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HomeMy WebLinkAbout2013-03-05 Agenda and Support Documentation Town Council Work SessionVAIL TOWN COUNCIL WORK SESSION AGENDA VAIL TOWN COUNCIL CHAMBERS 75 S. Frontage Road W. Vail, CO 81657 2:00 P.M., MARCH 5, 2013 NOTE: Times of items are approximate, subject to change, and cannot be relied upon to determine at what time Council will consider an item. Public comments on work session item may be solicited by the Town Council. 1. ITEM/TOPIC: DRB/PEC Update (10 min.) PRESENTER(S): Warren Campbell 2. ITEM/TOPIC: ECO Transit Feeder Circulator Feasibility Study (30 min. ) PRESENTER(S): Kelley Collier, Eagle County 3. ITEM/TOPIC: Information Updates and Attachments: 1) VEAC 021213 Meeting Minutes; 2) Revenue Highlights; 3) 2012 Sales Tax Worksheet; 4) Adding Additional Bus Service up to 3:00 a.m.; 5) Selection process, timetable and draft RFP for operational management of Visitor Information Centers (15 min.) 4. ITEM/TOPIC: Matters from Mayor and Council: Committee and Project Reports (15 min. ) 5. ITEM/TOPIC: Executive Session, pursuant to: 1) C.R.S. §24-6-402(4)(b) - to receive legal advice on specific legal questions, Regarding: Council process; 2) C.R.S. §24-6-402(4)(f) ) - to discuss personnel matters, Regarding: Personnel matters. (60 min) PRESENTER(S): Matt Mire 6. ITEM/TOPIC: Adjournment (4:10 p.m.) NOTE: UPCOMING MEETING START TIMES BELOW (ALL ARE APPROXIMATE DATES AND TIMES AND SUBJECT TO CHANGE) -------------------- THE NEXT REGULAR VAIL TOWN COUNCIL REGULAR WORK SESSION WILL BEGIN AT APPROXIMATELY 12:30 P.M. (or TBD), TUESDAY, MARCH 19, 2013 IN THE VAIL TOWN COUNCIL CHAMBERS FUTURE AGENDA ITEMS: Ongoing agenda items TBD: DRB/PEC updates - Warren - WS - 15 min.; Information Updates Attachments: WS - 15 min.; Executive Session items: 30 min.; Consent Agenda: 5 min.; Town Manager 3/5/2013 Report: 5 min. FUTURE AGENDA ITEMS: Council Retreat - Part 2 - Separate Meeting. - 2/26 - 8 am to 12 pm - The Grand View Info Updates: VEAC Feb 12 minutes; Revenue Highlights; Additional Bus Service - 3/5 Vail Village Info Center - Greg Hall - WS - 30 min. - 3/5 2nd Reading of Ord #5, SDD#37-Tivoli - Rachel - ES - 20 min. - 3/5 First Reading of Ord No. 4, 2013, Stream Tract Mitigation Ord - George/Matt Mire - ES - 30 min. -3/5 Town Manager Report: 1) Roger Brown funding request; 2) ATT letter response from Ron Braden and 3)Emergency Management meeting from 6/18-6/23 in Vail (FEMA) - Dwight - 3/5 Vail Village Info Center - Greg Hall - WS - 30 min. - 3/5 Review of Welcome Center RFP - Suzanne - WS - 3/5 First Reading Ord #21, 2012, Vail Golf Course Rezoning - George Ruther - ES - 5 min. First Reading Ord #22, 2012, Vail Golf Course Text Amendments - George Ruther - ES -5 min. Eco Transit Feeder Circulator Feasibility Study - Kelley Collier, Eagle Cty - WS - 30 min. - 3/5 History of Development in Vail - Jeff Winston - WS - 60 min. - 3/19 TOV Official Vehicle Sponsorship- Stan Z - WS - 30 min. - 3/19 Vail Village Character Area presentation - George - ES - 30 min. - 3/19 Character of Neighborhood Discussion - George Ruther - ES - 30 min. - 3/19 1st Reading of Ord 6, 1st Supplemental to 2013 Budget - Kathleen - ES - 30 min - 3/19 DRB, PEC, AIPP, BFCAB vacancy interviews - 30 min. - WS - 3/19 Joint VRD Meeting - economic study - Stan - WS - 60 min. 3/19 DRB, PEC, AIPP, BFCAB appointments - 20 min. - ES - 3/19 Parking Structures systems discussion - 3/19 Town Managers Report - 1) "i" Sign Options and Direction - Todd O 2) Tree removal discussion - 3/19 2nd Reading of Ord 6, 1st Supplemental of 2013 Budget - Kathleen - ES - 10 min. - 4/2 Eagle County Commissioner Joint Meeting - 60 min. - 4/02 VLMD Meeting: Health and Well Being - Adam Sutner - 30 min. - WS - 4/2 VLMDAC vacancy - WS - 10 min. ES - 5 min. - 4/2 Twin Tunnels Construction Update - Margaret Bowes, CDOT - ES - 30 min. Healthcare Reform Act discussion - Stan/Krista - WS - 30 min. 5/7 or 5/21 Gore Creek Public Sign Campaign - George - WS - 20 min. - TBD Sign Code/Sponsor Vehicle Location - George - WS - 15 min. - TBD ERWSD easements - Todd Fessenden - ES - 30 min. - TBD 1st reading of Ord #1 - Charter Split - Matt M - ES - 30 min. - TBD EPS Economic Study of Vail Golf Course - Greg Hall - WS - 30 min. - TBD First Reading Ord #21, 2012, Vail Golf Course Rezoning - George Ruther - ES - 30 min. -TBD First Reading Ord #22, 2012, Vail Golf Course Text Amendments - George Ruther - ES - 30 min. - TBD Second Reading Ord #21, 2012, Vail Golf Course Rezoning - George Ruther - ES - 30 min. - TBD Second Reading Ord #22, 2012, Vail Golf Course Text Amendments - George Ruther - ES - 30 min.- TBD 3/5/2013 ROI Document Presentation - Adam Sutner - WS - 20 min. - TBD EHU Housing Authority - TBD 2015 WAC construction restrictions discussion - George - WS - 30 min. - TBD VVMC/TOV discussion on MOB - Doris Kirschner, VVMC - ES - 30 min. - TBD Strategic Parking Plan discussion - Greg H. - WS - 30 min. - TBD Sister City discussion - TBD Open Space Discussion with Toby Sprunk, Eagle County Open Space Director - TBD Discussion of future of RSES - TBD Streaming PEC & DRB - TBD 3/5/2013 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: March 5, 2013 ITEM/TOPIC: DRB/PEC Update PRESENTER(S): Warren Campbell ATTACHMENTS: February 25, 2013 PEC results February 20, 2013 DRB results 3/5/2013 Page 1 PLANNING AND ENVIRONMENTAL COMMISSION February 25, 2013 at 1:00pm TOWN COUNCIL CHAMBERS / PUBLIC WELCOME 75 S. Frontage Road - Vail, Colorado, 81657 MEMBERS PRESENT MEMBERS ABSENT Bill Pierce Luke Cartin Henry Pratt Pam Hopkins Susan Bird John Rediker Michael Kurz Site Visit: 1. Scheerly/ Bolyard Residence- 133 Willow Place 2. Elk Meadows- 1624 Buffehr Creek Road 3. Schulman Residence- 1772 Alpine Drive 15 minutes 1. A request for the review of a variance from Section 12-6G-6, Setbacks, and Section 12-6G-9, Site Coverage, Vail Town Code, pursuant to Chapter 12-17, Variances, Vail Town Code, to allow for the construction of a bay window within the side setback, located at 4254 Columbine Way/Lot 9, Bighorn Terrace, and setting forth details in regard thereto. (PEC130006) Applicant: Johnnie and Deb Odum, represented by Rodney Molitor Planner: Rachel Dimond ACTION: Approved with condition MOTION: Kurz SECOND: Pratt VOTE: 4-0-0 CONDITION: 1. Approval of this variance is contingent upon the applicant obtaining Town of Vail approval of an associated design review application. Rachel Dimond made a presentation per the staff memorandum. Rodney Molitor, representing the applicant, spoke to the excitement of both owners of the duplex upgrading and matching the exteriors. There was no public comment. Commissioner Pratt inquired as to any concerns with regard to the duplex having a mirror image. Rachel Dimond explained that the DRB had conceptually reviewed the proposal and determined that it would not result in mirror image architecture. 30 minutes 2. A request for the review of a final plat, pursuant to Chapter 13-12, Exemption Plat Review Procedures, Vail Town Code, to allow for amendments to a platted site disturbance line, located at 1772 Alpine Drive/ Lot 10, Vail Village West Filing 1, and setting forth details in regard thereto. (PEC130003) Applicant: Dave Schulman, represented by Michael Pukas Planner: Rachel Dimond ACTION: Approved with conditions MOTION: Kurz SECOND: Bird VOTE: 4-0-0 CONDITIONS: 3/5/2013 Page 2 1. The applicant shall amend the plat to show the approved site disturbance line as the building permit approved site disturbance line dated September 7, 2006. 2. The applicant shall amend the title of the plat to “Final Plat- Lot 10, Vail Village West Filing 1. Rachel Dimond made a presentation per the staff memorandum. Commissioner Kurz inquired as to any Staff concerns with regard to engineering to accomplish the applicant’s proposal. Rachel Dimond clarified the Code requirements regarding steep slopes. Michael Pukas, representing the applicant, explained the history of the development as he was the architect who designed the home and was involved the variance request and platting. Commissioner Bird asked for clarification on the various disturbance lines (approved, amended, and proposed). Rachel Dimond utilized an exhibit to show the difference between the site disturbance lines. Commissioner Pierce restated Mrs. Dimond’s explanation to ensure he and the Commission understood. Michael Pukas described the request utilizing the proposed site plan on the screen. He explained that the whole goal was to obtain more outdoor living space for the home. Commissioner Bird inquired as to the proposal for deck expansion. Michael Pukas described where the deck was being added. He clarified that the front decks were not be changed. Commissioner Pratt inquired as to where the fire place was going in relationship to the property line. Rachel Dimond explained that at grade patios can encroach into the side setback half the distance of the required setback. Commissioner Bird asked for more discussion from Staff with regard to its recommendation. Rachel Dimond explained the review criteria and Staff’s response. She added that the setback variance was granted in 2006 with a condition that site disturbance lines were not amended. Commissioner Pierce asked for Staff to restate the current site disturbance and the proposed site disturbance. Rachel Dimond explained the approved site disturbance area is 67% of the total site and the proposed site disturbance area is 71% of the total site. Michael Pukas, using a site plan on the screen, showed how the final design and vehicular access pushed the home on Lot 10 further back into the slope, reducing the ability to construct private outdoor space. 3/5/2013 Page 3 Dave Schulman, owner, spoke to the letter provide by David LaBelle. He stated that there would not be a parking or noise issue associated with his patio expansion on the rear. He spoke to the need for more than the 10 feet of disturbance area that is available. His goal is only to make things better and to plant trees to mitigate the loss of trees in the utility right-of-way. Commissioner Kurz stated this was a difficult situation, but as he reviews the criteria for evaluating the request, he agrees with most of Staff’s conclusions. Commissioner Bird shared concerns with Commissioner Kurz. Commissioner Pratt stated he understood the request, but as he saw the request it was a request for a variance from a condition of a variance. Commissioner Pierce stated he understood the request, but had concerns with the proposal increasing the site disturbance. He does not feel that it is appropriate to approve the site disturbance. Michael Pukas stated that he met with the DRB for a conceptual review and they were in support of the deck addition. There was no public comment. 