HomeMy WebLinkAbout2013-08-06 Agenda and Support Documentation Town Council Evening SessionVAIL TOWN COUNCIL
EVENING SESSION AGENDA
VAIL TOWN COUNCIL CHAMBERS
75 S. Frontage Road W.
Vail, CO 81657
6:00 P.M., AUGUST 6, 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.
1. ITEM/TOPIC: Citizen Participation. (15 min.)
2.
ITEM/TOPIC: Consent Agenda:
1) Approval of July 2 and July 16 meeting minutes
(5 min.)
3.
ITEM/TOPIC: Town Manager Report:
(5 min.)
PRESENTER(S): Stan Zemler
4.
ITEM/TOPIC: Marriott Residence Inn (The Roost Lodge) Appeal. An
appeal, pursuant to Section 12-3-3, Appeals, Vail Town Code, of the Town of
Vail Planning and Environmental Commission's approval, with conditions, of
a development review application for an exterior alteration or modification,
pursuant to Section 12-7J-12, Vail Town Code, to allow for a limited service
lodge, located at 1783 North Frontage Road West (The Roost Lodge)/Lots 9,
10, 11, and 12, Buffehr Creek Subdivision, and setting forth details in regard
thereto (PEC130017). (30 min.)
PRESENTER(S): Warren Campbell and Dominic Mauriello
ACTION REQUESTED OF COUNCIL: Pursuant to Section 12-3-3, Appeals,
Vail Town Code, the Vail Town Council shall uphold, uphold with
modifications, or overturn the Planning and Environmental Commission's
June 24, 2013, decision.
BACKGROUND: On June 24, 2013, the Planning and Environmental
Commission approved, with conditions, a request to increase the number of
limited service lodge units by 24 to bring the total number of limited service
lodge units to 176.
On July 2, 2013, the Vail Town Council appealed (called-up) the approval of
PEC130017.
STAFF RECOMMENDATION: The Planning and Environmental
Commission recommends the Vail Town Council upholds their decision of
June 24, 2013.
5. ITEM/TOPIC: Request for Town Council to award the Construction
Contract for Ford Park Phase 1B and Sport Field Improvements. (30
minutes) 8/6/2013
PRESENTER(S): Greg Hall
ACTION REQUESTED OF COUNCIL: Staff is requesting direction from the
Town Council to the Town manager to enter into a construction contract with
American Civil Constructors in the amount of $4,205,210.
BACKGROUND: American Civil Constructors (ACC) has demonstrated they
posses the qualifications to complete the required work and has submitted
favorable pricing to the town through two competitive bidding processes.
Staff is requesting direction from the Town Council to the Town manager to
enter into a construction contract with American Civil Constructors in the
amount of $4,205,210.
Following is a breakdown of the ACC pricing for the 3 areas included in the
Phase 1B work. Sport Field Reconstruction $1,177,602
Sport Field Additional Work $ 772,458
Phase 1B bid $2,225,150
Total Price Phase 1B $4,205,210
STAFF RECOMMENDATION: Direct the Town manager to enter into a
construction contract with American Civil Constructors in the amount of
$4,205,210.
6.
ITEM/TOPIC: A request to proceed through the development review
process with a proposal to construct a social courtyard at the entrance to the
Gerald R. Ford Amphitheater, located at Ford Park, 540 South Frontage
Road East/Unplatted, and setting forth details in regard thereto. (30
minutes)
PRESENTER(S): George Ruther, Director of Community Development
ACTION REQUESTED OF COUNCIL: Approve, approve with conditions or
deny the request to proceed through the Town's development review
process.
BACKGROUND: The Vail Valley Foundation is proposing improvements to
the entrance to the Gerald R. Ford Amphitheater in Ford Park.. The
improvements being proposed are consistent with the recommendations
outlined in the 2012 Gerald R. Ford Park Management Plan Amendment. In
order to proceed with the review of the development application, the
applicant must first receive approval from the property owner.
STAFF RECOMMENDATION: Town staff recommends the Vail Town
Council approves the request to proceed through the development review
process for proposed improvements to the entrance to the Gerald R. Ford
Amphitheater.
7. ITEM/TOPIC: An Emergency Ordinance to Approve the General Planning
Document for the 2013 USA Pro Cycling Challenge, to Allow for Temporary
Suspension of Certain Fire Lanes, No Parking Areas, Pedestrian zones,
Outdoor Display and Sign Regulations to Facilitate the 2013 USA Pro
Cycling Challenge, and Setting Forth Details in Regard Thereto. (10 min.)
PRESENTER(S): George Ruther
8/6/2013
ACTION REQUESTED OF COUNCIL: Approve, approve with amendments,
or deny Ordinance No. 11, Series of 2013.
BACKGROUND: The USA Pro Cycling Challenge will hold a time trial in
Vail on August 23, 2013, with the racecourse running from Village Center
Chute through Vail Village, along the Frontage Road to Bighorn Road to the
cul-de-sac on the Vail Pass recreation path. In order to properly administer
the 2013 USA Pro Cycling Challenge in the Town of Vail, staff is requesting
the Town Council to adopt the proposed temporary suspensions and
procedures as set forth in Ordinance No. 11, Series of 2013.
STAFF RECOMMENDATION: Approve, approve with amendments, or deny
Ordinance No. 11, Series of 2013.
8.
ITEM/TOPIC: First reading of Ordinance No. 12, Series of 2013, An
Ordinance Approving the General Planning Document for the 2015 World
Alpine Ski Championships, and Setting Forth a Special Review Process to
Allow for Staff Approvals for Temporary Signs, Structures, Street Decor, and
other Temporary Improvements for the World Alpine Ski Championships of
2015. (10 min. )
PRESENTER(S): George Ruther
ACTION REQUESTED OF COUNCIL: Approve, approve with modifications,
or deny Ordinance No. 12, Series of 2013, on first reading.
BACKGROUND:
The Town of Vail will be hosting the 2015 World Alpine Ski Championships
from February 2nd through February 15th, 2015. In Order to facilitate the
preparation necessary for such an event, Staff is requesting Town Council to
determine that in the areas of temporary signs, structures, and street decor,
to exempt the sponsoring organization of the World Championships, the Vail
Valley Foundation, from complying with all the Town's zoning, Design
Review Board, and sign code requirements and to set forth a special process
to handle such.
STAFF RECOMMENDATION: Approve, approve with modifications, or
deny Ordinance No. 12, Series of 2013, on first reading.
9.
ITEM/TOPIC: Second reading of Ordinance No. 10, Series of 2013, An
Ordinance making supplemental appropriations to the Town of Vail General
Fund, Capital Projects Fund, Real Estate Transfer Tax Fund and Heavy
Equipment Fund of the 2013 Budget for the Town of Vail, Colorado; and
authorizing the expenditures of said appropriations as set forth herein; and
setting forth details in regard thereto. (15 min.)
PRESENTER(S): Kathleen Halloran
ACTION REQUESTED OF COUNCIL: Approve or approve with
amendments Ordinance No. 10, Series 2013
BACKGROUND: Please see attached memo
STAFF RECOMMENDATION: Approve or approve with amendments
Ordinance No. 10, Series 2013
10. ITEM/TOPIC: Adjournment (8:30 p.m.) 8/6/2013
8/6/2013
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: August 6, 2013
ITEM/TOPIC: Citizen Participation.
