physical improvements, roadways, utilities and drainage features. 3. Develop construction plans for remodel of the existing Vail Transportation Center Bus Terminal Building and Parking Structure including structural, graphic, vehicle exhaust and fire protection improvements. The objective is to update the original "dated" structure (built in 1975) to a more contemporary and "timeless" design. 4. Develop a comprehensive traffic circulation plan that addresses loading and unloading of passengers for all functions utilizing the VTRC. Currently, the Vail Transportation Center experiences a great deal of traffic congestion during the ski season. A detailed traffic 1 circulation plan should improve current as well as future - congestion generated by growth. 5. Develop a locational analysis of where a goods delivery system might operate out of in Vail Village. 6. Develop designs, construction plans and specifications for expansion of the Vail Village Transportation Center to accommodate an additional 400 cars. The existing VTRC building is designated for expansion to the east. Consultants are encouraged to explore alternative design concepts such as leaving sections of parking levels open for better ventilation, as well as continuing the existing design. The specifications should include enough weight loading to add at least two stories or more on top of the structure for expansion at a future date. 7. Develop designs, construction plans and specifications for construction of a Vail Visitor Information Center to be built on the Vail Village Transportation Center site. Consultants are encouraged to explore alternative locations for the Information Center on the VTRC site with the objective to create maximum functional interface with all transportation elements. Goals Of The Information Center a. INCREASE CAPTURE RATE of visitors to Vail. b. INCREASE SALES of rooms, meals, activities, retail. c. INCREASE LENGTH OF STAY through education about Vail's offerings. d. SIMPLIFY the visitor's experience, with ONE-STOP introduction to the Vail area. e. CREATE appropriate FIRST IMPRESSION of what Vail is and has to offer. f. CREATE a truly comfortable, pleasant, inviting HOSPITALITY CENTER. g. PROVIDE EASY ACCESS for the pedestrian, as well as for the visitor arriving in a vehicle. Spaces And Functions Of The Information Center a. Entry vestibule(s) b. Concierge station 2 z c. Displays Audio-visual; touch-screen computers; photographs; brochures; maps; graphics; Vail's history, present, and future; Vail's offerings, recreation, entertainment, events, arts, facilities, activities, services, shops, restaurants, accommodations, parking, emergency facilities. d. Seating and lounging e. Sales and reservations area f. Restrooms g. Snack area h. Office space, storage, mechanical and other support areas i. Community conference room j . Decks k. Circulation The above functions should be accommodated in a building of approximately 6,000 square feet. 8. Preliminary plans for all above elements will be submitted to the Town for review and approval. This submittal will include preliminary estimates for the alternative concepts studied and the consultant's recommendation for each item. 9. Final design, specification and estimates will be completed after preliminary approval has been obtained from the Town. This submittal will include the following drawings: a. Title sheet b. Construction plans, details and notes for all items c. Quantity sheets The final design package will be submitted to the Town for final review and approval. Upon approval, the consultant will assemble the bid package and advertise for bids. A selection committee comprised of a consultant's representative and Town Staff will review all bids and make a recommendation to Town Council. 3 Budget and Schedule The starting date for the Study and Design portion of the Project is September 15, 1988. The bid package should be completed by February 1989 to allow construction to begin by May 1, 1989. A preliminary budget of $300,000 has been set for the completion of the Design phase. We would like to emphasize that time is of the essence in this project, as indicated by the tight time schedule. Evidence submitted by Bidders of timely completion of previous projects will be evaluated by the selection committee. PROPOSAL INSTRUCTIONS Submittal Of Proposal Proposal shall be addressed to: Ron Phillips, Town Manager Town of Vail 75 S. Frontage Road Vail, Colorado 81657 Twelve (12) copies of the Proposal must be submitted to the Town of Vail. Schedule Proposals must be received at the Town of Vail, by S:OOP.M. August 31, 1988 in order to be considered. Format In submitting proposals, consultants are to be aware that the Town of Vail strongly considers the proposal content and completeness to be most important. Clear and effective presentations are preferred with elaborate, decorative or extraneous materials strongly discouraged. The proposal shall be submitted in a 8-1/2" x 11" format with foldouts from this basic size utilized as necessary. The cover shall clearly contain the project title and the proposer's name. Consultant proposals shall be prepared using the following format in order to facilitate evaluation: -- Letter of Transmittal Part 1: Project Organization Part 2: Project Work Plan Part 3: Project Staffing Part 4: Experience~Record 4 _, Part 5: Budget/Cost Proposal Part 6: Appendices Each part should be clearly defined for easy reference. Letter of Transmittal The letter of transmittal is to be addressed to Mr. Ron Phillips, Manager, Town of Vail and contain a brief summary of the key points of the proposal. The letter of transmittal must include: - An identification of the firms involved in the proposal, and which firm is proposed as the prime consultant. - A statement that the proposal will remain in effect for 60 days after receipt by the Town of Vail. A letter of transmittal should be limited to one or two pages. Part 1:____Pro~ect Organization This part of the proposal should contain a concise description of how the proposer intends to organize its approach to the Project. The prime consultant is to be identified as well as other participating firms, whether in joint venture or as subconsultants. The role each firm is to play in accomplishing the identified work program must be explained. Key personnel to be assigned to the Project by all firms must be identified, including a brief description of their role in the Study. Part 2: Project Work Plan In this part, the consultant is requested to outline his methodology for the performance of the tasks identified in this RFP. The work plan should provide a narrative description of the method of implementing the work tasks as well as any substantive or procedural innovations used by the proposer on similar projects that are applicable to the study described in the RFP. Throughout this part, the consultant must clearly illustrate the generalized approach to the Project, and exhibit a clear understanding of the program. Part 3: Project Staffing This part shall identify key personnel who are anticipated to be assigned to the Project, for both the prime consultant as well as any proposed subconsultants. Each person listed must also be identified further through use of an individual resume. Each resume form must be complete and concise, featuring experience which is most directly relevant to the task responsibility which 5 the individual will be assigned. pages per person. Part 4: Experience Record Resumes should be limited to two This part should contain a brief history of the firm and the types of work accomplished, an indication of current staff size, and the location of the office of the firm. This information is to be provided on each firm submitting as part of the proposal. A complete, concise and accurate description of each firm's experience which is relevant to this proiect should be cited. The information provided should be oriented towards a demonstration that each firm or team of firms has had the appropriate experience to undertake the intended work program. The prime consultant is to provide information which demonstrates the proposer's expertise in complex projects. A list of clients should be provided. This list should include the name and telephone number of an appropriate contact person for each client reference. Again, the Town is interested in the past experience of personnel the firm will assign to the Project. Firms should not submit past experience based on individuals either not with the firm or not assigned to the study. Part 5: Bud ec~t~Cost Proposal The proposer should provide a summary of costs for all services and materials anticipated to be incurred within the study. A summary table should be provided which indicates, for each task, the person-days assumed (broken down by Senior Professional, Professional, and Technical Staff categories) and the dollar amount involved. Materials, travel and other costs should also be summarized in this table. The consultant should review the work tasks and provide the Town of Vail with a statement as to the appropriateness and adequacy of the budget identified in this RFP and/or a total maximum fee for all expenses necessary to accomplish the work. Part 6: Appendices Information considered by the proposer to be pertinent to this Project which was not specifically solicited in Parts 1 through 5 may be placed in an appendix. The proposer is reminded that this is not an invitation to submit voluminous amounts of extraneous material. 