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.
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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.
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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.
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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.
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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. '
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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.
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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. `
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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.
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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
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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
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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.
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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
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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.
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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.
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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.
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•, .
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.
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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~
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P~~N IJO~rN
PERENNIAL GARDEN 60UNDRY ~~ ~
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i ER ENTRANCE
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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
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, 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
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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.
•
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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
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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
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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
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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