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
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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
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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