6 GENERAL CONDITIONS Limitation And Award This RFP does not commit the Town of Vail to award a 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 accept or reject any or all proposals received as the 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 be initiated with the second most qualified firm and, likewise, the remaining firms. Validity Period And Authority The proposal shall be considered valid for a period of a least 60 days, and contain a statement to that effect. The proposal shall contain the name, title, address and telephone number of an individual or individuals with authority to bind the company, who may be contacted during the period of evaluating the proposal. Equal Employment Opportunity The Proposer will not discriminate against any employee or applicant for employment because of race, color, religion, sex or national origin. The Proposer will take affirmative action to ensure that applicants are employed and that employees are treated equally during employment, without regard to their race, color, religion, sex or national origin. Such action shall include, but not be limited to, the following: employment upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. CONSULTANT SELECTION Proposals received that conform to the proposal instructions outlined in this RFP will be evaluated by a Selection Committee appointed by the Town Council. An initial evaluation will take place during the week of September 1, 1988. The evaluation process will result in a rank ordering of firms. 7 Evaluation Criteria The outline below provides a list of the criteria and scoring system which will be used in the evaluation of the proposals submitted to accomplish the work defined in this RFP. General Compliance With The RFP - 5 Points - Format - Content Project Organization - 5 Points - Completeness of the project team - Clarification of management structure and accountability - Appropriateness of the project organization to the project . Project Work Plan - 15 Points - Creative approach - Demonstration of understanding of the project objectives - Work flow diagram - Appropriate methodology for the project work tasks Project Staffing - 10 Points - Qualifications of project manager - Qualifications of key staff - Commitment to project by key staff Experience Record - 10 Points - Relevant experience of each firm - Experience of personnel assigned in similar projects - Random client references Budget/Cost Proposal - 5 Points - State ability to complete project within schedule Total - 50 Points Interviews In addition to the written proposal,-the most promising candidate firms may be evaluated on their performance in an oral interview conducted by the selection committee. The interview will be limited to two hours or less, and will consist of a presentation (about 1/2 hour) by the candidate plus an extensive question and answer period. Interviews will be scheduled at a later date. 8 •, . The Town reserves the right to select a consultant based upon evaluation of written proposals only. 9 TOWN OF VAIL STAFF LONG TERM PARKING ISSUES AND RECOMMENDATIONS The Staff recommends immediate release of the following three RFP'S: r REQUEST FOR PROPOSAL #1 VAIL VILLAGE TRANSPORTATION CENTER EXPANSION ARCHITECTURAL AND ENGINEERING SERVICES BY TOWN OF VAIL '~ AUGUST 1988 Introduction The Town of Vail is soliciting proposals from qualified architects and/or engineers. The primary goal of the Request For Proposal (RFP) is to develop construction designs and plans for: Expansion of the Vail Village Transportation Center from 800 public parking spaces to 1,200 public parking spaces. Consultants must demonstrate that personnel they will assign to the Project have the necessary experience. The Town is interested in reviewing the project experience of individuals who will actually work on the study. Thus, past experiences submitted by firms based on individuals either not with the firm or not assigned to the Project will not be considered. Scope of Services The primary objective is for the consultant team to develop comprehensive designs, plans and specifications for the improvements. The following tasks are outlined to give bidders a sense of the scope and detail required of the final product: 1. Develop a base map of the Vail Transportation Center area to identify, locate and dimension the existing conditions, including physical improvements, roadways, utilities and drainage features. 2. Develop designs, construction plans and specifications for expansion of the Vail Village Transportation Center to accommodate an additional 400 cars. The existing VTRC building is designated for expansion to the east. Consultants are encouraged to explore alternative design concepts such as leaving sections of parking levels open for better ventilation, as well as continuing the existing design. The specifications should include enough weight loading to add at least two stories or more on top of the structure for expansion at a future date. 3. Preliminary plans for all above elements will be submitted to the Town for review and approval. This submittal will include preliminary estimates for the alternative concepts studied and the consultant's recommendation for each item. 1 .a 4. Final design, specification and estimates will be completed after preliminary approval has been obtained from the Town. This submittal will include the following drawings: a. Title sheet b. Construction plans, details and notes for all items c. Quantity sheets The final design package will be submitted to the Town for final review and approval. Upon approval, the consultant will assemble the bid package and advertise for bids. A selection committee comprised of a consultant's representative and Town Staff will review all bids and make a recommendation to Town Council. Budget and Schedule The starting date for the Study and Design portion of the Project is September 15, 1988. The bid package should be completed by February 1989 to allow construction to begin by May 1, 1989. We would like to emphasize that time is of the essence in this project, as indicated by the tight time schedule. Evidence submitted by Bidders of timely completion of previous projects will be evaluated by the selection committee. PROPOSAL INSTRUCTIONS Submittal Of Proposal Proposal shall be addressed to: Ron Phillips, Town Manager Town of Vail 75 S. Frontage Road Vail, Colorado 81657 Twelve (12) copies of the Proposal must be submitted to the Town of Vail. Schedule Proposals must be received at the Town of Vail, by 5:OOP.M. August 31, 1988 in order to be considered. Format In submitting proposals, consultants are to be aware that the Town of Vail strongly considers the proposal content and completeness to be most important. Clear and effective presentations are preferred with elaborate, decorative or extraneous materials 2 strongly discouraged. The proposal shall be submitted in a 8-1/2" x 11" format with foldouts from this basic size utilized as necessary. The cover shall clearly contain the project title and the proposer's name. Consultant proposals shall be prepared using the following format in order to facilitate evaluation: -- Letter of Transmittal Part 1: Project Organization Part 