8/6/2013
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: August 6, 2013
ITEM/TOPIC: Consent Agenda:
1) Approval of July 2 and July 16 meeting minutes
ATTACHMENTS:
July 2 Town Council Meeting Minutes
July 16 Town Council Meeting Minutes
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Town Council Meeting Minutes of July 2, 2013 Page 1
Vail Town Council Meeting Minutes
Tuesday, July 2, 2013
6:00 P.M.
Vail Town Council Chambers
The regular meeting of the Vail Town Council was called to order at approximately 6:00
P.M. by Mayor Andy Daly.
Members present: Andy Daly, Mayor
Ludwig Kurz
Kerry Donovan
Kevin Foley
Margaret Rogers
Susie Tjossem
Absent: Greg Moffet
Staff members: Stan Zemler, Town Manager
Matt Mire, Town Attorney
Pam Brandmeyer, Assistant Town Manager
Tammy Nagel, Acting Town Clerk
_________________________________________________________________
The first item on the agenda was Citizen Participation. There was none. Daly gave
condolences to the Moffet family due to a death in the family. Donovan thanked Lauren
Glendenning, reporter for the Vail Daily, for the reporting she has done concerning the
Town of Vail. Donovan stated Glendenning has a new position and will be working at
Colorado Media’s office in Gypsum.
The second item on the agenda was Consent Agenda.
1) On the approval of the June 4 Council minutes, Foley made some minor
administrative changes. Kurz moved, with a second from Rogers, to approve the
minutes with these corrections. A vote was taken and the motion passed
unanimously, 6-0. On the June 18 minutes, Foley again suggested a couple minor
administrative corrections. Donovan moved, with a second from Kurz, to approve
these minutes given Foley’s corrections. With Foley abstaining since he did not
attend that meeting, a vote was taken and the motion passed 5-0-1 (Foley
abstaining).
The third item on the agenda was the Town Manager Report. Stan Zemler, Town Manager,
informed Council about a legal agreement with the Vail Valley Foundation, which gives the
Foundation until 2017 to pay back the town for the Ford Amphitheater improvements. Daly
requested Council have an opportunity to review the $1 Million repayment agreement.
Zemler, asked the Chief of Police, Dwight Henninger, to provide Council with a recap of the
first season since the Vail Passenger Transportation Ordinance passed. Henninger stated
over 500 operating permits have been issued, generating $17,000.00 in revenue for the
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Town Council Meeting Minutes of July 2, 2013 Page 2
town. The Police Department hosted a meeting in January with the private transportation
carriers to hear their concerns and suggestions for improvements. Henninger stated his
department will look at implementing some of those ideas for the 2013 October kickoff, such
as smaller sized permits. No changes to the ordinance are recommended.
The fourth item on the agenda was Eagle River Water & Sanitation District (ERWSD) water
supply update. Diane Johnson, with ERW&SD, provided a water supply outlook to Council
comparing the drought intensity of this year to last year for the State and County. Last year
Eagle County’s drought intensity was at a D2 and D3 level and there was no rain from May
24 – July 2, 2012. On April 23, 2013, Eagle County’s drought scale intensity was reduced
to a D2 (moderate) due to the snowpack level being 75% normal in April. The Gore Creek
is currently running at 278 CFS, 94% of normal and the Eagle River streamflow is 603 CFS
at 65% normal. The three water supply priorities are: Public Safety and Health; Local
Economy; and Reliability of the Public Water System Operations. The water is managed by
the implementation of water use regulations such as every other day water schedules and
no watering on Mondays or in the middle of the day. Johnson stated there has been great
cooperation from the town and others with irrigation permits and other water use
coordination.
Foley asked for an update on the Potato Patch utility project from fellow council members
who reside in that area. Rogers gave kudos to the flagging crew for their work and also
stated she has heard concerns from neighbors about possible road damage being caused
by the heavy equipment. Daly requested water trucks on the weekend making a couple
passes to help with keeping the dust down.
The fifth item on the agenda Ordinance No. 9, Series of 2013 An Ordinance Extending the
Temporary Band on Marijuana Establishments in the Town, Pursuant to the Newly Enacted
Section 16 of Article XVIII of Colorado Constitution (Amendment 64). Town Attorney, Matt
Mire, explained the ordinance Council passed in January, which temporarily bans marijuana
establishments within the Town of Vail, expires on August 6, 2013. Ordinance No. 9,
extends the temporary ban until January 21, 2014.
Town Attorney Matt Mire presented the ordinance, based on previous direction from the
Town Council. The moratorium extending the temporary ban on Marijuana establishments
in the town would run until January 21, 2014. He said the Colorado Department of Revenue
had just issued its temporary guidelines, so this would provide time for Council to work
through these regulations. Rogers was concerned that the final “whereas clause,” reading:
“during such time, the Council finds and determines that it is in the best interest of the public
health, safety and welfare for the town to extend the temporary ban on the location or
operation of marijuana establishments in the Town until January 21, 2014,” in that it did not
prohibit the filing of applications. Donovan asked whether the question of someone not
already operating in the town could transition to this license. Mire clarified if you are
currently operating now, you could apply to transition to recreational marijuana, although
attorneys across the state, as reflected in the recent Colorado Municipal League
conference, hold varying opinions. Donovan asked that perhaps we use some of the public
space we have in the Vail Daily to start clarifying these new uses, since there is
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Town Council Meeting Minutes of July 2, 2013 Page 3
considerable misunderstanding across the town. Tjossem said the Vail Local Marketing
District Advisory Council had a recent discussion on how exactly to craft that message.
Rogers asked if people could sell adult use marijuana on January 1, 2014. Mire replied that
it’s currently legal for adults 21 years of age to buy marijuana in the State of Colorado, but
this ordinance would allow staff time to review the State’s upcoming regulations and the
potential impacts to the town. Donovan requested a bullet point outlining Amendment 64,
for citizen awareness. Tjossem suggested Vail Resorts join the conversation as the town
considers how to address Amendment 64, as it affects their brand too. Foley moved, with a
second from Kurz, to pass Ordinance No. 9, Series of 2013; with Rogers clause change, on
first reading. A vote was taken and the motion passed unanimously, 6-0.
The sixth item on the agenda was the Lionshead Parking Structure Entry Improvements.
Tom Kassmel, Town Engineer, and Pedro Campos, with Zehren and Associates, provided a
PowerPoint to Council presenting two options for the 2014 entry improvements to the
Lionshead Parking Structure. There are currently three primary operational issues:
transaction rates and equipment, Frontage Road traffic flow and a circuitous route to exit
and layout.
Option 1 is to separate and offset the entry and exit lanes which will eliminate confusion and
increase vehicular queue capacity. This would widen the entry/exit plaza to accommodate
more vehicles and to add one additional lane to provide three entry and three exit lanes.
Also by widening the entry/exit plaza, the town would still maintain the ability to convert one
lane to a reversible lane for future needs as necessary. Option one would also widen the
top exiting parking structure ramp to accommodate two lanes of exiting vehicles and demo
the existing four attendant booths and replace with two new attendant booths and one
supervisors booth. Remaining lanes would have only automated equipment. By adding an
architectural feature roof above the main entry/exit point, guests entry experience and
recognition would be enhanced. Booths and equipment would be protected and there
would be the ability to install easily recognizable overhead signage. It is intended for the
roof structure to complement the existing LH Transit and Welcome Center buildings. This
option also provides new striping and signage at the entry intersection to better designate
lanes and identify the entry from the Frontage Road. No other Frontage Road
improvements would be done at this time, so that necessary turn lanes are not triggered by
the Colorado Department of Transportation (CDOT). Additional landscaping would break
up the hardscape and buffer the visual of the charter bus lot while, still providing access to
the Charter Bus lot. Snowmelting the entry/exit transaction areas at a minimum would
provide a better guest experience, eliminate the need to plow within confined entry/exit
lanes and, eliminate gate loops so they function properly at all times. A possible additional
option is to provide heated or non-heated pavers for the entire entry/exit plaza. Option one
is the recommended option.