45 minutes 3. A request for review of a major amendment to Special Development District No. 16, Elk Meadows, pursuant to Section 12-9A-10, Amendment Procedures, Vail Town Code, to allow for changes to building sites, changes to architectural guidelines, increase in GRFA, and revisions to the on-site EHU requirement, located at 1624, 1626, 1628, 1630, and 1632 Buffehr Creek Road/ Elk Meadows Subdivision, and setting forth details in regard thereto. (PEC130005) Applicant: Elk Meadows Development, LLC, represented by Sharon Cohn Planner: Warren Campbell ACTION: Tabled to March 11, 2013 MOTION: Kurz SECOND: Pratt VOTE: 4-0-0 Warren Campbell made a presentation per the Staff memorandum, including discussion of the amended building envelopes, architectural guidelines, employee housing requirement, and an increase in GRFA for the SDD. He clarified the employee housing requirements for the site, and the net new GRFA would be required to be mitigated pursuant to the inclusionary zoning regulations. Staff believes the appropriate size of EHU would be 500 square feet plus 10% of the 1,600 net new GRFA, for a total of 660 square feet on site. Should the EHU move off-site, the unit size would need to comply with the EHU transfer regulations, likely resulting in a doubling in size. Sharon Cohn made a presentation outlining the project. She explained that the intent of the project was to improve upon the SDD and address several elements. She stated the intent of changing the architectural guidelines was to match the neighborhood rather than building a cluster of log cabin style structures. Building envelope relocation and reconfiguration: Commissioner Pierce stated that there seemed to be a clear intent to protect the valley floor from development based upon the letter from the planning staff in 1980. He added that if you look at the overall aerial of the valley (page 9 of 41) it is clear that development from east to west was avoided in the valley floor. He stated that the relocation of Lot 1 to the south was a 3/5/2013 Page 4 benefit for property owners but would be contrary to the public’s best interests. He felt Lot 1 should not be relocated to be on the south side of the private drive. Commissioner Pratt said that conceptually, moving Lot 1 does not bother him. But, maintaining the open space on the valley floor is very important. He thinks Lot 1 should be rotated clockwise and moved up the hill to the south to leave the valley floor open. Commissioner Bird stated the proposed location of Lot 1 sticks out like a sore thumb and breaks up the integrity of the open field. She suggested the relocated Lot 1 should be built near Lots 4 and 5. Placing Lot 1 it that location would concentrate the disturbance of the site by clustering the lots more tightly together. Commissioner Kurz stated that the thought Commissioner Pratt may be on to something with his suggestion for Lot 1. He said trying to protect the valley floor is a delicate balance and the permitted architecture could do a lot to help or hurt the goal. He added that the driveway should be built to minimum dimensions to avoid the visual impact of the road width. Commissioner Pierce asked if the building envelopes changed size. Sharon Cohn stated the building envelopes are the same size. She added that she agreed with Commissioner Pratt’s suggestion to rotate the lot. She added that the valley will still be maintained with the movement of Lot 1. She said the valley and meadow is really important to the developer. She said they would like to minimize the road width and its impacts. Warren Campbell stated there were geologic hazards on this site. Sharon Cohn added that she did not believe the rockfall hazard was present on the proposed Lot 1. Commissioner Pratt asked if Lot 5 would need a separate curb cut. Sharon Cohn stated a separate curb cut would be built for Lot 5 off of Buffehr Creek Road. Commissioner Pratt stated the road cuts through the valley. Moving Lot 1 would add more asphalt to connect the driveway for the home to the main driveway. Warren Campbell explained the current road cut dimensions and design. Commissioner Pratt stated the hammerhead might not be big enough, but the fire department might stage from Buffehr Creek Road. Commissioner Pierce stated he likes the houses closet to the road, the driveway, valley then trees going from north to south on the site. Architectural Guidelines: Commissioner Kurz stated the log cabin sticks out more than other houses in the neighborhood . He said the goal is to have architectural design that fades into the natural environment. He liked stone and wood with colors that fade into the environment. He said the houses should have a harmonious palette of materials but not be identical. Commissioner Bird stated that she would like to see diversity in design, not a cookie cutter row of houses. 3/5/2013 Page 5 Commissioner Pratt asked why the applicant wouldn’t get rid of specific architectural guidelines and utilize the requirements found in Title 14, Development Standards, Vail Town Code. The other Commissioners chimed in and agreed that removal of the architectural guidelines from the SDD and utilizing the existing regulations would allow for the DRB to make the determination on the structure designs. It was mentioned that the diversity in housing in the area, specifically in the Eleni and Lia Zneimer Subdivisions was appropriate. Sharon Cohn stated they had considered this suggestion and would reexamine it as the goal is to be compatible with the surrounding architecture. Warren Campbell asked if the architectural guidelines were abandoned in the SDD, should there be any discussion in the SDD of architectural character? Commissioner Pierce said the houses in Eleni and Lia Zniemer Subdivisions were intended to be different but were all approved by the DRB and were compatible. Commissioner Kurz stated that at Willow Place, there are no specific guidelines but all the buildings are compatible and harmonious. He added there could be some guidelines in the SDD. Relocation of the on-site EHU: Commissioner Pierce stated the transfer of the EHU as has been approved previously for several SDDs was appropriate. Commissioner Pratt stated the discussion on the size of EHU to be mitigated, between 400 and 500, should be split in the middle, with 450 square feet plus 160 square feet required on site. The other Commissioners stated that they agreed with the comments. Increase in GRFA: Commissioner Kurz stated the GRFA addition makes sense. He asked if the existing house would get additional GRFA. Warren Campbell stated additional GRFA would be given to the existing structure, but with changes to GRFA measurement, there would be no increase over the bulk mass that the home would be permitted currently. The other Commissioners expressed their support of a 10% increase in GRFA to address the methodology changes in GRFA calculation. There was no public comment. 15 minutes 4. A request for the review of a variance from Section 12-6H-6, Setbacks, Vail Town Code, to allow for the construction of a deck infill and addition to the roof in the front and side setbacks, located at 133 Willow Place (Riva Ridge)/ Lot 6, Block 6, Vail Village Filing 1, and setting forth details in regard thereto. (PEC130007) Applicant: Patricia K. Scheerly and Bruce Bolyard, represented by Suman Architects Planner: Rachel Dimond 3/5/2013 Page 6 ACTION: Approved with conditions MOTION: Kurz SECOND: Pratt VOTE: 4-0-0 CONDITIONS: 1. Approval of this variance is contingent upon the applicant obtaining Town of Vail approval of an associated design review application. 2. The applicant shall mitigate the construction of 122 square feet of GRFA, pursuant to Chapter 12-24, Inclusionary Zoning, Vail Town Code, prior to the issuance of a building permit. Rachel Dimond made a presentation per the staff memorandum. Commissioner Bird inquired as to the specifics of the EHU mitigation rate. Rachel Dimond explained how the mitigation fee and rate are calculated. Michael Suman, Suman Architects, stated that the memorandum covered the proposal. He added that there is intent for the unit on the other end of the building is coming forward with a similar application which would balance the structure. There was no public comment. Commissioners Kurz and Bird expressed support for the application. Commissioner Pratt stated his desire to see the lower units do an expansion below this proposal to bring the mass to the ground. 5. A request for the review of amendments to a conditional use permit for a “public and private parks and active outdoor recreation areas, facilities and uses”, pursuant to Section 12-16-10, Amendment Procedures, Vail Town Code, to allow for the construction of various improvements at Ford Park (Gerald R. Ford Amphitheater social courtyard, box office improvements, Betty Ford Way improvements, Betty Ford Alpine Garden expansion, new Betty Ford Alpine Gardens Alpine Education Center, nature trail, riparian restoration, playground restrooms) located at 530, 540, and 580 South Frontage Road East/ Unplatted, and setting forth details in regard thereto. (PEC130004) Applicant: Town of Vail, represented by Todd Oppenheimer Planner: Rachel Dimond ACTION: Tabled to March 11, 2013 MOTION: Kurz SECOND: Pratt VOTE: 4-0-0 6. Approval of February 11, 2013 minutes ACTION: Approved MOTION: Bird SECOND: Kurz VOTE: 4-0-0 7. Information Update Commissioner Pratt brought up the topic of how to communicate parking availability in the town. He spoke to the confusion he sees on busy days with our guests trying to find parking. He added that the temporary VMS signs in the roundabout and the A-frame signs are not the quality that Vail should be incorporating to solve the confusion around where to parking availability and cost. He gave an example of the systems he has seen in use in Europe. He described simple, easy to understand signs with a blue circle and “P” with arrows to clearly identify where parking was available. Furthermore, several signs would state how many parking spaces were available so as to not have a situation where a car goes to parking in a 3/5/2013 Page 7 certain location only to find there is no longer any parking. He highlighted the cars left on the frontage road over night that have tickets on them before 8:00 as a concern. He concluded by stating that these parking concerns need to be a significant priority of the way-finding effort. 