2: Project Work Plan Part 3: Project Staffing Part 4: Experience Record Part 5: Budget/Cost Proposal Part 6: Appendices Each part should be clearly defined for easy reference. Letter of Transmittal The letter of transmittal is to be addressed to Mr. Ron Phillips, Manager, Town of Vail and contain a brief summary of the key points of the proposal. The letter of transmittal must include: - An identification of the firms involved in the proposal, and which firm is proposed as the prime consultant. - A statement that the proposal will remain in effect for 60 days after receipt by the Town of Vail. A letter of transmittal should be limited to one or two pages. Part l: Protect Organization This part of the proposal should contain a concise description of how the proposer intends to organize its approach to the Project. The prime consultant is to be identified as well as other participating firms, whether in joint venture or as subconsuitants. The role each firm is to play in accomplishing the identified work program must be explained. Key personnel to be assigned to the Project by all firms must be identified, including a brief description of their role in the Study. Part 2: Project Work Plan In this part, the consultant is requested to outline his methodology for the performance of the tasks identified in this RFP. The work plan should provide a narrative description of the method of implementing the work tasks as well as any substantive or procedural innovations used by the proposer on similar projects that are applicable to the study described in the RFP. 3 Throughout this part, the consultant must clearly illustrate the generalized approach to the Project, and exhibit a clear understanding of the program. Part 3: Project Staffing This part shall identify key personnel who are anticipated to be assigned to the Project, for both the prime consultant as well as any proposed subconsultants. Each person listed must also be identified further through use of an individual resume. Each resume form must be complete and concise, featuring experience which is most directly relevant to the task responsibility which the individual will be assigned. Resumes should be limited to two pages per person. Part 4: Experience Record This part should contain a brief history of the firm and the types of work accomplished, an indication of current staff size, and the location of the office of the firm. This information is to be provided on each firm submitting as part of the proposal. A complete, concise and accurate description of each firm's experience which is relevant to this project should be cited. The information provided should be oriented towards a demonstration that each firm or team of firms has had the appropriate experience to undertake the intended work program. The prime consultant is to provide information which demonstrates the proposer's expertise in complex projects. A list of clients should be provided. This list should include the name and telephone number of an appropriate contact person for each client reference. Again, the Town is interested in the past experience of personnel the firm will assign to the Project. Firms should not submit past experience based on individuals either not with the firm or not assigned to the study. Part 5: BudaetjCost Proposal The proposer should provide a summary of costs for all services and materials anticipated to be incurred within the study. A summary table should be provided which indicates, for each task, the person-days assumed (broken down by Senior Professional, Professional, and Technical Staff categories) and the dollar amount involved. Materials, travel and other costs should also be summarized in this table. The consultant should review the work tasks and provide the Town of Vail with a statement as to the appropriateness and adequacy of the budget identified in this RFP and/or a total maximum fee for all expenses necessary to accomplish the work. 4 Part 6: Appendices Information considered by the proposer to be pertinent to this Project which was not specifically solicited in Parts 1 through 5 may be placed in an appendix. The proposer is reminded that this is not an invitation to submit voluminous amounts of extraneous material. GENERAL CONDITIONS Limitation And Award This RFP does not commit the Town of Vail to award a 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 accept or reject any or all proposals received as the 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 be initiated with the second most qualified firm and, likewise, the remaining firms. Validity Period And Authority The proposal shall be considered valid for a period of a least 60 days, and contain a statement to that effect. The proposal shall contain the name, title, address and telephone number of an individual or individuals with authority to bind the company, who may be contacted during the period of evaluating the proposal. Equal Employment Opportunity The Proposer will not discriminate against any employee or applicant for employment because of race, color, religion, sex or national origin. The Proposer will take affirmative action to ensure that applicants are employed and that employees are treated equally during employment, without regard to their race, color, religion, sex or national origin. Such action shall include, but not be limited to, the following: employment upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. CONSULTANT SELECTION Proposals received that conform to the proposal instructions outlined in this RFP will be evaluated by a Selection Committee appointed by the Town Council. 5 r An initial evaluation will take place during the week of September 1, 1988. The evaluation process will result in a rank ordering of firms. Evaluation Criteria The outline below provides a list of the criteria and scoring system which will be used in the evaluation of the proposals submitted to accomplish the work defined in this RFP. General Com liance With The RFP - 5 Points - Format - Content Project Organization - 5 Points - Completeness of the project team - Clarification of management structure and accountability - Appropriateness of the project organization to the project. Project Work Plan - 15 Points - Creative approach - Demonstration of understanding of the project objectives - Work flow diagram - Appropriate methodology for the project work tasks Project Staffinct - 10 Points - Qualifications of project manager - Qualifications of key staff - Commitment to project by key staff Experience Record - 10 Points - Relevant experience of each firm - Experience of personnel assigned in similar projects - Random client references Budget/Cost Proposal - 5 Points - State ability to complete project within schedule Total - 50 Points Interviews In addition to the written proposal, the most promising candidate firms may be evaluated on their performance in an oral interview conducted by the selection committee. The interview will be 6 S . , .., limited to two hours or less, and will consist of a presentation (about 1/2 hour) by the candidate plus an extensive question and answer period. Interviews will be scheduled at a later date. The Town reserves the right to select a consultant based upon evaluation of written proposals only. 7 REQUEST FOR PROPOSAL #2 VAIL VILLAGE TRANSPORTATION CENTER TRAFFIC CIRCULATION REDESIGN ARCHITECTURAL AND ENGINEERING SERVICES BY TOWN OF VAIL AUGUST 1988 _~ Introduction The Town of Vail is soliciting proposals from qualified architects and/or engineers. The primary goal of the Request For Proposal (RFP) is to develop construction designs and plans for: Modification of traffic circulation in and around the Village Transportation Center. Consultants must demonstrate that personnel they will assign to the Project have the necessary experience. The Town is interested in reviewing the project experience of individuals who will actually work on the study. Thus, past experiences submitted by firms based on individuals either not with the firm or not assigned to the Project will not be considered. Scope of Services The primary objective is for the consultant team to develop comprehensive designs, plans and specifications for the improvements. The following tasks are outlined to give bidders a sense of the scope and detail required of the final product: 1. Develop a base map of the Vail Transportation Center area to identify, locate and dimension the existing conditions, including physical improvements, roadways, utilities and drainage features. 