Option 2 includes the same improvements in option one with the addition of eliminating the
top exiting parking structure ramp and adding a new exit through and over the existing
unused second level access. This lessens the serpentine exiting movement on the top
deck providing a smoother exit pattern. It also separates the entry and exists further with a
large landscape buffer and modifies a few parking spaces. Option two is not recommended
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Town Council Meeting Minutes of July 2, 2013 Page 4
due to the impacts to the Charter Bus lot. An “add” option is recommended with either of the
proposals. This add option provides a lower level “express exit” for pass holders and
reconfigures the existing skier drop off to function more safely and more efficiently by
creating a one way skier drop off loop. This option relieves some congestion from the top
deck exit/entry without overloading East Lionshead Circle or creating the need for additional
attendants at the lowest level. It also incentivizes the use of passes and provides pass
holders with a quicker and more seamless experience.
Kassmel explained the current total budget for this project is $1.2 million. If Council would
like to move forward with the recommended option, the budget will need to be
supplemented from the Tax Incremental Financing (TIF). The current TIF projections show
a fund balance in 2017 of approximately $1.3 million, with an unallocated fund balance of
$39 million through 2030. This balance assumes all currently budgeted projects move
forward including the potential Responsible Acceleration of Maintenance and Partnership
(RAMP) fund match for Simba Run and the construction dollars for the Lionshead medians
discussed at the last Council session. Allocating an additional $1.2 million of TIF fund
balance to this project would allow for Option 1 and all add options to be constructed.
Kassmel also stated if Council chooses to make entry improvements and stay within the
original budget of $1.2 million, the base Option 1 project could move forward without the
entry roof structure. This would bring the total estimated base project cost down to $1.1
million.
Donovan said good job to the group for bringing two concepts that included all the restraints
and desires Council requested. The roof structure is one item she could support, but she
felt the snowmelt at the entry/exit, two exit lanes and ramp was extravagant and asked if the
ramp gets sun exposure. Kassmel stated the reason for the snowmelt is because it’s
difficult to maneuver the snow equipment in and out of the entry/exit lanes, built up ice pack
makes the gates not function as they should and vehicles slide into attendant booths and
equipment. The ramp does get sun exposure but there are days when vehicles cannot get
up the ramp causing a backlog. Two exit lanes provide extra capacity and a faster exit.
Rogers stated she will support snowmelt and double lanes.
Kurz asked how the system will accommodate future technology improvements. Greg Hall,
Public Works Director, responded he and his staff have been reviewing systems and how
fast transactions can happen. They have looked at many systems and how they operate,
their maintenance and their reliability. The current equipment is good for another 5-7 years.
The original budget for the project does not include equipment, just construction costs.
Tjossem asked if another deck in the future would work with this configuration and what is
the functionality of the pavers. Kassmel stated a fourth deck is possible and the pavers
would add more of a plaza feeling.
Daly asked if the technology will allow purchasers of Vail Resorts (VR) Epic Pass to use the
pass for parking. Hall responded VR cannot provide credit card information from the Epic
Pass purchase. The technology is there but the town and VR would need to work together
to accomplish the one pass swipe option or the user would have to purchase another pass
for parking.
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Town Council Meeting Minutes of July 2, 2013 Page 5
Donovan inquired if solar was possible. Kassmel said they have looked at it and the
payback is not real quick but there is potential.
Daly asked why now, if we are not sure about the technology equipment. Kassmel stated
the construction improvements and technology improvements go hand in hand. Public
Works is trying to be ready for construction in spring 2014. Daly said he is not willing to
support the project at this time until Council sees that the technology improvements have
been identified. Rogers said she supports the project and reminded everyone 2015 is
coming. The majority of Council directed staff to move forward with the snowmelt, 2 exit
lanes, ramp and the express exit on lower level.
The seventh item on the agenda was an appeal, pursuant to Section 12-3-3, Appeals, Vail
Town Code, of the Planning and Environmental Commission’s (PEC) approval, with
conditions, of a development review application for the review of a variance from Section
12-7B-15, Site Coverage, Vail Town Code, pursuant to Chapter 12-17, Variances, Vail
Town Code, to allow for the construction of additions in excess of the prescribed site
coverage; and a request for the review of a major exterior alteration of modification,
pursuant to Section 12-7B-7, Exterior Alterations and Modifications, Vail Town Code, to
allow for the construction of additions, located at 225 Wall Street/Lot B, Block 5C, Vail
Village Filing 1, and setting forth details in regard thereto.
Warren Campbell, Chief of Planning, stated the question to be answered by the Vail Town
Council regarding this appeal are were the requirements of the Commercial Core 1 district,
Vail Village Master Plan and the Vail Village Urban Design Guide Plan properly applied in
the decision to allow for a variance and major exterior alteration or modification to the Wall
Street Building located at 225 Wall Street. Pursuant to Section 12-3-3, Appeals, Vail Town
Code, the Vail Town Council shall uphold, uphold with modifications, or overturn the
Planning and Environmental Commission’s May 13, 2013, decision.
Michael Suman, Wall Street Building’s architect, and Campbell provided Council with a
presentation that demonstrated before and after drawings of all four views of the project.
Storefronts would be moved forward to the location where the brick pillars currently are on
the first level. Windows on the second floor will be changed out, an additional retail space
will have been created by moving the lower storefronts forward and the balconies might be
updated. Rogers said she feels there are no problems to the PEC findings. Kurz agreed
with Rogers and thought it will be an improvement. Kurz made a motion, with a second
from Donovan, to uphold the PEC decision contingent on the Design Review Board (DRB)
requirements.
Daly asked if there was anyone in the public who would like to speak. Tom Higgins of
American Ski Exchange approached the podium in support of the project, but does not
agree with the PEC decision concerning the easements, which will eliminate his outdoor
displays. It feels arbitrary. Tjossem asked Higgins if his point was to make it so no stores
can have racks town wide. Higgins stated he would like it to be a fair playing field and
consistent throughout town. The Wall Street Building has been unattractive for a long time
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Town Council Meeting Minutes of July 2, 2013 Page 6
and he thinks the project will be good for all of the town, but the easement restraints are
difficult. With no other public comment, the motion passed unanimously, 6-0.
The eighth item on the agenda was Adjournment. There being no further business, Foley
moved, with a second from Donovan, to adjourn the meeting. The motion passed
unanimously, 6-0.
Respectfully Submitted,
Attest: __________________________________
Andrew P. Daly, Mayor
___________________________________
Tammy Nagel, Acting Town Clerk
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Town Council Meeting Minutes of July 16, 2013 Page 1
Vail Town Council Meeting Minutes
Tuesday, July 16, 2013
6:00 P.M.
Vail Town Council Chambers
The regular meeting of the Vail Town Council was called to order at approximately 6:00
P.M. by Mayor Andy Daly.