8. Adjournment MOTION: Kurz SECOND: Pratt VOTE: 4-0-0 The applications and information about the proposals are available for public inspection during regular office hours at the Town of Vail Community Development Department, 75 South Frontage Road. The public is invited to attend the project orientation and the site visits that precede the public hearing in the Town of Vail Community Development Department. Times and order of items are approximate, subject to change, and cannot be relied upon to determine at what time the Planning and Environmental Commission will consider an item. Please call (970) 479-2138 for additional information. Sign language interpretation is available upon request with 24-hour notification. Please call (970) 479-2356, Telephone for the Hearing Impaired, for information. Community Development Department Published February 22, 2013 in the Vail Daily. 3/5/2013 Page 1 DESIGN REVIEW BOARD AGENDA PUBLIC MEETING February 20, 2013 Council Chambers 75 South Frontage Road West - Vail, Colorado, 81657 MEMBERS PRESENT MEMBERS ABSENT Tom DuBois Libby Maio Rollie Kjesbo Brian Gillette PROJECT ORIENTATION 1:00pm Discussion of the Jeff Winston presentation from February 11, 2013 joint PEC hearing SITE VISITS 1. Ruttum Residence – 1388 Briar Patch Lane 2. Williams Residence – 302 Mill Creek Circle 3. Ford Park – 530, 540, and 580 South Frontage Road East MAIN AGENDA 3:00pm 1. Ruttum Residence DRB130013 / 15 minutes Rachel Conceptual review of new construction (single family with EHU) 1388 Briar Patch Lane/Residences at Briar Patch Condos Applicant: David Ruttum, represented by David Irwin ACTION: Conceptual, no action taken 2. Williams Residence DRB130015 / 10 minutes Rachel Final review of changes to approved plans (doors, windows, roof) 302 Mill Creek Circle/Lot 7, Block 1, Vail Village Filing 1 Applicant: Margaret P. Williams represented by Pam Hopkins ACTION: Tabled to March 6, 2013 MOTION: Kjesbo SECOND: Maio VOTE: 4-0-0 3. Ford Park Phase II DRB130021 / 90 minutes Rachel Conceptual review of new construction (bathrooms, new education center, amphitheater social plaza, streamwalk, Betty Ford Way) 530, 540, and 580 South Frontage Road East/ Unplatted Applicant: Town of Vail, represented by Pedro Campos ACTION: Conceptual, no action taken STAFF APPROVALS Hilb Residence DRB130004 Warren Final review of changes to approved plans (windows, dining room addition, landscaping) 2358 Garmisch Drive/Lot 11, Block G, Vail Das Schone Filing 2 Applicant: David Hilb, represented by John Martin 3/5/2013 Page 2 Mertens Residence DRB130007 Warren Final review of an addition (recreation room) 5114 Grouse Lane/Lot 6, Block 12, Gore Creek Subdivision Applicant: Jill and Dave Mertens, represented by K.H. Webb Architects Vail Fire Station 2 DRB130014 Warren Final review of a sign application (building identification) 42 West Meadow Drive/Lot H, Vail Village Filing 2 Applicant: Town of Vail, represented by Michael McGee The applications and information about the proposals are available for public inspection during regular office hours in the project planner’s office, located at the Town of Vail Community Development Department, 75 South Frontage Road. Please call 479-2138 for information. Sign language interpretation available upon request with 24 hour notification. Please call 479-2356, Telephone for the Hearing Impaired, for information. 3/5/2013 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: March 5, 2013 ITEM/TOPIC: ECO Transit Feeder Circulator Feasibility Study PRESENTER(S): Kelley Collier, Eagle County ATTACHMENTS: ECO Feasibility Presentation 3/5/2013 Spine Service Feasibility Study Vail Town Council March 2013 3/5/2013 Key Questions •Is a spine /circulator transit network feasible for ECO Transit? Yes •Is such a network desirable? Yes •How would it be implemented? In phases 3/5/2013 Study Process •Working Group including Town Planners and Joyce Rihanek •Analysis of existing services and travel patterns •Demand for transit •Overall and by community •Analysis of service options Does the option make good use of bus time? Does the option result in effective service for riders? - Are travel and transfer times direct, effective? 3/5/2013 Findings: Standards •ECO Transit will benefit from using transit industry standards •Standards: •How information is presented to customers •How services are measured •Benefits: •Easier for customers to understand network •Improved decision-making 3/5/2013 Findings: Network •Spine service needs to be supported by local transit services •Travel patterns dictate that most support service will need to be local service on Highway 6 •Circulator services within communities are appropriate for: •Vail •Avon •Edwards 3/5/2013 Alternatives •Considered options for Spine services •Limited stops on Hwy 6 vs. service on I-70 •Terminating in Edwards vs. Eagle •Considered options for local services •“Short” local services (Lake Creek to Dowd Trail) •“Long” local services (Lake Creek to Vail) •“Combination” service, with local and express routes changing in Avon 3/5/2013 3/5/2013 Spine Service •Can serve broad trip needs with minimum of resources •Easy to understand •Positions region for development of transit in I-70 corridor •Eagle terminus is most efficient •Challenges: •Need transit facility in Edwards •Results in high level of transfers 3/5/2013 Local / Express Service Short Local Option Long Local Option Local / Express Combination Option 3/5/2013 Comparison – Local Options Category Short Long Combo Support of Spine Good Moderate Moderate Local Frequency w/ 3 buses 30 minutes 30-minutes 60 minutes Number of Transfers High Moderate Low Transfer Timing Moderate Moderate Poor for thru local service Running Time Tight Moderate Loose Resource Allocation Good Moderate Moderate 3/5/2013 Local/Express Combo •Serves existing travelers well in Edwards to Vail corridor •Few transfers and good travel times •Will smooth the transition to a spine network •Challenges: •Requires 6 buses for 30-minute local frequencies •Does not effectively support a spine/local network 3/5/2013 Service Recommendation •Develop a spine network on I-70, supported by a combination of local service types •Each local service type has specific benefits and should be used accordingly 3/5/2013 Phased Implementation Year Spine Combo Short Other 2013 Hourly Hourly Hourly Operate Gypsum route to Eagle – 12 hours Add Vail-Beaver Creek Express 2014 Hourly Hourly Hourly Maintain above 2015 Add 30- minute peak service Hourly 30-minute service all day Maintain above Beyond 30-minute service all day Hourly 30-minute service all day Expand operating day for Gypsum service 3/5/2013 Impacts on Vail •Service will continue as is at present •Relying on Vail Transit for dispersing passengers •Minimal stops in Vail, but using frontage road to serve Lionshead stop •Expresses will continue for moving peak passenger loads •Service plan will focus expansion on Spine and “short local” routes •Plan does include peak Vail-Beaver Creek service in winter for 2013 3/5/2013 Next Steps •Meetings with Towns and Metro Districts to present initial findings •Your feedback prior to completing Operational Plan •Refine service plan based on run cuts and public involvement •Determine facilities needed at each hub; •Hub and Park and Ride Study funded and will be procured March 2013 3/5/2013 Early Action Items •Planning for Edwards location and expansion of Eagle Chambers Park and Ride •Transition to industry standards for run- cutting, data, and customer schedule information •Implemented Scheduling Software and working toward real-time passenger information •Revise system schedules, providing maps •Completed Winter 2012/2013 3/5/2013 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: March 5, 2013 ITEM/TOPIC: Information Updates and Attachments: 1) VEAC 021213 Meeting Minutes; 2) Revenue Highlights; 3) 2012 Sales Tax Worksheet; 4) Adding Additional Bus Service up to 3:00 a.m.; 5) Selection process, timetable and draft RFP for operational management of Visitor Information Centers ATTACHMENTS: VEAC 021213 Meeting Minutes January 2013 Revenue Highlights 2012 Sales Tax Worksheet RFP Selection Process Memorandum 030513 3/5/2013 Vail Economic Advisory Council (VEAC) February 12, 2013 MEETING NOTES • VEAC Members Present: Rayla Kundolf; Rob LeVine; Pam Stenmark; Greg Moffet; Laurie Mullen; Matt Morgan; Chris Romer; Paul Wible; Mike Ortiz; Mark Gordon; Bob Boselli; Mia Vlaar; Kim Newbury • Others Present: Jim Lamont; Adam Sutner; Peggy Wolfe; Michael Cacioppo; Brian Rodine; Davy Ratchford; Ralf Garrison; Katie Barnes; Scott Miller; Margaret Rogers; John Stone; Beth Slifer; Jamie Gunion; Megan Kirk; Margaret Bowes • TOV Staff Present: Town Manager Stan Zemler; Finance Director Judy Camp; Economic Development Manager Kelli McDonald; Executive Assistant Tammy Nagel • MTRiP New Reports: Ralf Garrison with MTRiP reviewed the new 5-year view reporting with the committee members. He pointed out that comparisons vs. other Colorado resorts are based on total taxable sales, whereas Town of Vail comparisons by segment (retail, lodging, and food and beverage) include only the core areas of Vail Village and Lionshead.. A copy of the new report as presented is attached to these minutes. • I-70 Coalition Update: Margaret Bowes, Program Manager for I-70 Coalition, provided information concerning CDOT’s Twin Tunnels design and construction project that will begin in April 2013 and go through late 2013. Bowes explained the Twin Tunnels design and construction project was created to improve safety and