2. Develop a comprehensive traffic circulation plan that addresses loading and unloading of passengers for all functions utilizing the VTRC. Currently, the Vail Transportation Center experiences a great deal of traffic congestion during the ski season. A detailed traffic circulation plan should improve current as well as future congestion generated by growth. 3. Preliminary plans for all above elements will be submitted to the Town for review and approval. This submittal will include preliminary estimates for the alternative concepts studied and the consultant's recommendation for each item. 4. Final design, specification and estimates will be completed after preliminary approval has been obtained from the Town. This submittal will include the following drawings: a. Title sheet b. Construction plans, details and notes for all items c. Quantity sheets 1 .~ The final design package will be submitted to the Town for final review and approval. Upon approval, the consultant will assemble the bid package and advertise for bids. A selection committee comprised of a consultant's representative and Town Staff will review all bids and make a recommendation to Town Council. Budget and Schedule The starting date for the Study and Design portion of the Project is September 15, 1988. The bid package should be completed by February 1989 to allow construction to begin by May 1, 1989. We would like to emphasize that time is of the essence in this project, as indicated by the tight time schedule. Evidence submitted by Bidders of timely completion of previous projects will be evaluated by the selection committee. PROPOSAL INSTRUCTIONS Submittal Of Proposal Proposal shall be addressed to: Ron Phillips, Town Manager Town of Vail 75 S. Frontage Road Vail, Colorado 81657 Twelve (12) copies of the Proposal must be submitted to the Town of Vail. Schedule Proposals must be received at the Town of Vail, by S:OOP.M. August 31, 1988 in order to be considered. Format In submitting proposals, consultants are to be aware that the Town of Vail strongly considers the proposal content and completeness to be most important. Clear and effective presentations are preferred with elaborate, decorative or extraneous materials strongly discouraged. The proposal shall be submitted in a 8-1/2" x 11" format with foldouts from this basic size utilized as necessary. The cover shall clearly contain the project title and the proposer's name. Consultant proposals shall be prepared using the following format in order to facilitate evaluation: -- Letter of Transmittal Part l: Project Organization 2 Part 2: Project Work Plan Part 3: Project Staffing Part 4: Experience Record Part 5: Budget/Cost Proposal Part 6: Appendices Each part should be clearly defined for easy reference. Letter of Transmittal The letter of transmittal is to be addressed to Mr. Ron Phillips, Manager, Town of Vail and contain a brief summary of the key points of the proposal. The letter of transmittal must include: - An identification of the firms involved in the proposal, and which firm is proposed as the prime consultant. - A statement that the proposal will remain in effect for 60 days after receipt by the Town of Vail. A letter of transmittal should be limited to one or two pages. Part 1: Project Organization This part of the proposal should contain a concise description of how the proposer intends to organize its approach to the Project. The prime consultant is to be identified as well as other participating firms, whether in joint venture or as subconsultants. The role each firm is to play in accomplishing the identified work program must be explained. Key personnel to be assigned to the Project by all firms must be identified, including a brief description of their role in the Study. , Part 2: Pro-iect Work Plan In this part, the consultant is requested to outline his methodology for the performance of the tasks identified in this RFP. The work plan should provide a narrative description of the method of implementing the work tasks as well as any substantive or procedural innovations used by the proposer on similar projects that are applicable to the study described in the RFP. Throughout this part, the consultant must clearly illustrate the generalized approach to the Project, and exhibit a clear understanding of the program. Part 3: Project Staffing This part shall identify key personnel who are anticipated to be assigned to the Project, for both the prime consultant as well as any proposed subconsultants. Each person listed must also be identified further through use of an individual resume. Each 3 a resume form must be complete and concise, featuring experience which is most directly relevant to the task responsibility which the individual will be assigned. Resumes should be limited to two pages per person. Part 4: Experience Record This part should contain a brief history of the firm and the types of work accomplished, an indication of current staff size, and the location of the office of the firm. This information is to be provided on each firm submitting as part of the proposal. A complete, concise and accurate description of each firm's experience which is relevant to this.proiect should be cited. The information provided should be oriented towards a demonstration that each firm or team of firms has had the appropriate experience to undertake the intended work program. The prime consultant is to provide information which demonstrates the proposer's expertise in complex projects. A list of clients should be provided. This list should include the name and telephone number of an appropriate contact person for each client reference. Again, the Town is interested in the past experience of personnel the firm will assign to the Project. Firms should not submit past experience based on individuals either not with the firm or not assigned to the study. Part 5: Budget/Cost Proposal The proposer should provide a summary of costs for all services and materials anticipated to be incurred within the study. A summary table should be provided which indicates, for each task, the person-days assumed (broken down by Senior Professional, Professional, and Technical Staff categories) and the dollar amount involved. Materials, travel and other costs should also be summarized in this table. The consultant should review the work tasks and provide the Town of Vail with a statement as to the appropriateness and adequacy of the budget identified in this RFP and/or a total maximum fee for all expenses necessary to accomplish the work. Part 6: Appendices Information considered by the proposer to be pertinent to this Project which was not specifically solicited in Parts 1 through 5 may be placed in an appendix. The proposer is reminded that this is not an invitation to submit voluminous amounts of extraneous material. 4 A GENERAL CONDITIONS Limitation_And Award This RFP does not commit the Town of Vail to award a 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 accept or reject any or all proposals received as the 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 be initiated with the second most qualified firm and, likewise, the remaining firms. Validity Period And Authority The proposal shall be considered valid for a period of a least 60 days, and contain a statement to that effect. The proposal shall contain the name, title, address and telephone number of an individual or individuals with authority to bind the company, who may be contacted during the period of evaluating the proposal. Equal Employment Opportunity The Proposer will not discriminate against any employee or applicant for employment because of race, color, religion, sex or national origin. The Proposer will take affirmative action to ensure that applicants are employed and that employees are treated equally during employment, without regard to their race, color, religion, sex or national origin. Such action shall include, but not be limited to, the following: employment upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. CONSULTANT SELECTION Proposals received that conform to the proposal instructions outlined in this RFP will be evaluated by a Selection Committee appointed by the Town Council. An initial evaluation will take place during the week of September 1, 1988. The evaluation process will result in a rank ordering of firms. 