Members present: Andy Daly, Mayor
Ludwig Kurz
Kerry Donovan
Kevin Foley
Margaret Rogers
Susie Tjossem
Greg Moffet
Staff members: Stan Zemler, Town Manager
Matt Mire, Town Attorney
Pam Brandmeyer, Assistant Town Manager
Tammy Nagel, Acting Town Clerk
_________________________________________________________________
The first item on the agenda was Citizen Participation. Stephen Connelly, local home
and business owner, complemented how great the America Days parade was and how
wonderful the Betty Ford Alpine Gardens and the town are looking. Connelly also
stated he was driving by the ball fields during the Lacrosse Shootout and noticed they
had signs on the fields representing all of the sponsors of the event. Connelly
suggested the town allow tasteful sponsorship signage on the ball fields which would
assist with raising money for the Vail Recreation District (VRD).
Jonathan Levine, owner and operator of Hummers of Vail, addressed Council about his
concerns regarding the transportation ordinance. Levine stated he was not requesting
the Council revoke the transportation laws, but to address the issues. Donovan stated
the Chief of Police, Dwight Henninger, shared how the ordinance was working with the
Council at the July 2 meeting.
Rick Scalpello, co-founder of the Farmers’ Market, felt the statements made in the
Commission on Special Events (CSE) Memorandum dated July 16, 2013, which was
provided to Council in today’s work session, are outrageous and reflects CSE’s dislike
of the Farmers’ Market. Scalpello expressed his concerns for the future of the Farmers’
Market. Scalpello stated the Farmers’ Market in the past has had 145 tents and the
CSE requested the event producers reduce the number of tents to 100 due to
congestion. According to Scalpello, congestion is good. Scalpello suggested the
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Town Council Meeting Minutes of July 16, 2013 Page 2
Council direct the CSE to stop managing the events and to direct the Event Review
Committee to allow the Farmer’s Market to have 145 tents.
The second item on the agenda was the Town Manager Report. There was none.
The third item on the agenda was the Presentation of the Request for Proposal (RFP)
Review Committee Recommendation for Welcome Center/Host Program Operator.
Suzanne Silverthorn, Community Information Officer, provided a brief recap to Council
on why the RFP was issued. Silverthorn stated 2 years ago Council identified and
approved “Customer Service” as a top priority to compliment the completion of Vail’s
redevelopment. In 2011 a RFP was issued requesting proposals for a plan to expand
the quality and integration of services to enhance the guest experience for all seasons.
Comart Stanec was awarded that contract. Silverthorn introduced Tara May, a
representative of Comart Stanec, who assisted in facilitating the review of the Welcome
Center/Host Program Operator RFP responses.
May stated the five members Welcome Center/Host Program RFP Review Committee
represented a range of business interests, including lodging, retail restaurant and
recreation. May assisted the committee by providing structure and guidance throughout
the process. May stated the committee members used a rating scale of 0-4 when
reviewing the applications in accordance with the RFP guidance of vision alignment,
business plan and qualifications. The applicant, Callosum Creative, rated the highest of
the three finalists. Callosum provided a vision of customer service and community
integration that aligned with the Town of Vail and had a competitive budget estimate.
Under Public Comment, Jennifer Bird, asked May if there was a point differential
between the incumbent and the new proposer. May said this was not a horse race.
Callosum stood out above the others.
Connelly has worked for the information booth and feels Bobby Bank, Vail Info Inc., has
done a great job the last eight years and the local businesses have given Bank their
support.
Annette Raymer has worked for the information booth for ten years and stated Bank has
earned the respect of the team. Raymer also stated Bank has incorporated the
changes the town has requested.
Bob Wileby is a fourteen year resident and volunteer in guest services. Wileby stated
Bank has run the program very professionally. Bank has a friendly team with good
managers and excellent coaches.
Fred Gannon asked if the evaluation process put a lot of weight on technology. Gannon
does not feel it serves the town well if the hosts have ipads to provide answers and
directions.
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Town Council Meeting Minutes of July 16, 2013 Page 3
Ronnie Baker agreed with previous public comment. He too does not feel the hosts
should have ipads. Baker stated he provides personal attention to the guests and
would rather walk the guest to their destination then to find the location on a map on the
ipad.
Jack Gardner, who first appeared in Vail in 1975, said the community hosts do a
superior job because of their current contractor. He echoed the comments of his
colleagues. He’d reviewed both proposals and found he could understand every word
in Bobby’s but Callosum’s was arcane and used hippy words.
Kirsten Texler said she has seen a lot growth and changes since she has been in Vail
and acknowledged that change has been hard, but it has worked. A different view and
idea are needed and that is why she endorses Callosum Creative.
Michelle Cahill also supported the committee members choice of Callosum Creative and
encouraged Council to remember why they requested the Welcome Center/Host
Program to go to a RFP.
Michael Cacioppo finds it a tough decision to select Callosum Creative when one of the
keys players is no longer part of that team. Cacioppo went on to say that experience
counts and an endorsement of anyone new is a gamble the community cannot afford.
Pam Thorne, a long time valley resident who works for Bank, stated if you lead with
trust, kindness and a smile you will not have any problems.
Bobby Bank, Vail Info Inc., stated he is proud of his business success and has received
a 5 Star Service Recognition Award. Bank stated he feels he has incorporated the
town’s requests with things like social media and the Host program. Bank said he and
his team do everything in their power to help the guest have a great experience.
With public comment closed, Daly asked if Council members have any questions.
Kurz stated he felt the process was professionally well done and fair. Kurz stated
change is something we don’t necessarily like but he will be supporting the
recommendation of the committee.
Moffet said customer service is what this RFP is about and the only way to get good
customer service is one-on-one contact with the guests. Moffett stated he feared the
process was missing experience. Moffet went on to say that employees come back for
money, management and being happy to come to work. Moffet said he is having an
incredibly hard time supporting the committee’s recommendation.
Rogers is not sure why there was an RFP issued. Rogers stated we have an obligation
to a person who is doing a good job, to give them the opportunity to make the changes
the town is requesting. Rogers felt it was too close to the 2015 World Championships
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and asked if we could afford to take a chance on a new operator. Rogers said she does
not feel the town has a problem and she would rather work with a known entity.
Foley said he has worked with Bank and his team. Vail Info Inc. does assist guests with
booking lodging online and that Bank does not receive a commission for that service.
Foley could not see a reason to make a change in operators at this time.
Tjossem said it was very difficult for her to override the committees’ recommendation
since the committee knew the current operator had eight years experience and they still
made a unanimous decision to go with a new operator. Tjossem acknowledged
different is scary, but every time Council has gone a different direction it has always
worked out for the best. Tjossem is in support of the committees’ recommendation.
Donovan said this was one of the most difficult decisions she’d had to make since being
on Council but she could not ignore the support of the community so would support Vail
Info Inc.
Daly stated the process is about this management relationship is not working. Daly
went on to say the committee was made up of lodging, restaurant and the resort
community and he will be supporting their decision.
Ludwig made a motion to enter into a contract with Callosum Creative, with a second
from Tjossem; and the motion was defeated 3-4 (Foley, Moffet, Rogers and Donovan
against).
Moffet made a motion to extend the current contract with Vail Info. Inc. with
performance standards and a three year termination clause, with a second from
Donovan. Motion passed 4-3 (Tjossem, Kurz and Daly opposed).
Rogers requested to see the agreement between the town and Vail Info Inc. at the
August meeting.