mobility in the I-70 Mountain Corridor by adding one eastbound lane from the East Idaho Springs Interchange to US 6, including expanding the eastbound tunnel. Crews will also reconstruct the eastbound bridge over Clear Creek to flatten the curve at Hidden Valley. The added infrastructure will enable managed lane operations in the future. This is the first project under construction as part of the I-70 Mountain Corridor. To minimize the impacts to the traveling public, CDOT is constructing a detour to reroute all eastbound traffic onto the frontage road that parallels I-70 and Clear Creek. Traffic will be moved onto this detour just west of the Twin Tunnels and then directed back to I-70 just west of the Hidden Valley Interchange. The detour will be in place, 24 hours a day, seven days a week, from April 2013 through late 2013. There will be several blasting sequences per day. The conditions of the rock inside the tunnel will dictate the blasting schedule, and no blasting closures will occur during high volume traffic periods. Closures will last approximately 20 to 30 minutes with all traffic cleared within one hour of the closure. Bowes stated westbound closures will typically last longer than eastbound closures for crews can inspect the tunnel prior to letting vehicles travel through it while eastbound traffic is moved onto the detour route around the tunnel. Lane closures, including blasting closures, are restricted to lower traffic volume periods. Typical lane closure expectations will be during weekdays and overnight (Monday through Friday) and overnight on weekends (Friday through Sunday). Bowes provided the project hotline (303-327-4034) and website (coloradodot.info/projects/i70twintunnels) for current construction activities, lane closures and daily blasting schedules. • Health & Wellbeing Discussion with VLMDAC: Chris Romer spoke to committee members about the State Office of Economic Development and International Trade identifying “health and well-being” as one of 14 “key industry segments” for economic growth in Colorado. Already home to the fittest and leanest population, due to active lifestyles and access to the outdoors, Colorado is building health and wellness into the state 3/5/2013 brand and aims to be the healthiest state in the nation. The state is collaborating with the public and private sectors, as well as nonprofit foundations like the Colorado Health Foundation and LiveWell Colorado. With more than 253,000 health and wellness workers across the state and a $11.3 billion annual payroll, the health and wellness industry has a compelling economic impact within Colorado. Romer stated, regionally, the Northwest Colorado Council of Governments is focusing on developing a new industry, “Destination Health & Medical Education”, by creating new programs centered around nutrition and wellness that can be extended into existing resort and spa infrastructure, affiliating with major hospital education programs with year round presence, and providing venues for commercial education be national medical products and pharmaceutical companies who maintain full time training and product centers. On a local level, health and wellness is identified as one of three key sectors to Eagle County’s economic growth. Vail Valley Partnership’s health and wellness initiatives are to lead economic development and economic growth in Eagle County via medical tourism, specifically via continuing medical education programs and groups/meetings, establish regional cooperation amongst all stakeholder groups, connect health and wellness industry leaders to the Vail Valley and provide local educational services and programming for the business community via business forums, newsletters and public relations efforts. In 2013, Vail Local Marketing District added a Medical and Health & Wellbeing sales manager to the group sales team focused on Vail to build local relationships with the health community and drive more group business. Currently the 2013 Travel/Tradeshow schedule includes Alliance for Continuing Medical Education, Global Meeting Summit for Medical Meetings, International Medical Meetings Professionals Association, Colorado Hospital Association annual meeting and Nurses Alliance Organization. Future business on the books for 2013 and 2014 shows $1,100,000 in lodging revenue with 3,500 in room nights. Pam Stenmark stated Health and Wellbeing is a broad sector without firm definition. Currently, events ranging from the Vail Global Energy Forum to the Youth Fly Fishing National Championships to the Whitewater Kayak Demos are included in “Health & Wellbeing”. Stenmark said, this contributes to the confusion on “what does health & wellness mean”. VLMDAC is recommending establishing a clear definition and measureable outcomes in order to help define “Health & Wellbeing” for the Vail community. • Burton US Open Update: Peggy Wolfe, Highline Sports and Entertainment, provided a brief update on the Burton US Open Snowboarding Championships that will be occurring at Golden Peak with men and women practicing on February 25 – 26 and the competition on February 27 – March 2, 2013. Wolfe stated there will be many activities for families such as a USO Scavenger Hunt, a USO Photo Booth, a Burton Archive Gallery showing and a Friday and Saturday USO Movie Night. Throughout the week there will also be several après events hosted at the Vail Village Burton store and two concerts at Solaris on Friday and Saturday nights. Guests can stop by the Vail Village and Lionshead Welcome Centers and the USO Info tent at Golden Peak to pick up a free USO Miracle Card, while supplies last. The USO Miracle Card is a unique perk program designed exclusively for the 2013 Burton US Open in conjunction with Town of Vail retailers, bars and restaurants as a way for spectators and participants to get deals at local businesses. The event will be broadcast live on burton.com, NBC Sports Network Broadcast and Universal Broadcast. Wolfe stated that they were estimating between 5,000 – 7,500 additional people in town for the event each day, plus the regular skiers and visitors. • Financial Reports: Judy Camp reviewed the Town of Vail Sales Tax Worksheet with members. The worksheet reflected sales tax collected every month since 2001 – 2012. Camp pointed out to members that 2012 was the first time the town has passed $20 million in sales tax collections, which is a 2% increase since 2008. Camp stated December collections were down 7%, but overall it was an excellent year. Kelli McDonald stated she would email the worksheet to members. 3/5/2013 • Town Manager Report: None. • Citizen Input: None • Other Business: Romer provided an update on the Eagle Air Alliance program, stating the airport lost 28% available seating when other airports, such as Aspen, were reporting an increase. A Houston flight would be added for the summer months of June through August if enough funds are raised, with long term possibilities being looked at for Chicago, Toronto and Washington flights. • Next Meeting: The next meeting is scheduled for Tuesday, March 12, 2013 at The Antlers. 3/5/2013 Destination: Vail Report Period: Taxable sales through October 2012 a) Vail Village/Lionshead Combined Performance Taxable sales May - Oct 2012 Taxable sales May - Oct 2011 % Difference $24,543,675$23,055,5006.5% $38,726,325$34,257,55013.0% $26,548,875$23,719,50011.9% $89,818,875$81,032,55010.8% b) Retail Segment Performance, by Neighborhood Taxable sales May - Oct 2012 Taxable sales May - Oct 2011 % Difference $18,937,775$17,347,3509.2% $5,605,900$5,708,150-1.8% $24,543,675$23,055,5006.5% c) Restaurant Segment Performance, by Neighborhood Taxable sales May - Oct 2012 Taxable sales May - Oct 2011 % Difference $29,868,950$27,074,65010.3% $8,857,375$7,182,90023.3% $38,726,325$34,257,55013.0% d) Lodging Segment Performance, by Neighborhood Taxable sales May - Oct 2012 Taxable sales May - Oct 2011 % Difference $16,977,700$14,677,25015.7% $9,571,175$9,042,2505.8% $26,548,875$23,719,50011.9% Lodging Sales in Vail Village Lodging Sales in Lionshead Restaurant Sales in Vail Village + Lionshead Restaurant Sales in Lionshead Restaurant Sales in Vail Village Retail Sales in Lionshead Retail Sales in Vail Village Retail Sales in Vail Village + Lionshead Lodging Sales in Vail Village + Lionshead DESCRIPTION OF REPORT: The Vail Taxable Sales Report is a monthly ("Foundation") and seasonal ("Seasonal") report of taxable sales in Vail Village and Lionshead neighborhoods of Vail, tracking consumer spend at Retail, Restaurant and Lodging businesses in both locations ("neighborhoods") and in aggregate. The report is based on financial data provided by the town(s) included in the report. Details follow: FOUNDATION REPORT: The foundation report is a monthly report comprised of 4 sections focusing on Vail Village and Lionshead neighborhood data, and conveying (a) Retail, Restaurant and Lodging sales by segment and in aggregate, (b) Retail sales by neighborhood and in aggregate, (c) Restaurant sales by neighborhood and in aggregate, and (d) Lodging sales by neighborhood and in aggregate. All data are derived from Town of Vail taxable sales reports and are as-of the most recent date for which data are available. SEASONAL REPORT: The seasonal report is produced 2 times annually, in approximately July and January (data-dependent) and is an expansion of the Foundation Report described above. The seasonal report is intended to provide the client with competitive information both within Vail and with Vail's competitive set for the Summer (May - October) and Winter (November - April) seasons. In addition to the Foundation data, the Seasonal Report includes a comparison of newer stores (in operation between 13 and 36 months, aka "13-35 Store") and established (in operation for more than 36 months, aka "36+ Store") performance, as well as a comparative analysis of All Vail Neighborhood aggregate sales versus the same data from Aspen, Breckenridge and Steamboat Springs. TOWN OF VAIL TAXABLE SALES REPORT Retail Sales in Vail Village + Lionshead Lodging Sales in Vail Village + Lionshead Restaurant Sales in Vail Village + Lionshead Total Retail/Restaurant/Lodging Sales in Vail Village + Lionshead Copyright (c) 2013 MTRiP, LLC. All