5 _, Evaluation Criteria The outline below provides a list of the criteria and scoring system which will be used in the evaluation of the proposals submitted to accomplish the work defined in this RFP. General Compliance With The RFP - 5 Points - Format - Content Proiect Organization - 5 Points - Completeness of the project team - Clarification of management structure and accountability - Appropriateness of the project organization to the project. Project Work Plan - 15 Points - Creative approach - Demonstration of understanding of the project objectives - Work flow diagram - Appropriate methodology for the project work tasks Project Staffing - 10 Points - Qualifications of project manager - Qualifications of key staff - Commitment to project by key staff Experience Record - 10 Points - Relevant experience of each firm - Experience of personnel assigned in similar projects - Random client references BudgetfCost Proposal - 5 Points - State ability to complete project within schedule Total - 50 Points Interviews In addition to the written proposal,-the most promising candidate firms may be evaluated on their performance in an oral interview conducted by the selection committee. The interview will be limited to two hours or less, and will consist of a presentation (about 1/2 hour) by the candidate plus an extensive question and answer period. Interviews will be scheduled at a later date. 6 The Town reserves the right to select a consultant based upon evaluation of written proposals only. REQUEST FOR PROPOSAL #3 VAIL VILLAGE INFORMATION CENTER VAIL TRANSPORTATION CENTER BUS TERMINAL REMODEL ARCHITECTURAL AND ENGINEERING SERVICES BY TOWN OF VAIL AUGUST 1988 Introduction The Town of Vail is soliciting proposals from qualified architects and/or engineers. The primary goal of the Request For Proposal (RFP) is to develop construction designs and plans for: Town of Vail Visitors Information Center building to be constructed on the Vail Village Transportation Center site. Consultants must demonstrate that personnel they will assign to the Project have the necessary experience. The Town is interested in reviewing the project experience of individuals who will actually work on the study. Thus, past experiences submitted by firms based on individuals either not with the firm or not assigned to the Project will not be considered. Scone of Services The primary objective is for the consultant team to develop comprehensive designs, plans and specifications for the improvements. The following tasks are outlined to give bidders a sense of the scope and detail required of the final product: 1. Develop construction plans for remodel of the existing Vail Transportation Center Bus Terminal Building and Parking Structure including structural, graphic, vehicle exhaust and fire protection improvements. The objective is to update the original "dated" structure (built in 1975 to a more contemporary and "timeless" design. 2. Develop designs, construction plans and specifications for construction of a Vail Visitor Information Center to be built on the Vail Village Transportation Center site. Consultants are encouraged to explore alternative locations for the Information Center on the VTRC site with the objective to create maximum functional interface with all transportation elements. Goals Of The Information Center a. INCREASE CAPTURE RATE of visitors to Vail. b. INCREASE SALES of rooms, meals, activities, retail. c. INCREASE LENGTH OF STAY through education about Vail's offerings. d. SIMPLIFY the visitor's experience, with ONE-STOP introduction to the Vail area. 1 e. CREATE appropriate FIRST IMPRESSION of what Vail is and has to offer. f. CREATE a truly comfortable, pleasant, inviting HOSPITALITY CENTER. g. PROVIDE EASY ACCESS for the pedestrian, as well as for the visitor arriving in a vehicle. Spaces And Functions Of The Information Center a. Entry vestibule(s) b. Concierge station c. Displays Audio-visual; touch-screen computers; photographs; brochures; maps; graphics; Vail's history, present, and future; Vail's offerings, recreation, entertainment, events, arts, facilities, activities, services, shops, restaurants, accommodations, parking, emergency facilities. d. Seating and lounging e. Sales and reservations area f. Restrooms g. Snack area h. Office space, storage, mechanical and other support areas i. Community conference room j. Decks k. Circulation The above functions should be accommodated in a building of approximately 6,000 square feet. 3. Preliminary plans for all above elements will be submitted to the Town for review and approval. This submittal will include preliminary estimates for the alternative concepts studied and the consultant's recommendation for each item. 4. Final design, specification and estimates will be completed after preliminary approval has been obtained 2 from the Town. This submittal will include the following drawings: a. Title sheet b. Construction plans, details and notes for all items c. Quantity sheets The final design package will be submitted to the Town for final review and approval. Upon approval, the consultant will assemble the bid package and advertise for bids. A selection committee comprised of a consultant's representative and Town Staff will review all bids and make a recommendation to Town Council. Budaet and Schedule The starting date for the Study and Design portion of the Project is September 15, 1988. The bid package should be completed by February 1989 to allow construction to begin by May 1, 1989. We would like to emphasize that time is of the essence in this project, as indicated by the tight time schedule. Evidence submitted by Bidders of timely completion of previous projects will be evaluated by the selection committee. PROPOSAL INSTRUCTIONS Submittal Of Proposal Proposal shall be addressed to: A Ron Phillips, Town Manager Town of Vail 75 S. Frontage Road Vail, Colorado 81657 Twelve (12) copies of the Proposal must be submitted to the Town of Vail. Schedule Proposals must be received at the Town of Vail, by 5:OOP.M. August 31, 1988 in order to be considered. Format In submitting proposals, consultants are to be aware that the Town of Vail strongly considers the proposal content and completeness to be most important. Clear and effective presentations are preferred with elaborate, decorative or extraneous materials strongly discouraged. The proposal shall be submitted in a 8-1/2" x 11" format with foldouts from this basic size utilized as 3 necessary. The cover shall clearly contain the project title and the proposer's name. Consultant proposals shall be prepared using the following format in order to facilitate evaluation: -- Letter of Transmittal Part l: Project Organization Part 2: Project Work Plan Part 3: Project Staffing Part 4: Experience Record Part 5: Budget/Cost Proposal Part 6: Appendices Each part should be clearly defined for easy reference. Letter of Transmittal The letter of transmittal is to be addressed to Mr. Ron Phillips, Manager, Town of Vail and contain a brief summary of the key points of the proposal. The letter of transmittal must include: - An identification of the firms involved in the proposal, and which firm is proposed as the prime consultant. - A statement that the proposal will remain in effect for 60 days after receipt by the Town of Vail. A letter of transmittal should be limited to one or two pages. a Part 1: Project Organization This part of the proposal should contain a concise description of how the proposer intends to organize its approach to the Project. The prime consultant is to be identified as well as other participating firms, whether in joint venture or as subconsultants. The role each firm is to play in accomplishing the identified work program must be explained. Key personnel to be assigned to the Project by all firms must be identified, including a brief description of their role in the Study. Part 2: Project Work Plan In this part, the consultant is requested to outline his methodology for the performance of the tasks identified in this RFP. The work plan should provide a narrative description of the method of implementing the work tasks as well as any substantive or procedural innovations used by the