The fourth item on the agenda was a final review of an appeal of a Design Review
Board decision, pursuant to Section 12-3-3C, Appeal of Design Review Board
Decisions, Vail Town Code, appealing a decision by the Design Review Board
approving a minor exterior alteration for the realignment of the 18th hole at the Vail Golf
Course (DRB130191), located at 1775 Sunburst Drive/Unplatted Parcels, and setting
forth details in regard thereto.
George Ruther, Community Development Director, started with the decision on position
of standings, stating there are two criteria to consider when making the decision on
standing and that is as an adjacent property owner and a determination that an
appellant is aggrieved or adversely affected. Ruther said the appellants in this case are
Landon Hilliard, III; Olson Family Trust; R. Glenn Hilliard; Starfire Company, Ltd.;
8/6/2013
Town Council Meeting Minutes of July 16, 2013 Page 5
Deborah Webster; 1835 Sunburst Drive, LLC; Richard and Mary Celeste Callahan; and
Samuel and Luleta Maslak.
All appellants are represented by the law firm Holland & Hart, who submitted a complete
appeal form to the town believing they are all aggrieved or adversely affected as well as
seven of the eight appellants are adjacent property owners. After review, the administer,
George Ruther, determined that Landon Hilliard, III lacks standing in this matter both as
an adjacent property owner and as an aggrieved or adversely affected person. The
other seven appellants, Olson Family Trust; R. Glenn Hilliard; Starfire Company, Ltd.;
Deborah Webster; 1835 Sunburst Drive, LLC; Richard and Mary Celeste Callahan; and
Samuel and Luleta Maslak, maintain standing as adjacent property owners but lack
standing as aggrieved or adversely affected persons. Holland & Hart submitted a letter
of explanation of how the appellants are aggrieved or adversely affected date stamped
June 25, 2013. Ruther stated upon review of the letter, the staff determined that none
of the appellants are aggrieved or adversely affected by the approval of the minor
exterior alterations at the Vail Golf Course. Staff’s determination was based on the
considerations 1 through 8 that are listed on the staff’s memorandum to Council dated
July 16, 2013.
Deborah Webster, owner of the property located at 1825 Sunburst Drive, stated it was
her understanding that either criteria confers standing. Webster asked if all appellants
are considered adjacent property owners or is Landon Hilliard not considered an
adjacent property owner. Ruther responded staff determined Landon Hilliard, III, lacks
standing in this matter both as an adjacent property owner and as aggrieved or
adversely affected person and the remainder of the appellants are adjacent property
owners. Webster stated she would leave it up to their attorneys to decide if Landon
Hilliard is an adjacent property owner.
Moffet made a motion to adopt the staff recommendation of standing that Landon
Hilliard, III lacks standing in this matter both as an adjacent property owner and as
aggrieved or adversely affected person; Olson Family Trust; R. Glenn Hilliard; Starfire
Company, Ltd.; Deborah Webster; 1835 Sunburst Drive, LLC; Richard and Mary
Celeste Callahan; and Samuel and Luleta Maslak, maintain standing as adjacent
property owners but lack standing as aggrieved or adversely affected persons, with a
second from Rogers. The motion passed unanimously, 7-0.
Daly closed the hearing on standing and Council moved on to merits of the appeal.
Ruther provided a brief history on how we got to the appeal stating on June 19, the
Design Review Board (DRB) held a public hearing on the DRB 130191 application from
the Vail Recreation District (VRD) for minor exterior alterations and 18 hole realignment
of the Vail Municipal golf course. A motion was passed 3-0-2 (two members recused)
approving the application as submitted. On June 25, 2013, the Community
Development Department received a complete appeal form from attorneys Holland &
Hart LLC on behalf of the appellants, stating the appellants are adversely affected. The
DRB sits in a quasi judicial role and therefore had to decide if the DRB applied the
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Town Council Meeting Minutes of July 16, 2013 Page 6
design guidelines outlined in Chapter 14 of the Vail Municipal Code in the review of this
application. VRD’s application proposes to remove and transplant existing vegetation
on the golf course; replant new landscaping; transplant existing trees; complete re-
grading the existing 18 tee box area and reconstruction of a new 18 tee box, which
included a four foot high retaining wall. It called for the relocation of the 18 green and
hole.
Webster requested clarification of why Landon Hilliard is not considered an adjacent
property owner and if it is based on distance from the 18 tee or green. Ruther stated
Hilliard’s property is not immediately adjacent to the golf course because it is separated
by additional private property and a Town of Vail right-of-way.
Webster stated the appellants do not believe the VRD’s application complies with the
guidelines as stated in the correspondence from their attorneys dated June 21, 2013.
The appellants do feel the VRD’s application is related to the overall complete
clubhouse project. Matt Mire, Town Attorney, asked if Ms. Webster speaks for all the
appellants and she responded she did.
Ruther stated the appellants are alleging the following eight reasons for their being
adversely affected: the application is connected to the town’s clubhouse plans; the DRB
refused to recognize and exercise its responsibility under the municipal code; the
application does not comply with the Vail Town Code 12-11-1.D; the VRD application
does not make reasonable provision for pedestrian and vehicle traffic; the VRD
application does not make reasonable provision for sound and sight buffers; the VRD
application does not make reasonable provision for preservation of light and air; the
VRD application does not make reasonable provision for affects on neighboring land
uses; and the VRD application does not relate harmoniously with the neighboring land
uses.
Ruther went on to say in accordance with the information that was presented to the
DRB plus testimony and evidence, staff is recommending the Council uphold the June
19 DRB decision which approved the design review application for minor exterior
alterations for the Vail golf course. In accordance with the information, evidence and
testimony presented to Council, staff recommends the Council makes the following
findings of facts: the Vail golf course is located at 1775 Sunburst Drive in Vail Colorado
and zoned Outdoor Recreation according to the Official Zoning Map of the Town of Vail;
a golf course is a permitted use in the Outdoor Recreation zone district; a design review
application is required for the review of improvements such as removing vegetation and
constructing retaining walls; Design review application DRB130191 is a stand alone
application; the appellants have neither demonstrated nor provided evidence that
transplanting existing trees and new landscaping regarding the 18th hole tee boxes and
building a four foot retaining wall violates the town’s design guidelines or aggrieves or
adversely affects them; and the DRB adequately reviewed the criteria and made the
necessary findings when it passed a motion 3-0-2 (two members recused) approving
the request for minor exterior alterations for the Vail golf course. Moffet made a motion
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Town Council Meeting Minutes of July 16, 2013 Page 7
to uphold the DRB’s findings of facts, seconded by Kurz. The motion passed 6-1 (Foley
opposed).
The fifth item on the agenda was a public hearing to discuss the proposed 2013 Gerald
R. Ford Park Master Plan. This public hearing is a follow up to previous meetings held
regarding this master plan effort. Ruther stated staff is asking for authorization to submit
the Ford Park Master Plan application to the Planning and Environmental Commission
(PEC) for consideration. Tom Braun, with Braun Associates, showed Council three
potential sites for the Betty Ford Alpine Garden Education Center (the tennis center,
soccer field, and West Betty Ford Way). Ruther stated staff is recommending the West
Betty Ford Way (WBFW) as the preferred site to erect a 3,000 sf. education center
because the site has already been disturbed by the current construction happening in
Ford Park, the utilities are close in proximity and there is less impact on existing Ford
Park uses and facilities. Braun stated the other two sites require cooperation from
outside entities due to covenants and other oppositions, and it could make the process
harder and take more time. Rogers made a motion to approve further investigation of
the West Betty Ford Way as a suitable site for the Betty Ford Alpine Education Center,
seconded by Kurz. The motion passed 7-0.