Rights Reserved1 3/5/2013 Town of Vail All-Store Monthly Report SECTION 1 - SEASONAL CHARTS BY SEGMENT - VAIL VILLAGE + LIONSHEAD NEIGHBORHOODS Summer 2012 and Winter 2012/13 (to-date) Taxable Sales Retail, Restaurant and Lodging Segments + Aggregate 19.9% 9.2%4.1%0.6%2.4% 13.7%6.5% -100% -80% -60% -40% -20% 0% 20% 40% 60% 80% 100% $0 $5,000,000 $10,000,000 $15,000,000 $20,000,000 $25,000,000 $30,000,000 May-12Jun-12Jul-12 Aug-12Sep-12Oct-12Summer TtlNov-12Dec-12Jan-13Feb-13Mar-13Apr-13Winter Ttl Chart 1a: Retail Sales -VV + LH: Summer 2012 and Winter 2012-13 Sales thru Oct-12Sales thru Oct-11 YOY % Variance 37.8% 17.7%11.7%10.2%14.2% -13.4% 13.0% -100% -80% -60% -40% -20% 0% 20% 40% 60% 80% 100% $0 $5,000,000 $10,000,000 $15,000,000 $20,000,000 $25,000,000 $30,000,000 $35,000,000 $40,000,000 $45,000,000 May-12Jun-12Jul-12Aug-12Sep-12Oct-12Summer TtlNov-12Dec-12Jan-13 Feb-13Mar-13Apr-13Winter Ttl Chart 1b: Restaurant Sales -VV + LH: Summer 2012 and Winter 2012-13 Sales thru Oct-12Sales thru Oct-11 YOY % Variance 19.8%17.8% 4.5%9.7% 37.8% -23.9% 11.9% -100% -80% -60% -40% -20% 0% 20% 40% 60% 80% 100% $0 $5,000,000 $10,000,000 $15,000,000 $20,000,000 $25,000,000 $30,000,000 May-12Jun-12Jul-12 Aug-12Sep-12Oct-12Summer TtlNov-12Dec-12Jan-13Feb-13Mar-13Apr-13Winter Ttl Chart 1c: Lodging Sales -VV + LH: Summer 2012 and Winter 2012-13 Sales thru Oct-12Sales thru Oct-11 YOY % Variance 28.0% 15.7% 7.3%7.3% 16.5% -7.9% 10.8% -100% -80% -60% -40% -20% 0% 20% 40% 60% 80% 100% $0 $10,000,000 $20,000,000 $30,000,000 $40,000,000 $50,000,000 $60,000,000 $70,000,000 $80,000,000 $90,000,000 $100,000,000 May-12Jun-12Jul-12 Aug-12Sep-12Oct-12Summer TtlNov-12Dec-12Jan-13Feb-13Mar-13Apr-13Winter Ttl Chart 1d: Aggregate Sales (Retail + Restaurant + Lodging) -VV + LH: Summer 2012 and Winter 2012-13 Sales thru Oct-12Sales thru Oct-11Sales thru YOY % Variance Copyright (c) 2013 MTRiP, LLC. All Rights Reserved2 3/5/2013 Town of Vail All-Store Monthly Report SECTION 2 - RETAIL SEGMENT BY NEIGHBORHOOD Summer 2012 and Winter 2012/13 (to-date) Taxable Sales Vail Village, Lionshead and VV/LH Combined -3.0% 16.6% 5.1% -15.6%-10.5%-10.5% -1.8% -100% -80% -60% -40% -20% 0% 20% 40% 60% 80% 100% $0 $1,000,000 $2,000,000 $3,000,000 $4,000,000 $5,000,000 $6,000,000 May-12Jun-12Jul-12 Aug-12Sep-12Oct-12Summer TtlNov-12Dec-12Jan-13Feb-13Mar-13Apr-13Winter Ttl Chart 2b: Lionshead Retail Sales: Summer 2012 and Winter 2012-13 Sales thru Oct-12Sales thru Oct-11 YOY % Variance 19.9% 9.2%4.1%0.6%2.4% 13.7% 6.5% -100% -80% -60% -40% -20% 0% 20% 40% 60% 80% 100% $0 $5,000,000 $10,000,000 $15,000,000 $20,000,000 $25,000,000 $30,000,000 May-12Jun-12Jul-12 Aug-12Sep-12Oct-12Summer TtlNov-12Dec-12Jan-13 Feb-13Mar-13Apr-13Winter Ttl Chart 2c: VV + LH Retail Sales: Summer 2012 and Winter 2012-13 Sales thru Oct-12Sales thru Oct-11 YOY % Variance 28.0% 6.8%3.7%7.0%6.2% 20.5% 9.2% -100% -80% -60% -40% -20% 0% 20% 40% 60% 80% 100% $0 $2,000,000 $4,000,000 $6,000,000 $8,000,000 $10,000,000 $12,000,000 $14,000,000 $16,000,000 $18,000,000 $20,000,000 May-12Jun-12Jul-12 Aug-12Sep-12Oct-12Summer TtlNov-12Dec-12Jan-13 Feb-13Mar-13Apr-13Winter Ttl Chart 2a: Vail Village Retail Sales:: Summer 2012 and Winter 2012-13 Sales thru Oct-12Sales thru Oct-11 YOY % Variance Copyright (c) 2013 MTRiP, LLC. All Rights Reserved3 3/5/2013 Town of Vail All-Store Monthly Report SECTION 3 - RESTAURANT SEGMENT BY NEIGHBORHOOD Summer 2012 and Winter 2012/13 (to-date) Taxable Sales Vail Village, Lionshead and VV/LH Combined 98.5% 14.0%19.2% 11.4% 20.4% -4.3% 23.3% -100% -80% -60% -40% -20% 0% 20% 40% 60% 80% 100% $0 $1,000,000 $2,000,000 $3,000,000 $4,000,000 $5,000,000 $6,000,000 $7,000,000 $8,000,000 $9,000,000 $10,000,000 May-12Jun-12Jul-12 Aug-12Sep-12Oct-12Summer TtlNov-12Dec-12Jan-13 Feb-13Mar-13Apr-13Winter Ttl Chart 3b: Lionshead Restaurant Sales: Summer 2012 and Winter 2012-13 Sales thru Oct-12Sales thru Oct-11 YOY % Variance 37.8% 17.7%11.7%10.2%14.2% -13.4% 13.0% -100% -80% -60% -40% -20% 0% 20% 40% 60% 80% 100% $0 $5,000,000 $10,000,000 $15,000,000 $20,000,000 $25,000,000 $30,000,000 $35,000,000 $40,000,000 $45,000,000 May-12Jun-12Jul-12 Aug-12Sep-12Oct-12Summer TtlNov-12Dec-12Jan-13 Feb-13Mar-13Apr-13Winter Ttl Chart 3c: VV + LH Restaurant Sales: Summer 2012 and Winter 2012-13 Sales thru Oct-12Sales thru Oct-11 YOY % Variance 27.9% 19.0% 9.7%9.8%12.6% -15.3% 10.3% -100% -80% -60% -40% -20% 0% 20% 40% 60% 80% 100% $0 $5,000,000 $10,000,000 $15,000,000 $20,000,000 $25,000,000 $30,000,000 $35,000,000 May-12Jun-12Jul-12 Aug-12Sep-12Oct-12Summer TtlNov-12Dec-12Jan-13 Feb-13Mar-13Apr-13Winter Ttl Chart 3a: Vail Village Restaurant Sales:: Summer 2012 and Winter 2012-13 Sales thru Oct-12Sales thru Oct-11 YOY % Variance Copyright (c) 2013 MTRiP, LLC. All Rights Reserved4 3/5/2013 Town of Vail All-Store Monthly Report SECTION 4 - LODGING SEGMENT BY NEIGHBORHOOD Summer 2012 and Winter 2012/13 (to-date) Taxable Sales Vail Village, Lionshead and VV/LH Combined 46.6% 7.5%3.5%-1.5% 49.7% -50.8% 5.8% -100% -80% -60% -40% -20% 0% 20% 40% 60% 80% 100% $0 $2,000,000 $4,000,000 $6,000,000 $8,000,000 $10,000,000 $12,000,000 May-12Jun-12Jul-12 Aug-12Sep-12Oct-12Summer TtlNov-12Dec-12Jan-13Feb-13Mar-13Apr-13Winter Ttl Chart 4b: Lionshead Lodging Sales: Summer 2012 and Winter 2012-13 Sales thru Oct-12Sales thru Oct-11 YOY % Variance 19.8%17.8% 4.5%9.7% 37.8% -23.9% 11.9% -100% -80% -60% -40% -20% 0% 20% 40% 60% 80% 100% $0 $5,000,000 $10,000,000 $15,000,000 $20,000,000 $25,000,000 $30,000,000 May-12Jun-12Jul-12 Aug-12Sep-12Oct-12Summer TtlNov-12Dec-12Jan-13Feb-13Mar-13Apr-13Winter Ttl Chart 4d: VV + LH Lodging Sales: Summer 2012 and Winter 2012-13 Sales thru Oct-12Sales thru Oct-11 YOY % Variance 4.5% 25.0% 5.1% 16.4% 31.6% -7.9% 15.7% -100% -80% -60% -40% -20% 0% 20% 40% 60% 80% 100% $0 $2,000,000 $4,000,000 $6,000,000 $8,000,000 $10,000,000 $12,000,000 $14,000,000 $16,000,000 $18,000,000 May-12Jun-12Jul-12 Aug-12Sep-12Oct-12Summer TtlNov-12Dec-12Jan-13 Feb-13Mar-13Apr-13Winter Ttl Chart 4a: Vail Village Lodging Sales:: Summer 2012 and Winter 2012-13 Sales thru Oct-12Sales thru Oct-11 YOY % Variance Copyright (c) 2013 MTRiP, LLC. All Rights Reserved5 3/5/2013 Town of Vail All-Store Seasonal Report SECTION 5: FIVE YEAR ALL STORE REPORT BY NEIGHBORHOOD AND SEGMENT November 2007 - October 2012 Taxable Sales Vail Village, Lionshead and VV/LH Combined $0 $5,000,000 $10,000,000 $15,000,000 $20,000,000 $25,000,000 $30,000,000 $35,000,000 $40,000,000 $45,000,000 Nov-07Feb-08May-08Aug-08Nov-08Feb-09May-09Aug-09Nov-09Feb-10May-10Aug-10Nov-10Feb-11May-11Aug-11Nov-11Feb-12May-12Aug-12 Chart 5a: Vail Village 5 Year Sales by Segment Aggregate 5 Year Sales Retail 5 Year Sales Lodging 5 Year Sales Restaurant 5 Year Sales $0 $5,000,000 $10,000,000 $15,000,000 $20,000,000 $25,000,000 Nov-07Feb-08May-08Aug-08Nov-08Feb-09May-09Aug-09Nov-09Feb-10May-10Aug-10Nov-10Feb-11May-11Aug-11Nov-11Feb-12May-12Aug-12 Chart 5b: Lionshead 5 Year Sales by Segment Aggregate 5 Year Sales Retail 5 Year Sales Lodging 5 Year Sales Restaurant 5 Year Sales $0 $10,000,000 $20,000,000 $30,000,000 $40,000,000 $50,000,000 $60,000,000 $70,000,000 Nov-07Feb-08May-08Aug-08Nov-08Feb-09May-09Aug-09Nov-09Feb-10May-10Aug-10Nov-10Feb-11May-11Aug-11Nov-11Feb-12May-12Aug-12 Chart 5c: VV + LH 5 Year Sales by Segment Aggregate 5 Year Sales Retail 5 Year Sales Lodging 5 Year Sales Restaurant 5 Year Sales Copyright (c) 2013 MTRiP, LLC. All Rights Reserved6 3/5/2013 Town of Vail Total Taxable Sales Destination Comparative Seasonal Report SECTION 6 - VAIL TAXABLE SALES vs INDIVIDUAL COMPETITIVE DESTINATIONS - AGGREGATE Summer 2007 to 2012 and Winter 2006/07 to 2011/12 Absolute Values and Indexing -20% -15% -10% -5% 0% 5% 10% Summer 2007Summer 08 vs 07Summer 09 vs 07Summer 10 vs 07Summer 11 vs 07Summer 12 vs 07 % Variance vs Summer 2007 Benchmark Chart 6b: All Vail and Competitive Destinations taxable summer sales indexed to 2007 Summer 2008 -2012 vs Summer 2007 Benchmark VAIL Summer Index Aspen Summer Index Breckenridge Summer Index Steamboat Springs $0 $50,000,000 $100,000,000 $150,000,000 $200,000,000 $250,000,000 $300,000,000 $350,000,000 $400,000,000 Summer 07Summer 08Summer 09Summer 10Summer 11Summer 12Winter 06/07Winter 07/08Winter 08/09Winter 09/10Winter 10/11Winter 11/12 Total Sales by Destination & Season Chart 6a: All Vail total taxable sales versus Competitive Destination total taxable sales Seasonal Totals Summer 2007 to 2012 and Winter 2006/07 to 2011/12 VAIL Aggregate Aspen Aggregate Breckenridge Aggregate Steamboat Springs Aggregate W -20% -15% -10% -5% 0% 5% 10% Winter 06/07Winter 07/08 vs 06/07Winter 08/09 vs 06/07Winter 09/10 vs 06/07Winter 10/11 vs 06/07Winter 11/12 vs 06/07 % Variance vs Winter 2006/07 Benchmark Chart 6c: All Vail and Competitive Destinations taxable winter sales indexed to 2006/07 Winter 2007/08 -2011/12 vs Winter 2006/07 Benchmark VAIL Winter Index Aspen Winter Index Breckenridge Winter Index Steamboat Springs Winter Index Copyright (c) 2013 MTRiP, LLC. All Rights Reserved7 3/5/2013 MEMORANDUM February 28, 2013 To: Vail Town Council Stan Zemler Pam Brandmeyer Judy Camp From: Sally Lorton Re: January Sales Tax I estimate Vail will collect another $70,000 in January sales tax to bring January collections to $3,099,949. If so, we will be up 4.8% or $141,775 from budget and up 8.5% or $243,942 from January 2012. The ski season (November through January) would be up 1% or $70,566. 