proposer on similar projects that are applicable to the study described in the RFP. 4 z Throughout this part, the consultant must clearly illustrate the generalized approach to the Project, and exhibit a clear understanding of the program. Part 3: Project Staffing This part shall identify key personnel who are anticipated to be assigned to the Project, for both the prime consultant as well as any proposed subconsultants. Each person listed must also be identified further through use of an individual resume. Each resume form must be complete and concise, featuring experience which is most directly relevant to the task responsibility which the individual will be assigned. Resumes should be limited to two pages per person. Part 4: Experience Record This part should contain a brief history of the firm and the types of work accomplished, an indication of current staff size, and the location of the office of the firm. This information is to be provided on each firm submitting as part of the proposal. A complete, concise and accurate description of each firm's experience which is relevant to this project should be cited. The information provided should be oriented towards a demonstration that each firm or team of firms has had the appropriate experience to undertake the intended work program. The prime consultant is to provide information which demonstrates the proposer's expertise in complex projects. A list of clients should be provvided. This list should include the name and telephone number of an appropriate contact person for each client reference. Again, the Town is interested in the past experience of personnel the firm will assign to the Project. Firms should not submit past experience based on individuals either not with the firm or not assigned to the study. Part 5: Budaet/Cost Proposal The proposer should provide a summary of costs for all services and materials anticipated to be incurred within the study. A summary table should be provided which indicates, for each task, the person-days assumed (broken down by Senior Professional, Professional, and Technical Staff categories) and the dollar amount involved. Materials, travel and other costs should also be summarized in this table. The consultant should review the work tasks and provide the Town of Vail with a statement as to the appropriateness and adequacy of the budget identified in this RFP and/or a total maximum fee for all expenses necessary to accomplish the work. 5 -A Part. 6: Appendices Information considered by the proposer to be pertinent to this Project which was not specifically solicited in Parts 1 through 5 may be placed in an appendix. The proposer is reminded that this is not an invitation to submit voluminous amounts of extraneous material. GENERAL CONDITIONS Limitation And Award This RFP does not commit the Town of Vail to award a 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 accept or reject any or all proposals received as the 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 be initiated with the second most qualified firm and, likewise, the remaining firms. Validity Period And Authority The proposal shall be considered valid for a period of a least 60 days, and contain a statement to that effect. The proposal shall contain the name, title, address and telephone number of an individual or individuals with authority to bind the company, who may be contacted during the period of evaluating the proposal. Ectual Embloyment Opportunity The Proposer will not discriminate against any employee or applicant for employment because of race, color, religion, sex or national origin. The Proposer will take affirmative action to ensure that applicants are employed and that employees are treated equally during employment, without regard to their race, color, religion, sex or national origin. Such action shall include, but not be limited to, the following: employment upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. CONSULTANT SELECTION Proposals received that conform to the proposal instructions outlined in this RFP will be evaluated by a Selection Committee appointed by the Town Council. 6 An initial evaluation will take place during the week of September 1, 1988. The evaluation process will result in a rank ordering of firms. Evaluation Criteria The outline below provides a list of the criteria and scoring system which will be used in the evaluation of the proposals submitted to accomplish the work defined in this RFP. General Compliance With The RFP - 5 Points - Format - Content Project Organization - 5 Points - Completeness of the project team - Clarification of management structure and accountability - Appropriateness of the project organization to the project. Project Work Plan - 15 Points - Creative approach - Demonstration of understanding of the project objectives - Work flow diagram - Appropriate methodology for the project work tasks Pro-iect Staffing - 10 Points - Qualifications of project manager - Qualifications of key staff - Commitment to project by key staff Experience Record - 10 Points - Relevant experience of each firm - Experience of personnel assigned in similar projects - Random client references Budget/Cost Proposal - 5 Points - State ability to complete project within schedule Total - 50 Points Interviews In addition to the written proposal, the most promising candidate firms may be evaluated on their performance in an oral interview conducted by the selection committee. The interview will be 7 3 7 limited to two hours or less, and will consist of a presentation (about 1/2 hour) by the candidate plus an extensive question and answer period. Interviews will be scheduled at a later date. The Town reserves the right to select a consultant based upon evaluation of written proposals only. 8 TO: Town Council FROM: Community Development Department DATE: August 16, 1988 RE: License Agreement for the Betty Ford Alpine Garden The Alpine Garden would like to finalize the License Agreement for the construction of the Betty Ford Alpine Garden at Ford Park. The lease agreement was reviewed by the Town Council on July 5, 1988. The Town Council requested that a paragraph be added to the agreement which would emphasize that vehicles were to be kept to a minimum on the construction site. This section has been added to the agreement in paragraph 4. It is also necessary to amend the Vail Valley Foundation lease for the amphitheater due to the fact that a portion of the Alpine Garden is on the amphitheater's lease area. An addendum to the Foundation lease agreement has been written to address this issue. The staff has not included the final exhibits for each of the agreements. Our opinion is that exhibits will be more accurate if the survey work is completed after certain improvements around the Alpine Garden have been constructed. Once the sidewalk to the west of the Garden and the access road on the south side of the project have been completed, the Alpine Garden has agreed to submit a survey showing the exact area to be included in the licensed premise. A preliminary meeting was held on the project site with representatives from the Foundation, Alpine Garden and Town to make sure that everybody understood exactly where the project would be located and any impacts on the park site and amphitheater lease area. The staff recommends that the license agreement and addendum be approved by Council with the condition that the Alpine Garden submit a survey of the licensed premise as soon as the sidewalk and road are built. ALPINE GARDEN/TOWN OF VAIL LIMITED LICENSE AGREEMENT This limited license agreement is made and entered into on 1988, by and between the Town of Vail, Colorado, a Colorado Municipal Corporation ("the Town") and the Vail Alpine Garden, a Colorado non-profit Corporation ("the licensee"). RECITALS 1. The Town is the owner of certain property commonly known as Ford Park. 2. A portion of said property has been leased to the Vail Valley Foundation for the purpose of the construction and maintenance of the Gerald R. Ford Amphitheatre ("the Amphitheatre"). 3. Licensee wishes to build Phase II of the Betty Ford Alpine Garden ("the Garden") which includes grading, irrigation, gravel paths, benches, entry signage/gate, ponds and water pumps, trees, shrubs and flowers as described in Exhibit A attached hereto and made a part of this agreement by reference. 