Jim Lamont, Vail Homeowners Association, stated he does not agree with the
interpretation of the covenants. Lamont said back in the days “cultural” meant
education which is exactly what the Betty Ford Alpine Gardens are suggesting and the
concern back then was that everything would be captured by “recreation” at Ford Park.
Lamont suggested Council consider moving the tennis courts to the Donovan Park
Middle Bench. This would allow the tennis building site to perhaps house an Art in
Public Places (AIPP) museum, an educational center and other activities. He urged
Council to get outside its current thinking box. He said all sites were viable under the
right circumstances, but the solution should serve the long term outcome.
Ceil Folz, with the Vail Valley Foundation, stated the Foundation would like to begin
construction on phase II improvements and cannot do so until there is an approved Ford
Park Master Plan.
Gwen Scalpello, Betty Ford Alpine Garden (BFAG) board of directors, appreciates all
the efforts of the Council and Tom Braun that have been put toward a new Ford Park
Master Plan. Scalpello is concerned on the WBFW site would size constraints and if it’s
feasible. Scalpello also questions if taking the master plan to the PEC on July 22nd gives
citizens enough notice.
Liz Campbell, also BFAG, thinks the WBFW offers lots of possibilities and is a great
transition spot from the upper Ford Park bench to the lower Ford Park bench.
Donovan expressed concern that the proposed WBFW education center site conflicted
with other adjacent use. For example, the thumping of a basketball from the basketball
courts next to the proposed WBFW site could be a nuisance.
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Town Council Meeting Minutes of July 16, 2013 Page 8
Kurz made a motion to move the Ford Park Master Plan to the July 22 PEC meeting,
seconded by Tjossem. The motion passed 7-0.
The sixth item on the agenda was first reading of Ordinance No. 10, Series of 2013, An
Ordinance making supplemental appropriations to the Town of Vail General Fund,
Capital Projects Fund, Real Estate Transfer Tax Fund and Heavy Equipment Fund of
the 2013 Budget for the Town of Vail, Colorado; and authorizing the expenditures of
said appropriations as set forth herein; and setting forth details in regard thereto.
Kathleen Halloran, Finance Budget Director, reviewed Ordinance No. 10 with Council.
Daly questioned the $150,000.00 in estimated overtime due to injuries in the fire
department. Mark Miller, Fire Chief, stated he has had employees out for knee
surgeries due to non work injuries, as well as two knee surgeries for at-work injuries.
Considering out-of-cycle contribution requests. Council questioned the request from the
Living Well event in 2013 and the staff recommendation not to fund the third day.
Halloran stated the Council has already funded the event at $25,000 for the entire event
and the $15,000.00 supplemental request was to completely fund the third day. There
was no cost sharing with other sponsors.
Moffet said he would not approve this request because it goes against good
governance, and unless the promoter could assure $375,000 of incremental revenue, it
was not supportable.
Roger disagreed with staff’s recommendation to not provide supplemental funding of at
least $10,000.00 to the Living Well event.
Moffet moved to pass Ordinance No. 10, Series of 2013, upon first reading, second by
Donovan. The motion passed 6-1 (Rogers opposed).
The seventh item on the agenda was second reading of Ordinance No. 9, Series of
2013 An Ordinance Extending the Temporary Band on Marijuana Establishments in the
Town, Pursuant to the Newly Enacted Section 16 of Article XVIII of Colorado
Constitution (Amendment 64).
Town Attorney, Matt Mire, stated he made the Council’s requested changes to the
recital stating the Town will not take applications until after January 21, 2014, depending
on Council’s next steps. Foley made a motion to pass Ordinance No. 9 on second
reading with a second by Moffet. The motion passed 7-0.
The eighth item on the agenda was Adjournment. There being no further business,
Daly moved, with a second from Donovan, to adjourn the meeting. The motion passed
unanimously, 7-0.
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Town Council Meeting Minutes of July 16, 2013 Page 9
Respectfully Submitted,
Attest: __________________________________
Andrew P. Daly, Mayor
___________________________________
Tammy Nagel, Acting Town Clerk
8/6/2013
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: August 6, 2013
ITEM/TOPIC: Town Manager Report:
PRESENTER(S): Stan Zemler
ATTACHMENTS:
TOV Emergency Evac Doc
Emergency Evac PDF
Lionshead Welcome Center Community Room Memo 032712
Lionshead Welcome Center Name Challenge
8/6/2013
EOP Appendix J
March 4, 2007
Town of Vail
Emergency Evacuation Plan
The purpose of the Vail Emergency Evacuation Plan is to inform the citizens and guests
of Vail on how to respond to an emergency requiring evacuation and also serves as a
guide for the Town of Vail emergency responders. The Emergency Evacuation Plan
includes plans for both a partial or full evacuation of the town.
The residents of Vail should be presented with the information in this plan twice a year,
in June and December. The Community Information Office will provide the information
through local media, and will also be available on the Town of Vail website
(www.vailgov.com). The information provided will include emergency broadcast
information, recorded information available by phone, neighborhood pick-up locations,
evacuation center locations, shelter locations, and a notification for citizens with special
needs. This will ensure the community understands how to obtain information and
understand the critical steps to the evacuation process.
Evacuations will be organized through the Incident Command System.
When implementing the Emergency Evacuation Plan, the Vail Communications Center
will utilize the Emergency Phone Notification, also known as Reverse 911, the
Emergency Alert System via AM/FM radio stations or through Roam Secure text
messages to the homes, hotels, and businesses in the affected area(s). The message will
contain emergency and evacuation instructions. When time and personnel allow, first
responders will drive through neighborhoods and make public notifications on the
emergency vehicle loud speakers or go door-to-door.
Evacuation Center Check-In Locations(one or more may be designated):
1. Village Transportation Center
Alternative locations:
2. Lionshead Parking Structure
3. Donovan Park Pavilion
4. Battle Mountain High School
Evacuation Instructions:
A. Self-Evacuation by Vehicle:
1. Exit the area/neighborhood in the safest direction
2. Respond to the predetermined Evacuation Center check-in
location
B. Evacuation by Public Transportation:
1. Respond to the nearest neighborhood bus stop
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a. Citizens will then be transported to the evacuation center
to check-in.
C. Shelter in Place:
1. During some types of incidents, such as a hazardous materials
spill, or communicable disease, the public may be asked stay inside
and not evacuate, or due to the rapid spread of a wildfire they may
not be able to leave. For these reasons citizens should be prepared
to stay in their homes for a minimum of 72 hours and have enough
supplies on hand to support the number of residents living there.
See www.ready.gov for more details. Homes should be made
Firewise to increase the safety of sheltering in place during a fast
moving wildfire. See www.firewise.org for more details.
Citizens who self-evacuate or evacuate by public transportation will be asked to indicate
that they have already evacuated their residence by displaying a large, white object, such
as a sheet inside the residence, in a visible, conspicuous location, in the front, street-side
of their home and to turn on their porch light.
Neighborhood Bus Stops: The current neighborhood pick-up locations are the Town of
Vail bus stops. If possible, the buses will follow their regular route. If a resident or guest
is unable to make it to their neighborhood bus stop location, then they should respond to
the nearest alternative bus stop or alternative pick-up location for a safe evacuation, see
below.
Domestic pets may accompany evacuees as long as they are on a leash or contained so
they will not injure other evacuees or their pets. Pets will not be allowed at shelters and
the Town will work with the Eagle County Animal Control to house pets of individuals
that are housed in shelters.