3/5/2013 % Change% Change 2013Budgetfromfrom Month 2003200420052006200720082009201020112012BudgetCollectionsVariance 2012Budget January1,997,0912,225,8412,275,9672,597,9852,783,3062,976,6552,619,6732,564,3832,795,6882,856,0072,958,1743,029,94971,7756.09%2.43% Total1,997,0912,225,8412,275,9672,597,9852,783,3062,976,6552,619,6732,564,3832,795,6882,856,0072,958,1743,029,94971,7756.09%2.43% February2,111,1632,362,8252,429,3772,527,1302,718,6433,071,6152,588,8892,577,3602,803,1362,994,8062,986,469-100.00%-100.00% March2,372,942 2,344,1782,785,1012,852,9542,986,4463,327,3042,504,5672,685,0043,143,4183,186,7203,178,801-100.00%-100.00% April871,468992,157915,5541,280,3241,330,7401,098,9181,235,9411,156,9341,191,6901,183,1131,282,920-100.00%-100.00% May428,919411,595458,770449,283545,874622,103516,150421,925473,292487,739546,705-100.00%-100.00% June742,755732,113834,913805,362953,017918,061717,233873,765895,951963,143948,495-100.00%-100.00% July1,075,5321,128,5141,166,1831,255,2431,265,7811,397,8421,121,8601,228,7671,481,3291,573,4991,438,307-100.00%-100.00% August1,029,446994,445993,9851,055,6141,162,7461,349,7951,068,3911,147,3521,310,4711,380,7101,322,514-100.00%-100.00% September679,208757,033795,807832,549908,318834,569753,754761,425889,945978,037913,714-100.00%-100.00% October508,092532,537566,173614,396688,519662,767581,033594,362623,420644,577676,399-100.00%-100.00% November591,269623,646713,117799,582747,877719,109651,873701,075788,430834,481791,934-100.00%-100.00% December2,171,0982,362,0952,549,0322,771,2582,821,8712,652,6282,553,9742,963,7633,184,6452,965,2183,055,567-100.00%-100.00% Total14,578,98315,466,97916,483,97917,841,68018,913,13819,631,36616,913,33817,676,11519,581,41520,048,05020,100,000 Town of Vail Sales Tax Worksheet 2/28/2013 3/5/2013 200120032005 2011 January 2,853,534 2,466 0.09% February 2,992,609 2,190 0.07% March 3,183,884 2,829 0.09% April 1,181,119 1,707 0.14% May 485,504 1,431 0.29% June 959,775 3,081 0.32% July 1,272,781 300,451 23.61% August 1,159,569 219,256 18.91% September 796,436 180,525 22.67% October 604,744 38,487 6.36% November 692,684 139,180 20.09% December 2,717,361 224,047 8.25% TOTAL 18,900,000 1,115,650 5.90% Tuesday, January 29, 2013 Page 1 of 1 1,933,940 2,139,417 2,171,098 2,362,095 2,549,032 2,771,258 -7.64% 2,821,871 2,652,628 2,553,974 2,963,763 3,184,645 2,941,408 15,411,044 15,106,801 14,578,983 15,466,979 16,483,979 17,841,680 2.22% 18,913,138 19,631,366 16,913,338 17,676,115 19,581,415 20,015,650 594,362 623,420 643,231 3.18% 571,783 642,293 591,269 623,646 713,117 799,582 5.51% 747,877 719,109 651,873 701,075 788,430 831,864 486,570 484,425 508,092 532,537 566,173 5.22% 747,766 713,574 679,208 757,033 795,807 832,549 9.78% 908,318 834,569 753,754 761,425 889,945 976,961 1,124,275 1,084,318 1,029,446 873,765 895,951 962,856 614,396 688,519 662,767 581,033 1,147,352 1,310,471 1,378,825 953,017 918,061 717,233 994,445 993,985 1,055,614 1,162,746 1,349,795 1,068,391 992,157 915,554 1,280,324 1,330,740 7.47% 1,157,867 1,044,966 1,075,532 1,128,514 1,166,183 1,255,243 6.20% 1,265,781 1,397,842 1,121,860 1,228,767 1,481,329 1,573,232 751,439 657,707 742,755 732,113 834,913 805,362 448,234 414,248 428,919 411,595 458,770 449,283 2.88% 545,874 622,103 516,150 421,925 473,292 486,935 1,098,918 1,235,941 2,994,799 6.84% 2,568,871 2,699,664 2,372,942 2,344,178 2,785,101 2,852,954 1.38% 2,986,446 3,327,304 2,504,567 2,685,004 3,143,418 3,186,713 1,156,934 1,191,690 1,182,826 -0.74% 1,043,431 870,875 871,468 2.16% 2,366,321 2,281,833 2,111,163 2,362,825 2,429,377 2,527,130 2,718,643 3,071,615 2,588,889 2,783,306 2,976,655 2,619,673 2,564,383 2,795,688 2,856,000 2,210,547 2,073,481 1,997,091 2,225,841 2,275,967 2,597,985 2,577,360 2,803,136 % Change Budget Sales Tax WorksheetFrom: 11/1/2012 To: 12/31/2012 Collections% Change from 2011 Month20022004200620072008200920102012 Budget Variance Budget 3/5/2013 To: Vail Town Council From: Stan Zemler, Town Manager Suzanne Silverthorn, Community Information Officer Date: March 5, 2012 Subject: Selection Process, Timetable and Draft RFP for Operational Management of Vail’s Visitor Information Centers I. PURPOSE The purpose of this memo is to provide an overview of the proposed selection process, timetable and draft RFP for operation of the Welcome Centers (Visitor Information Centers) in Vail Village and Lionshead beginning September 1, 2013. II. BACKGROUND The current service contract for operation of the Visitor Information Centers in Vail Village and Lionshead expires on August 31, 2013. Vail Info, Inc. has been operating the centers since October 1, 2005, when a competitive bid process was used to select the company from among three submittals. Following selection in 2005, the company was awarded a three-year term to operate the centers. At the direction of the Town Council, the contract was renewed for a second three-year term which expired on September 30, 2011. This was followed by a one-year extension of the contract, also at the direction of the Town Council, ending on September 30, 2012. On May 15, 2012, members of the Welcome Center Review Team (Kerry Donovan, Susie Tjossem, John Power, Krista Miller and Suzanne Silverthorn) presented a recommendation to the Town Council to consider a new operational structure for the Welcome Centers by converting to a town-run function following expiration of the Vail Info, Inc. contract on September 30, 2012. This recommendation was developed in recognition of the recent opening of the Lionshead Welcome Center and the opportunities that presented themselves to streamline fragmented operations, resources and management. The recommendation for a town-run operational structure was not supported by the Town Council. Instead, the committee was directed to discuss service enhancements with Vail Info, Inc. to be used as the basis for a contract extension. On June 19, 2012, a work session was held in which the Town Council reviewed and adopted elevated service standards for operation of the Welcome Centers which formed the basis for contract negotiations with Vail Info, Inc. for the period October 1, 2012 to 3/5/2013 Town of Vail Page 2 August 31, 2013. This resulted in an operational contract in the amount of $255,000, which is currently in place. At the same meeting, it was acknowledged that a competitive bid process would take place in the spring of 2013 to solicit proposals for future operation of the centers beginning October 1, 2013, in which the current contractor, Vail Info, Inc., would be eligible to take part. III. PROPOSED NEXT STEPS FOR CONTRACTOR SELECTION In anticipation of the competitive bid process for operation of the Welcome Centers, an RFP has been drafted which advances the town’s interest in leveraging partnerships, optimizing paid and volunteer staff, developing and delivering customer-centric service and programs, and developing a performance measurement model. A draft of the RFP is attached. The proposed schedule is as follows: March 11 Request for Proposals issued March 22 Facilities tour/Q&A session April 1 Deadline for contractors to confirm participation in the proposal process May 1 Submission deadline for proposals May 8 Finalists notified of advancement to next phase May 13/14 In-person interviews with members of Welcome Center Review Team May 15 Written recommendation from Review Team to Town Council May 21 Town Council approval of contractor Sept. 1 Start date for new service contract The role of the Welcome Center Review Team would be to evaluate the proposals, participate in the interviews and assist in forwarding a recommendation to the Town Council. This advisory panel would be a group of diverse representatives from the community appointed by the Town Manager. It is anticipated the Review Team would meet twice and would use the following criteria to evaluate the responsiveness of each proposer to the requirements of the RFP, to include:  Completeness of the proposal  Company operations and experience  Qualifications  Proposed business plan  Proposed cost and related services  Ability to integrate Welcome Center program with the Town of Vail Guest Enhancement Initiative and other Town of Vail guest service components IV. ACTION REQUESTED OF TOWN COUNCIL Review the draft RFP to solicit competitive bids for operational management of Vail’s Visitor Information Centers, as well as the recommended selection process and timetable. 3/5/2013 Town of Vail Page 3 V. ATTACHMENTS A. Draft RFP 3/5/2013 1 Town of Vail Request for Proposal Town Manager’s Office Overview This is a request for proposals for operational management of Vail’s Welcome Centers and the Volunteer Community Host Program. The Town of Vail is seeking to partner with an operator who understands and can effectively create a five-star customer experience through a combination of human, environmental and technological resources. The Town of Vail seeks to engage with a firm on a one-year scope of work beginning September 1, 2013. The operator will have an opportunity to renew the contract for an additional two years based on exceptional performance. Background The Welcome Centers are the pillars of Vail’s ongoing Guest Enhancement Initiative which aspires to produce a measureable differentiation between Vail and its competitors in how guests are welcomed and cared for. The Welcome Centers must provide a seamless, singular communications portal for guest relations and services. With a mix of state-of-the-art technology and personal interactions, the Welcome Centers serve to create a setting for a better informed and more comfortable guest. In doing so, the Welcome Centers significantly contribute to Vail’s economic vitality. Lionshead Welcome Center. The newly-constructed Lionshead Welcome Center opened May 2012 and represents the town’s ongoing commitment and investment in enhancing Vail’s guest services. Located on the ground level of a three-story building, the Welcome Center contains a 260 square foot secured greeting area which overlooks an additional 3,250 square foot open air day-lodge that contains seating, a fireplace, restrooms and lockers at the east end. One of the focal points in the room is a large media wall that displays videos, photographs and information to connect guests with Vail’s brand personality. A touch-screen “virtual concierge” is located close to the west entrance as an additional information-sharing tool. Ample counter space has been created for one-on-one concierge assistance. The space also includes a 100 square foot storage closet for brochures and other operational items for use by the operator as well as an adjacent ski storage/staging area for 50 hosts. In its first season, daily operating hours are being tested, evaluated and refined. The current schedule is 8:30 a.m. to 7 p.m. during ski season; 9 a.m. to 8 p.m. during summer season; and 9 a.m. to 5 p.m. during non- peak (spring and fall). Visitation to the Lionshead Welcome Center is tracked via an electronic door counter as of December 2012. Visitation counts for the period May 2012 through December 2012 totaled 43,878 in the new location. (Note: This