4. Construction of the Garden will occur in the area located to the west of the Amphitheatre in Gerald R. Ford Park as set forth in Exhibit B attached hereto or made a part of this agreement by reference. AGREEMENT Now, therefore, in consideration of the promises and covenants contained herein, the parties agree as follows: h 1. The Town hereby grants to the Alpine Garden a non- exclusive limited license agreement for the sole purpose of constructing and maintaining the garden in the area attached hereto as Exhibit B. This limited license agreement shall commence on August , 1988 and shall continue until September 1, 1989 unless terminated earlier as hereinafter set forth. It is the understanding of the parties that this agreement may be renewed in writing on the mutual agreement of the parties upon the same terms and conditions as would otherwise be agreed upon to the parties. 2. Licensee at its sole cost and expense shall construct, maintain, and repair the garden. Licensee agrees to continuously maintain the licensed area in good, safe, sanitary condition and repair throughout the term of this license. Licensee agrees to pay all utility costs for the operation and maintenance of the Garden. The licensee shall repair any irrigation and shall replant, relocate or replace any damaged landscaping or other improvements associated with the Ford Park Phase I construction and/or amphitheatre which occur due to the proposed construction of the Garden to the satisfaction of the Vail Valley Foundation and the Town. In the event the licensed property shall not be maintained in good repair throughout the term of this agreement, the Town may repair and maintain said area, and should such an event occur, the licensee agrees to pay the Town a reasonable costs and expenses incurred by the Town in such repair. 3. The licensee shall coordinate all Garden construction and maintenance so as not to interfere with performances .and the maintenance of the Gerald R. Ford Amphitheatre and the construction of Phase I of Ford Park managed by Randall Blake, Inc. and the Town. 4. The licensee shall restrict vehicle access to only those vehicles that are essential for the construction and maintenance of the Vail Alpine Garden. 5. Upon the termination of this license agreement, licensee shall take all steps necessary to return the license property as near as reasonably possibly to-the condition it existed in prior to the commencement of this agreement and in addition will revegetate the garden site. 6. To secure and guarantee performance of its obligations as set forth in this license agreement, licensee agrees to provide the Town with security in the amount of $1,500 in a form acceptable to the Town Attorney. Should the licensee fail to maintain the licensed area as set forth herein, or should the licensee fail to return the licensed area to the condition it existed in prior to the commencement of this agreement within 30 days subsequent to the termination of this agreement, the Town shall have the right to draw upon the $1,500 security in order to fulfill the licensee obligations hereunder. 7. Should licensee fail to commence construction of the garden by August _, 1988 or fail to complete construction (see Exhibit A) by September 1, 1989, this agreement shall immediately terminate and control of the licensed area shall revert immediately back to the Town. Further, the Town shall have the right to terminate this agreement upon the giving of 15 days written notice to the licensee should it in its sole discretion determine that the public health, safety, and welfare is no longer being served by this limited license agreement. 8. A stamped survey of the licensed premise will be provided to the Town by the Garden once the concrete sidewalk to the west, and access road to the south have been built by Randall Blake, Inc. contractors for Phase I Ford Park construction (summer 1988). 9. Licensee agrees to obtain and maintain at its own cost a policy or policies of insurance in a form acceptable to the Town for the following types and coverages: a. Workmen's Compensation Insurance to cover obligations imposed by the applicable laws for any employee engaged in the performance of any work pursuant to this license agreement. b. General Liability Insurance with minimum combined single limits of $1 million each occurrence and $1 million aggregate. Policy shall be applicable to all premises and operations. The policy shall include coverage for bodily injury, broad form property damage, personal injury, blanket contractual, ` products, and completed operations. c. Comprehensive Automobile Liability Insurance with the minimum combined single limits for bodily injury and property damage of not less than $1 million each occurrence and $1 million aggregate with respect to each licensee's own, hired, or non-owned vehicles assigned or to be used in the construction, maintenance, and repair of the garden. d. General Liability Policy and Automobile Liability Policies shall be endorsed to include the Town's names and the Town's officers and employees as additional insurance. The licensee shall provide the Town with a Certificate of Insurance which shall provided that the coverage afforded under the policy shall not be cancelled, terminated, or materially changed until at least 30 days prior written notice has been given to the Town. e. Licensee agrees to indemnify and hold harmless the Town, its officers, employees, insurers from and against all liability, claims, and demands on account of injury, loss or damage, including and without limitation claims rising from bodily injury, personal injury, sickness, disease, death, property loss, or damage or any-other loss of any kind whatsoever, which arise out of or are any manner connected with this license, if such injury, loss, or damage is caused in whole or in part of, or is claimed to be caused in whole or in part by the act, omission, error, mistake, negligence, or other fault of the licensee, any subcontractor of the licensee, or officer, employee, representative, or agent of the licensee or of any contractor or subcontractor of the licensee, or which arise out of any workmen's compensation claim of any employee of the licensee or of any employee of any contractor or subcontractor of the licensee. Licensee agrees to bear all costs and expenses related thereto, including court costs and attorneys fees, whether or not any such liabilities, claims, or demands alleged or groundless, false, or fraudulent. f. Witness whereof the parties have signed this agreement on , 1988• Town of Vail, A Colorado Municipal Corporation By: Rondall V. Phillips, Town Manager Vail Alpine Garden, A Colorado Non-Profit Corporation By: Helen Fritch, President r,~ RL~I~J~ C-~~~N C~NQS~~P~ i\ P~~N IJO~rN PERENNIAL GARDEN 60UNDRY ~~ ~ W \ o- t ,q ,4.. 4 ~ ° p.~.\i ~4 4' o 1, _ / 4` ~ : 11 v ~' I 1' 1 ~aYrnie: ~ ~~ j _ ~~4 ~m~ ,1~~~~ 1 , a~ <• u t o Shrubs at - ~6~ : ..Iris ~ '%4 BoundrY• 7YPical 61~~; ~' 2 ''"g: ~ /6 ~- 4 ,g ~ /• i~ '3 ~ ~ .4 i ~~ . 2 Wild \ ,.,,,: „~ ~,ii~ /: ~ .. , ~\ flowers. 4':'~ IIT~ ;'~i-~ ~ ~~.J z' ~' ~ ~ z ~ 1 _ v ,2. ,, ~ , '~ 9 •\ ~~~ !y rr~ _ .. ~' ~ ~ ,~ ~~ ~ ~ \~ _ ~' 2 ~, ~ I \~~ ~1~`, Existinc ~ '~ ~ ~ \ ~~t+/r ,i Peonies Siberian ~ 1~~. C~!~/ ~,. ~ ; °~~ Iris - 4 ~ ~~' _ ~ it - '. /I 10 ~ 3t_' 10 1' ..5 r.. „~ 5 sr Perennials 1.. "_9 ~,u,/ y Rose - ~ _ Garden . ii ~' s ,~ ~' 9 --~ 9 C ~'1, ~1 ~. ' Y ~,~,~,~ _ Perennials ~ ~t7r-. ~ „~ '~;j:. ~ ~ IOi` 10 2 ` ~--~- ~ ~~. , .~ ~ ~~'~ 2 Peat 1 ' ~~ - ~ ~~~ .. Bed + - \', 1 ~. '~ ~: ~~ / 1 ~ _ F~ `~ ~i- "7 `~~i?a Hostos Primulas ~ 10 %~ ~V ~SG~t q ~P~{~~~A~- a ~ ~';;/ . ~,, :. 1 I i ER ENTRANCE 9CE! C ~- pRQPf 4r Y `~~F PLANT MATERIAL LIST SIZE Q UANTITY NU?iBER TYPE OF TREE 6'-12' 21 1 Picea SDecies Picea abies 'pendula Monstrosa' p, abies '.Pyramidalis' p, abies p, omorika • ~ p, pungens glauca globosa ' p, pungens glauca 'Hoopsi ens glauca 'Iseli Fastigate' un p g , p p, pungens glauca 'Kosteri' . • P, pungens Moerheimi' ' p, pungens Colorado Spruce 6'-12' 21 2 Pinus Species Pinus aristata ~ ' P, flexilis p, ponderosa - 6' 1 3- .. Juniperus Species _ Juniperus scopulorum 'Wichita' 2" cal. 25 G POPUlUS SDecies Populus tremuloides Populus accuminata Populus angustifolia 2" cal. 4 5 Betula Species Betula nigra River Birch • Betula papyrifera Paper Birch Betula pendula 'Dalecarlica' ' 2" cal. 4 6 Acer Species Acer rubrum 'Northwood' Acer plananoides 'Royal Red` ~ 2" cal. 3 7 '"Fraxinus SDecies Fraxinus pennsylvanica Green Ash h A ' - s Newport Fraxinus pennsylvanica 'Bailey 2" cal. 2 g Gleditsia Species ~ _ Gleditsia triacanthos inermis 'Imperial' ~ :_ -. -_ r--- ._... ... .