Alternative Pick-up Locations:
1. Fire Stations
2. Schools
3. Village Transportation Structure or Lionshead Parking Structure
Special Needs Population: These are citizens and guests that will require assistance
leaving their residence or those who have medical needs that require electricity in the
case of a power outage. This is only for those who do not have transportation and cannot
make it to the designated evacuation center or neighborhood pick-up bus stop location.
The citizen provided information will be relayed to the Vail Police Department and Eagle
County Ambulance District in order to preplan and determine how many special needs
persons require assistance, their location, and how to transport them appropriately during
an evacuation.
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Recorded Information: The Town of Vail will provide the public with a telephone hotline
to receive updated information. The road conditions phone number will be used during
evacuations for the hotline (970) 479-2226. It will be a recorded update in an attempt to
reduce a possible overwhelming call volume to the dispatch center. The recording will be
made by the Town Public Information Officer (PIO), who will be designated by the
Incident Commander. Whenever possible, the updated information will also be posted on
the Town of Vail website (www.vailgov.com) and on the Eagle County website
(www.eaglecounty.us).
Vail Mountain: People who are on Vail Mountain when an emergency situation takes
place in the Town of Vail should remain on the mountain, as long as it is safe. Vail
Resort employees may then reroute them across the mountain or shelter them in one of
the buildings on the mountain. Vail Resorts Security will be responsible for organizing
sheltering on the mountain or rerouting guests off in to town.
Evacuation Center Check-in: There will be a system in which evacuees will check-in and
be assigned to a temporary shelter, or be released to take care of their own shelter needs.
The required check-in information will consist of the person’s name, birth date, home
address, cell phone numbers, and, if needed, which temporary shelter the person will be
placed. Evacuees will be assigned to shelters based upon the area of their residence.
Buses will then transport evacuees from the check-in location to their assigned temporary
shelter. The Red Cross or Salvation Army will conduct check-in operations and set up a
phone system whenever possible to assist those needing to locate family members.
Vail Valley Medical Center Evacuation: Due to the massive coordination to evacuate the
hospital all efforts will be made to defend and protect it from whatever the nature of
incident. If the hospital is evacuated the VVMC plan will be put into action.
Evacuation Incident Command Structure:
Involved Departments:
Primary Responsibility
Police Department
Transportation Department
Community Information Office
Secondary Responsibility
Fire Department
Public Works Department
Eagle County Ambulance District
Staffing Evacuation Center Check-In Locations
Administration/Human Resources Department
Library staff
Secondary: Salvation Army and Red Cross
Shelter Operations
Salvation Army
Vail Valley Cares
Red Cross
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Town of Vail Housing Administrator, Nina Timm
Section #2 – Emergency Evacuation Checklist
Section #3 – Evacuation Transport Resources
Section #4 – Evacuation Pick-up Locations
Section #5 – Shelter Locations
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Section # 2 Checklist
Emergency Evacuation Checklist
Vail Police Department Incident Command System
Emergency Evacuation Checklist
This checklist is intended to provide a
reminder to responding officers,
supervisors and an incident commander
at the scene of a major disaster. It is
recommended that unified command be
established to insure coordinated
response with other involved agencies.
During a major disaster, Law
Enforcement and the Transportation
Department are primarily responsible for
the evacuation of the town or part of the
town for safety reasons. Additionally,
Law Enforcement is responsible for the
protection of a crime scene and they are
responsible for the traffic control, and
recovery following the disaster.
Situation Assessment
Location of disaster
Type of disaster
Size of involved area, actual and
potential
Specific area that needs to be
evacuated
Additional assistance needed,
Police, Fire, medical, federal,
military, CDOT, VR security.
Location of Command Post
Select radio frequency to be used
Best available ingress/egress
routes for emergency personnel
and vehicles.
Contact Eagle County
Emergency Management, Barry
Smith
Special Considerations
Potential for disaster area to
spread. ie; fire, chemical spill.
Potential for explosion.
Population of town in Peak
Season 45,000.
Population of town in off season
4,600.
I-70 closures at Copper Mountain
and/or Minturn.
No incoming traffic into the
evacuation area, except for police
escorts for people picking up
children or special needs persons.
Traffic Control, Crowd Control
Determine if disaster is a crime
scene.
Contact schools
Contact Eagle County Animal
Control and Animal shelters.
Contact CDOT for sign
information and TOV VMS signs
Contact Salvation Army (Vail
Valley Cares) Greg Osteen or
Tsu Wolin
Assign Police Officers at shelters
and check-in locations resources
allowing.
Set up containment/perimeter.
Consider traffic control at
Buffehr Creek and Chamonix
Set trigger points for evacuation
and warning of evacuation
Alerting the Public
Reverse 911. (location of
disaster, evacuation directions for
people with transportation,
staging areas for people w/o
transportation, location of
shelter) RoamSecure
PIO or Comm. Center contact
media with evacuation info.
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Section # 3 Transportation
Evacuation Transportation
Some buses have handicap access.
35 Town buses; capacity (75pp) Standing and sitting room. Mike Rose
ECO buses
Avon/BC buses
CME
Eagle County School District Buses contact person: Melony McMichael
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Section # 4 Pick-up Location
Emergency Evacuation Pick-up Locations
The pick-up locations are the current TOV bus stop routes.
S #
EIGHBOR-
HOODS
PICK-UP LOCATIOS/ BUS STOPS
1
EAST VAIL
- Aspen Lane - Racquet Club - Columbine/Bighorn
- Booth Falls - Bighorn Park - Lupine/Bighorn
- Pitkin Creek - Meadow Lane East - Pitkin Creek
- Falls at Vail - Meadow Dr - Falls at Vail
- Lupine / Bighorn - Main Gore/Juniper - Booth Falls
- Columbine / Bighorn - Main Gore/ Bighorn - Bald Mountain Rd
- Streamside Circle - Racquet Club Townhomes
- Timber Falls - Streamside E/Bighorn
2
GOLF
COURSE
- Hanson Ranch Rd. - 1610 Sunburst Dr.
- Golden Peak - Club House
- Soccer Field - Pulis Bridge
- Ptarmigan West - Ford Park
- Ptarmigan East - Gore Creek Dr.
- 1448 Vail Valley Dr.
3
VAIL
VILLAGE
IN-TOWN
- Gold Peak
- E. Meadow/ Vail Valley Dr
- E. Meadow/Covered Bridge
- E/ Meadow/Crossroads
- E. Meadow/Vail Rd
4
LIONSHEAD
IN-TOWN
- W. Meadow . - W Lionshead Cir/Concert Hall Plaza
- W. Meadow/ VVMC - W Lionshead Cir/ Marriot
- W. Meadow/ Dobson/Library
- Lionshead Mall
5
SANDSTONE
- Middle Creek - Vail View Red/ Sandstone - Vail Run
- Sandstone School - Sandstone Creek Club
- Red Sandstone Rd - Simba Run
6
WEST VAIL/
SOUTH SIDE
- Vail Muni Building - Intermountain
- Cascade Crossing - Meadow Creek
- Cascade Village - Spruce Creek
- Matterhorn
- Ptarmigan
- Underpass
7
WEST VAIL
NORTH SIDE
- Chamonix - Upper Buffehr Creek
- Holiday Inn - Timber Ridge
- West Vail Mall - Lower Buffehr Creek
- Vail Commons
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Section #5 Shelter Locations
Shelter Locations
In Vail:
Vail Chapel
Town of Vail Council Chambers if not being used for the Joint Information
Center or Vail Valley Medical Center Alternative site
Red Sandstone Elementary School Red Cross approved
Vail Mountain School
Dobson Ice Arena, if not being used as a hospital surge capacity facility
Donovan Pavilion
West of Vail:
Battle Mountain High School
Minturn Middle School
Avon Elementary School
Eagle Valley Elementary
Eagle Valley High
Vail Bible Church
Trinity Church Edwards
Avon Recreation Center
Avon Municipal Building
Homestead Court Club
East of Vail:
Copper Mountain Chapel
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LIONSHEAD COMMUNITY ROOM
Anticipated Community Room Usage – March 27, 2012
Submitted by Donovan Pavilion Management, Inc.