number reflects all circulation within the ground floor, including restroom access; not all visitors had direct contact with Welcome Center staff). In 3/5/2013 2 2011, 27,087 visitors were served in the former Lionshead visitor information space on the South Frontage Road. Vail Village Welcome Center. The Vail Village Welcome Center is a 950 square foot space located on the top level of the Vail Transportation Center. The main lobby area of the Welcome Center is approximately 400 square feet and can accommodate up to 30 visitors at one time. A virtual concierge touch-screen with programming identical to the Welcome Center in Lionshead is included in this location as well as brochure racks and an Internet-connected computer for free public use. The center also houses a 200 square foot enclosed office, a 100 square foot vestibule area and a 100 square foot restroom for staff. Public restrooms are located nearby in the transit terminal building. There is also an attached lounge area of 360 square feet which is serving as headquarters for Vail’s 50th Anniversary Celebration from September 2012 to July 2013. Daily operating hours are also being tested, evaluated and refined in this location. The current schedule is 8:30 a.m. to 5:30 p.m. during ski season; 9 a.m. to 8 p.m. during summer season; and 9 a.m. to 5 p.m. during non-peak (spring and fall). The Town of Vail has budgeted $1.1 million for future renovations to the Vail Village Welcome Center to include restrooms, technology upgrades and other modifications. During renovations, the center will be staffed in a temporary space nearby for continuity. In 2012, 46,067 guests accessed this facility; in 2011, the center served 45,692 guests. Guest counts are currently tracked by hand in this location. Welcome Center Employees and Vail Host Program. The Town of Vail utilizes paid staff and volunteers that work indoors at the Welcome Centers as well as outdoors throughout the villages. Paid employees receive an hourly wage, as determined by the contractor, and are employees of the contractor, not the Town of Vail. As a complement to the paid employees, the Town of Vail relies on a robust Host Program, which places volunteers throughout multiple locations in Vail to be on-the-spot ambassadors for the town. These hosts are tasked with greeting visitors, distributing handouts and information materials and responding to a range of questions from wayfinding to special events. Hosts must currently commit to working at least 80 hours during the year to qualify for their primary compensation: a $700 voucher redeemable for a choice of seasonal ski pass, parking pass, Vail restaurant voucher or Recreation District privileges. Contractor should plan for a 40-host staffing level. The Town of Vail is seeking to more fully integrate the host program with the Welcome Center operations and other community needs such as walking tours, parking assistance and special event coordination. While the paid employees and host programs have been well established, the Town of Vail is also open to new ideas about how to leverage incentive-based compensation with paid compensation to ensure a successful customer service operation across the town. Guest Enhancement Initiative. The Vail Town Council has identified customer service as a priority initiative. As part of that mandate, the Town of Vail as well as the Vail Local Marketing District have invested significant resources in developing a Guest Enhancement Initiative to 3/5/2013 3 focus on elevating those aspects of Vail that differentiate this community among many resort competitors. Components of this initiative include enhanced wayfinding and signage, as well as other facility and service upgrades. The Welcome Centers play an important role in the Guest Enhancement Initiative, as they are often the first points of contact visitors to Vail have with the community. Objective The objective of this engagement is to enhance the guest experience and, in doing so, elevate guest loyalty and increase guest value. Goals 1. Successfully establish and consistently deliver five-star customer service so that the guest experience is seamless across all Vail entities. 2. Increase guest satisfaction and loyalty. 3. Increase guest value through referrals and direct bookings. 4. Enhance Vail brand through complementary messaging and programming investments. Scope of Work The scope of services will include daily operation of the Welcome Centers and year-round operation of the Vail Host Program. The selected contractor will be responsible for the following: 1. Recruiting, retaining, managing and optimizing paid and volunteer staff. As previously outlined, the Town of Vail is seeking a contractor to assume all responsibilities related to the human resource management of paid concierges and volunteer staff that serve in a customer service capacity. The contractor will: • Establish a compensation model for paid staff, including considerations for retaining and recognizing those employees with the highest levels of customer satisfaction. • Create a recruiting plan that will seek to attract staff and volunteers that are aligned with the Vail brand and equipped to deliver customer service in a way that meets the diverse needs of our visitors. This may include specific recruiting efforts of multi-lingual staff. • Provide recommendations for hours of operation for the Welcome Centers and accompanying staffing plan. • Develop a staffing plan for the Host Program, a communications and deployment model that would allow Hosts to be utilized to meet the most urgent customer service needs in the Town of Vail. For example, supporting with traffic flow, parking issues and special events. 2. Developing and delivering customer-centric service and programs. The Vail Welcome Center programming and operations shall reflect the Vail Town Council’s goal of the delivery of exceptional guest service. The contractor will: 3/5/2013 4 • Develop and implement a training program for all paid concierges and volunteer staff that equips them to deliver five-star customer service as well as accurately communicate about the Vail brand. • Work with the Town of Vail to ensure training and optimal use of the technology and tools inside the Welcome Centers, including the media wall and touch- screen monitor as well as external tools, such as Vail apps. • Deliver daily concierge services with welcoming, personalized guest assistance in a way that reflects the Vail brand by meeting or exceeding service expectations. Specific activities include: • Referrals • Bookings • Activity suggestions • Commission-free reservations • Ticket sales • Assemble, produce and regularly update a master event calendar and other guest-related materials in static and digital real-time formats according to criteria established by the Town of Vail. • Ensure that all customer service staff are current in their knowledge of this calendar and activities in Vail so that the Welcome Centers provide a comprehensive one-stop shop to meet guests’ information and programming needs. • Create customer relationship management programs that encourage: • Referrals from guests to others in their networks • Deeper engagement with the Vail brand, the Town of Vail and Vail businesses • Increased loyalty and return visits • Provide regular recommendations to Town of Vail on creative and novel programming in the Welcome Centers that support the town’s objectives (e.g. promoting Vail’s 50th birthday). Note that these programs do not need to be paid for by the contractor but innovative funding mechanisms should be presented as part of the recommendations. 3. Building and nurturing relationships with the Vail community. • Create partnerships and alliances with town staff, Vail Resorts, Vail Local Marketing District Advisory Council, Commission on Special Events, event promoters, chambers and others. • Engage with the brand implementation efforts that will be led by the Vail Local Marketing District and integrate the Vail brand throughout all communications channels within the purview of this engagement • Coordinate with other guest-focused initiatives directed by the Town of Vail, including: • Variable message signs and other digital media • Wayfinding enhancements 3/5/2013 5 • Parking and transit • Events • Walking tours • Guest services training and recognition, including integration with other programs and a reward program to align with the Vail brand and its 5- star service expectations • Marketing and communications • Engage Vail residents, business owners, employees and others in elevating guest services across the community. • Act as partner with and representative of the Town of Vail by establishing clear and open channels of communication, ensuring all interactions with the Vail community positively reflect the town and its commitment to enhancing guest service. 4. Maintaining appearance of Welcome Centers. The Welcome Center facilities are provided at no charge to the contractor. Building maintenance, regular cleaning of the public areas, utilities, snow removal and exterior trash pick up are provided by the Town of Vail. Specifically, maintenance of the interior premises will be provided in a pristine condition, including floors, windows, furniture, equipment and decorations. The contractor is responsible for: • Addressing immediate safety hazards, including mopping up spills on the floor and other urgent matters, such as replenishing toilet paper in the restrooms, when delays would otherwise cause a negative guest experience. • Notification of Town of Vail maintenance staff to report problems or concerns. • Cleaning of office space and back-of-house areas. • Contractor shall consult with Town of Vail maintenance staff regarding allowance of dogs on the premises. • Contractor shall either establish guidance on suitable attire or provide uniforms for hosts and employees as well as coordinated nametags. 5. Equipment, Furnishings and Technology. All equipment and/or furnishings purchased with funds from the Town of Vail shall remain in ownership with the municipality. Information technology services will be provided by the Town of Vail to include hardware, software, telecommunications and training support. This includes a proprietary web based reservation system which is owned by the town and programming of existing and future technology. The contractor is responsible for: • Operation and applicable content needed for the equipment, furnishings and technology provided. • Any additional services, furnishings and equipment not already included at Welcome Centers. 