- ~ - --• 2 cal. 21 9 Malus Species Malus baccata 'Jacki' Malus 'Dolgo' - , ~ Malus 'Flame' Malus floribunda Japanese Flowering Crab ' Malus 'Hopa' Malus 'Kelsey' Malus 'Radiant' Malus 'Royalty' Malus 'Selkirk' Malus 'Snowdrift' Malus 'Thunderchild' 2" cal. 9 10 Prunus SDecies Prunus americans American Plum Prunus maacki Amur Chokecherrry Prunus padus commutata Mayy Day Ttee Prunus Serotina Wild Black Cherry Prunus triloba Rose Tree of China Prunus virginiana Canada Red Cherry 2" Cal. 2 11 Cornus Species Cornus racemosa Gray Dogwood 2" cal' 1 12 Cinkgo SDecies Ginkgo biloba 'PrinceLOn Sentry' NOTE: Shrub boundry to consist of materials indicated on separate SHRUB LIST. Minimum size to be 5 gallon container. • rk ~ lk is .. THE BETTY FORD ALPINE isARDEN~= CONSTRUCTION EUDGET FOR THE MOUNTAIN PERENNIAL GARDEN QTJANT I TY DESCRIPTION UNIT COST RENTAL EQUIPMENT: 3 days 2 days 1 week 1 day 2 Weeks 2 days 20 ~~u. yd. 15 cu. ud. 16 " 35 " 15 " 10 " " 20 .s t Excavation .sub Backhoe Lo-ed fork lift Compactor Trencher Landscape tractor Flat-bed truck Fuel Allowance Vehicle expense UTILITIES: Ele~~trical CHaly Cross> Electrical Csubcontractor> Water con:~umption IRRIGATION SYSTEM: Clabor inc.; DRA I RAGE SYSTEM: ROCK AND GRAVEL: Pit run <cobbels) Sand Pea Gravel Road Base 4"-3" Rock 2' Rock C.collected) 3'-5' Specimen Racks Ccollected> LABOR: General Supervisory. I NSUP.ANCE ; PHASE A PHASE B X2400 525 1000 190 100 1b00 400 100 1000° 300 375 2000 900, 500 2000 300 300 200 700 200 5120 5000 579 3330 7000 t l' , s ., ' QUANTITY DESCRIPTIOPI UNIT COST DRY GOODS: 300 Eags Bark Mul~~h X2.05 300 4 cu ft Bales Peat Moss 8.00 40 cu yd Manure 10 4 lb bags O:~imi1 (insecticide) 20.00 Fungicide allowance 1 gal Round up <.herbicide> 1 gal- Malithion <insecticide) HEREACEOUS PLANT I~iATERIALS: SHRUBS: TREESCornamentals,evergreens,shade> SAiALL TOOLS: MISC. SUPPLIES: STONE FRIDGE: WATER FEATURES: STONE FOR STEPS AND BENCHES: TEAK WOOD BENCHES: SIGNAGE: SURVEYING: TOTAL TOTAL CONSTRUCTION EUDGET FHASE A PHASE B X615 8, 750 442 1.280 384 100 800 2400 625 200 100 100 30 X16, 010 3, 350 8, 800 617 4,678 2, 615 4,'?00 1, 000 X36,160 X58,106 X93,487 I ~ {' t ,~L ~~~~ t ' , ~.~,.. ,~s~ a.y ~ , 1 ~ ' / \\1 \ ~ \\ I `~ ~\ I\ `~ (, ~~ I ~ \ ~ ~ ~~ ~ ~ ., ~ f ~ ~ \\ j ``o \ \ 55,6 ~ ~ `~~' ~F ~ _ ° vo`~~ `\ \ \ N79 1350 S84°19'43"E ~ ~ ~„/ - ~ 63-~-~~ ~I22;86' _ 88°2036°E 1~4.6i 'o _ ~' ! ~~ ~ \ ~ - - - ti - - --~ _ . , yak / -~- _ ~ /~ , o. A -------~,A R C E L A - _ _-- - ~---- ._ - - - __ 2.574 AC. yt-^`~ '~<'~TIN ~1 _ / j^~' ~~~ \ / ' ~ ZINCLUD=S PARCEL `l +yk...s___._ Y\__ _-_ ~ ,G~~ c .~ o. `~ [` ~ - l ^~ '/ ~ ~• -- ~ ~ ~ / / ~ f ~ '_ _ l 00 -S9o ~ = - ' W ~~ - ~ ~ ~ ~3 ~` ~ ~ ~ ah.~6 ~ a^ ~ -~ ~ ~ `,. ` ~ PA R C E L C SOS ~- C ~ '. G ~~\ bro. 4 ! 0; 7 2 3 A C. ~ y O . / _ / . ~_~ __ ~ ~ ^ ~.-c 148.65 .. s J \ g 19°55I~W ~/ JJ 89 °59 0606 w 130.00 _ / / ~~ ~ ~ ~ ~ r .. j / - ~~~/ ,~ /----~ ~~i ~Z ~~ ~~ ~ ~j ~ ~ ~ J/ _ / S-~,/ , --- - -~ / / ADDENDUM TO ALPINE GARDEN AGREEMENT THIS ADDENDUM to the agreement ("the agreement") entered into on December 8, 1987 by and between the VAIL VALLEY FOUNDATION ("Foundation") and the TOWN OF VAIL, COLORADO, ("Town") is made and entered into by the parties to said agreement on 1988. I. RECITALS 1. The Town and the Vail Alpine Garden ("Alpine Garden") wish to enter into a limited license agreement whereby the Town grants the Alpine Garden a license to construct and maintain an alpine garden on certain property owned by the Town but leased in the agreement to the Foundation. 2. The Foundation has no objection to amending their leased premises set forth in the agreement to allow the Town to grant a limited license agreement to the Alpine Garden so that the Alpine Garden may construct and maintain said garden. 3. In order to permit the Town to enter into a license agreement with the Alpine Garden, the Foundation is willing to amend the leased premises set forth in the agreement as provided for herein. NOW, THEREFORE, the Foundation and the Town agree as follows: II. AGREEMENT Exhibit A of the agreement is hereby amended as set forth in Exhibit A attached hereto and made a part hereof. IN WITNESS WHEREOF, the parties have signed this Addendum on 1988. TOWN OF UAIL, a Colorado VAIL ALPINE GARDEN, a Colorado municipal corporation non-profit corporation By: By: Rondall V. Phillips, Town Manager President .~ C--- ~ ~ \ ~~ \f `! \ I ~ '~ `, ~ ~ ~ •, ~ I ~ i~ ~. / f `~' l ° ~~ `~ \ \ N1 6350 58~~43~~E / 122;86'- I"' / ~~ \~ `- , 588°20~36~~E 1~9.6F ~~~ _ --- ~ 3 • ~ _ _ .. - -- -- ._ . ~ \ ap. - ~~ \ A6 - ' l i'~.~ ~~ ~' \ ~ _ 2.574 AC. ~_~" '.=~TIU (~~ \ / !-~~ -ZINCLUOES PARCEL C) Sf"'~ -- _ ~a~ 1~v~~'.~~5 ~Cfa ,rJ~e f ., - - ~/'-.~ ~ _I~ _~/~\ h~ ~- ' -_-~ ~~.~Fe •al r ~~n..~ r.. lit; _41 -~I ~ ~/// A, _ ~ ~a ~ Act ~- \ ~ ~ ~-- \ _ ~ ~.,~`j'"."'~_,,, i t ~ jj , / (' ~/ ~i .~ , P / - _~~ 1( ~~ o ~% ~ ~~G ~G~+ _oi.~ 1c // ` / ~ / /~"' ~ .C ~ pct 0 S / (Q J \ O' `. "' ^ ^= ~'`= ~; ,~' ~ ~ PARCEL C \\~a ~/ / Ch~LV ~ .~~n O.t723 AC. \00' ~~ ~i/ _ .. / ~ ' ~~ -~ 148.65 . ~_ ~ ~ \ - , 1-~--1 90.00 _ ~ S ~_ .N 89°59 06 w 130.00 ~~ /_a ~..~. ~- i -. /~~/ / ~ / - ,,~% ~~ /~ i ----=-- ! ~ -~ _ ~4 lowo of rai 75 south frontage road vail, Colorado 81657 (303) 476-7000 MEMORANDUM TO: Vail Town Council FROM: Ron Phillips DATE: August 11, 1988 RE: Ski Museum Move I recently met with Ski Museum staff regarding the attached proposal for payment of WI condominium fees. It appears that there is absolutely no possibility of the Ski Museum being able to pay the additional annual expenses related to the move under their current budget. In fact, the Ski Museum has run a deficit of a few thousand dollars for several years. If the Town wishes to move the Ski Museum, we will need to pursue other methods of funding the $4,600 in new condominium fees. Some of the possible methods for doing this are listed here. A) Pay the condominium fees from the Town budget. B) Find a Ski Museum benefactor willing to pay the fees or fund an endowment for this purpose. C) Sell or lease a portion of the 4,000 square feet available in the new space to pay for the condominium fees. D) Investigate the possibility of legally transferring the income tax benefit of the $60,000 annual donation to someone who is able to use the deduction. E) Sell or lease the WI space and move the Ski Museum to another location. T" ~ __ Rf.C'D AUG 1.2 1988 COLORADO SKI MUSEUM SKI HALL OF FAME ~~ ~- ~~ ~.,~ ` 'A~ _,'/ r August 11, 1988 Mr. Ron Phillips, Manager Town of Vail 75 S. Frontage Road - Vail, CO 81657 Dear Ron: The Colorado Ski Museum would like to respond to the proposal presented by the Town of Vail concerning the move of the Museum to a new space in the Vail Village Inn building and the sharing of the condominium fees. First of all, let us state that the proposed move is one about which the Museum Board and staff is very enthusiastic. We can see the benefit in attaining additional square footage and the opportunity to develop a state-of-the-art museum that both enti- ties would be very proud to have available for Colorado's and Vail's guests. However, as stated in our original letter of May 1, 1987, the Museum is not in a position to take on additional financial responsibility in order for this move to occur. This includes both short-term costs involved with the finishing of the space, exhibit design and the physical move; as well. as the long- term costs as proposed by the Town of Vail involving condominium fees. Although we understand the Town of Vail's statement concerning the additional 2,000 SF the Museum would receive, the $75,000 of value in finishing costs to the new space that the Town would carry, and the on-site parking if and when the WI Phase V is completed, the Museum cannot take responsibility for decisions made by the Town of Vail Council involving project development. The Museum merely stated that we would give the proposition some consideration; we did not recommend the move or the agreements between the Developer and the Town. P.O. Box 1976, Vail, Colonzdo 81658 303/476-1876