3/5/2013 6 6. Developing and implementing a performance measurement model for individuals and the collective staff. To ensure that the customer service programs are having a measurable impact, the contractor will propose and implement a measurement model to gauge individual staff performance as well as the overall impact of service initiatives on customer satisfaction. Considerations should be made to ensure quantitative and/or qualitative measurement of: • Volume of guests served • Volume of bookings and referrals • Guest use patterns and preferences of information technology and tools in the Welcome Center • Guest satisfaction and loyalty (net promoter score or other measure) • Vail message recall and retention among guests • Individual employee performance, including use of technology and tools in the Welcome Center In addition to measures related to the guest experience, the Town of Vail wishes to ensure a high degree of fidelity to other aspects of this contract. Measurements should also be developed to address: • Coordination and collaboration with Town of Vail and all other guest services entities • Innovation and creativity on the part of the contractor • Community integration, buy-in and participation Proposal Requirements Written Content. Proposals should include your company’s plans to address each of the six elements in the Scope of Work. The successful operator will demonstrate the ability to: • Expertly manage the ongoing staffing and facilities needs of the Welcome Centers and Host Program. • Understand, communicate and ensure five-star customer service. • Integrate the Vail brand throughout all customer service endeavors. • Bring innovative and creative thinking to the task. • Invest in relationships and collaborate with the Town of Vail and other Vail entities. • Track, measure and report on customer service milestones and insights, including an ability to translate insights into specific activity recommendations. Insurance. The independent contractor shall carry for the term of the operating agreement the following insurance: • Comprehensive general liability insurance policy, including products liability, with limits of not less than one million dollars per occurrence and not less than two million dollars 3/5/2013 7 general aggregate for bodily injury or death of any person or persons or damage to property. • Worker’s Compensation and employer liability in accordance with the Worker’s Compensation Act of the State of Colorado, including medical/liability for volunteers. • Automobile liability (including owned, non-owned, and hired) in an amount no less than one million dollars per individual and not less than one million dollars per occurrence. All contracts for services with the Town of Vail require contractors to comply with CRS section 8-17.5-101 regarding prohibition against employing illegal aliens. Staffing. Paid staff are employees of the contractor, not the Town of Vail, and the contractor shall be responsible for all related employment costs including payroll taxes, insurances outlined above, any health insurance that may be required with the Patient Protection and Affordable Care Act (PPACA), etc. All contracts for services with the Town of Vail require contractors to comply with CRS section 8-17.5-101 regarding prohibition against employing illegal aliens. Proposal Format The Vail Welcome Center proposal shall be prepared using the following format in order to facilitate evaluation: Letter of Transmittal Part 1: Background, Experience and Qualifications Part 2: Proposed Business Plan Part 3: Proposed Costs Part 4: Appendices Letter of Transmittal The letter of transmittal should be forwarded electronically to Suzanne Silverthorn, ssilverthorn@vailgov.com and addressed to: Town of Vail Town Manager’s Office 75 S. Frontage Road Vail CO 81657 ATTN: Vail Welcome Center Review Team Part 1: Company Overview, Experience, Qualifications • Provide all pertinent background information about your organization including mission statement, primary capabilities, financial management, balance sheet and statement of sources and uses. 3/5/2013 8 • Describe your company’s management team and operational infrastructure that will support this endeavor. Provide an overview of the technology, financial and operational systems that your organization will rely upon to deliver the services outlined in this RFP. Tell us how your company’s existing systems and operations create efficiencies for the Town of Vail. If a team is proposed, identify your team members and their backgrounds. • Describe expertise as it relates to fulfilling the operational scope of work for the Welcome Centers. • Provide examples of previous experience. • Provide at least three client references with contact information and a brief description of the work performed if not mentioned in the previous section. Part 2: Proposed Business Plan. Describe your approach for each of the six sections included in the Scope of Work and develop a one-year business plan for the Vail Welcome Center programming and the overall approach to elevating the guest experience in Vail. Please use examples when possible to demonstrate operational intentions. The business plan should include: o Recommended staffing levels and hours of operation o Approach for compensation of paid (and volunteer) staff o Description of the services to be provided o Overview of the recruitment and retention plan that reflects the realities of the Vail Valley labor market and motivational challenges of the staff o Description of the training module/s and frequency o Approach for developing customer engagement programs o Recommendations on performance measurement models o Approach and systems for ensuring positive working relationships with the Town of Vail and other Vail entities o Initial ideas on Welcome Center programming, including thoughts on how to promote upcoming events in Vail o Management model Part 3: Proposed Costs. Develop a budget that includes all costs you or your organization would charge the Town of Vail to implement the one-year business plan and accomplish the scope of work in this request for proposal. Specifically, the proposal should include an itemization budget that reflects: • 100 percent of the operating costs associated with personnel, including taxes and benefits • Costs of training programs, employee recognition, etc. • Management fees for program oversight and implementation • Administrative costs, including cleaning, equipment, office supplies, accounting, insurance requirements, etc. Part 4: Appendices. Include information considerations by the proposer to be pertinent to this project that was not specifically solicited in Parts 1 & 2. Submission Requirements and Schedule 3-11-13 Request for Proposals issued and available 3-22-13 Tour/Q&A Session. All interested parties are invited to attend a tour of the facilities from 10 to noon on March 22 with an opportunity to ask questions of the 3/5/2013 9 contract administrator, host administrator and other town personnel. Private briefing sessions via telephone will also be available by contacting Suzanne Silverthorn at ssilverthorn@vailgov.com. 4-1-13 Deadline for contractors to confirm participation in the proposal process. Submit letter of interest to contract administrator at ssilverthorn@vailgov.com 5-1-13 Submission deadline for proposals 5-8-13 Finalists notified of advancement to next phase 5-13-13 In-person interviews with members of Town of Vail Welcome Center Review Team 5-15-13 Written recommendation from Review Team to Town Council 5-21-13 Town Council approval of contractor Evaluation and Selection The Town of Vail Welcome Center Review Team will evaluate the merits of the proposals in accordance with the criteria listed below. Failure to provide information requested in this RFP may result in disqualification of a proposal. The sole objective of this review team will be to evaluate the responsiveness of each proposer to the requirements of the RFP. Proposals shall be evaluated based on: • Completeness of the proposal • Company operations and experience • Qualifications • Proposed business plan • Proposed cost and related services • Ability to integrate Welcome Center program with the Town of Vail Guest Enhancement Initiative and other Town of Vail guest service components Payment for Services Upon selection and approval of the independent contractor to provide the services outlined in this RFP, the town will develop an operating agreement with the independent contractor setting forth specific terms including a fixed amount contractor will be paid and timing of payments. Funding for year two and year three will be subject to annual review and appropriation by the Town of Vail. Operator will receive two silver parking passes for management use. Employee compensation structure should include an evaluation of transportation and parking requirements. Administrative Control of Funds 3/5/2013 10 Once a signed agreement is in place, the contractor shall keep or cause to be kept true, accurate and complete accounting records of all business and financial transactions relative to the Welcome Center programs and operations. The operator shall provide a monthly report and annual report of all Welcome Center activity, along with a financial report, to the Town of Vail. APPENDIX Brand Positioning 2012 (from VLMD) 10 Rules of the Vail Brand (from VLMD) Town Council Priorities 3/5/2013 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: March 5, 2013 ITEM/TOPIC: Matters from Mayor and Council: Committee and Project Reports 3/5/2013 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: March 5, 2013 ITEM/TOPIC: Executive Session, pursuant to: 1) C.R.S. §24-6-402(4)(b) - to receive legal advice on specific legal questions, Regarding: Council process; 2) C.R.S. §24-6-402(4)(f) ) - to discuss personnel matters, Regarding: Personnel matters. PRESENTER(S): Matt Mire 3/5/2013