A proposed rate structure is based on the following assumptions:
1) Complimentary Use
A) Vail-only based non-profit groups:
Complimentary Use TOV covers cost of staffing ($30/hour), facility
cleaning($32/hour)
Monday-Thursday only, varied hours of use
Set of criteria used to evaluate group request for complimentary use
Based on availability
B) Eagle County based non-profit groups:
Discount off Eagle County resident rate
Monday-Thursday only, varied hours of use
Set of criteria used to evaluate group request for discounted use
Based on availability
2) Tiered Rate Structure –
A) Standard Rate: Private or Corporate use
Published rate
Varied hours of use
Based on availability
B) Eagle County Resident Rate: Private or Corporate use
10% discount off published rate
Varied hours of use
Based on availability
C) Vail Resident Rate: Private or Corporate use
36% discount off published rate
Varied hours of use
Based on availability
Proof of residency required
PROPOSED FACILITY RATES:
Standard EC Rate EC Non-Profit Rate Vail Res Rate Vail Non-Profit*
Monday-Thursday, 2 hours $195 $175 $125 $100 $100
Monday-Thursday, 4 hours $390 $350 $200 $100 $100
Monday-Thursday, 6 hours $585 $525 $350 $100 $100
Friday-Sunday, 8 hours $780 $700 -- $500 --
Additional time: 2 hour blocks $200
• Estimated per Event Facility Cleaning $96
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Marketing Plan Initial Activities—
Lionshead Community Room will be linked onto the Donovan Pavilion website
Various social media presence
Highlighted on Town of Vail website
Management Fee (May 1 – December 31)
A proposed management fee includes a professional staff of five individuals who assist clients by
performing the following duties. An anticipated time investment of 670 hours is projected, based on a
rate of $45/hour to equal a not-to-exceed fee of a total of $30,000. A performance-based commission
structure on paid events to be incorporated into management agreement.
Hours invested will be logged on a monthly basis and will be reported to Town of Vail personnel.
Anticipated staff time investment on each duty:
40% time on Event Management /Initial Marketing of Facility
Utilizing cross-selling opportunities between both the LH Welcome Center
Community space and the Donovan Pavilion for individual events
Preparing and initializing contracts
Collecting fees and documenting client payment schedules
Provide prompt, friendly response to booking inquiries offering availability of dates and
regular communication, both via phone, in person and via e-mail, with clients regarding
their upcoming event
Facilitate facility marketing by creating sales presentation materials, conducting
familiarization tours, calling on all hotel concierge and sales staffs to create awareness
of the facility and facilitating Facility web presence
Monthly monitoring and reporting of staff time and activities to Town of Vail personnel
60% time of Site Management
Conducting facility site tours for potential clients
Greeting clients and guests on event days (96 projected event days)
Coordinating all supplies and catering deliveries for LH Welcome Center Community
space events
Coordinating all event security schedules and conducting on-the-spot cleaning and snow
removal duties during event hours
Providing 24-hour on-call service for all clients
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Lionshead Welcome Center Suggested Names Reason for the Name
Alfred Packer
For all: Alf meant to the region and as a symbol of hope creativity and innovation when it
most required.
I would also add the folloing inscription on the entry way into the center.
"Close your ears to the blandishments of hope. Listen not to its fluttering promises of life.
But prepare to meet the spirits of VAIL Mountain "
In the words of Alfred Packer's Judge who found him guilty and sentenced him ... ALF one
of the first victims of cultural misunderstanding and oppression who managed to suceed
and come out a winner in any case. - He even had a TV show named after him, the ALF
show. and used to have a popular bar in Lionshead named after him. Now regrettably gone.
Alpine-glow Welcome Center
Black Diamond Ballroom Named after many of our ski runs.
The Board Room, at the Lionshead Welcome
Center. (Board being a play on snow board)
Bob's Place or Parker's Place
Popular names in Vail are Seibert, Ford, Dobson, Donovan, Gore and Eaton. They are all
considered founders of Vail. But so is Robert "Bob" Parker. He was Vail's first marketing
person. Welcoming people to Vail was his job and desire. The community space would be
perfect for his remembrance. Over time it would probably become known as "Parker's
Place" or "Bob's Place", perfect. Thank you for your consideration.
Camp Hale
Camp Hale Community Center or just Hale Center
Centre Vail Centre = the choicest or most essential or most vital part of some idea or experience
Charlie Gersbach Room/CenterIn honor of Vail's best storyteller
Chief Ouray Ute Peacemaker
Community Champions Center
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Courchevel Room
The Douglas Center, Morgan Douglas Room
They were one of the first families of Vail and have contributed significantly to the
community and to skiing.
Douglas Community Center
Morgan and his wife Cathie were the first people to move to Vail and call this home. They
came to Vail in 1960 and fell in love with this beautiful place and built their home here in
1961 at 142 W Meadow Dr. They truly were pioneers of Vail and have been well involved
with the Vail community. Noticeably with their enormous and kind donation to VVMC.
Cathie helped establish the ski team here in Vail and has been actively involved with the ski
team/instructing over the years. Cathie exemplified just as much enthusiasm, passion, and
love for the Town of Vail as she did with the ski resort. Her contribution to the ski resort
helped build the foundation of making Vail Ski Resort into one of the top ski resorts in the
world not to mention Cathie was also inducted into the Colorado Ski Hall of Fame in 2000.
Morgan recently passed away and with the hundreds of people that came to his funeral it
was apparent just how many lives he truly has touched over the years. He has painted
numerous anniversary paintings for the Town of Vail over the years and I whole heartedly
believe this Community Center would be well recognized by a family who helped establish,
loved and pioneered the Town of Vail, none better than the Douglas family.
Dr. Jack Eck
Flemming Center or Flemmings Flat
After the Flemmings family lumber co. that help build the town of Vail and before that
Minturn and Red Cliff. They started in 1880 in Red Cliff and later in Vail at the base of
Sandstone Rd across from Lionshead. Not much credit has been given to them but without
their lumberyard this community could not have been built.
The Founders Center" or "Founders Station" or
"Founders Gold Welcome Center"
Named for Earl Eaton and Pete Seibert who first laid eyes on Vail with big dreams in
mind....they finally struck GOLD! Eaton and Seibert were the first to hike up "No-Name
Mountain" and the first to prospect the vision of Vail as a ski mountain.
Gold = 50th anniversary
Gobilie Center
Golden Jubilee
Golden Lion For the golden anniversary of Vail
The Gondola
Gore Creek Place
Gorsuch Grand View Room The Gorsuch family has done much for Vail and the room does have a grand view.
Greg Hall Community Room
I think it would be completely appropriate to name the room after a local resident who has
had an unparalleled impact on the community through his hard work, planning and vision
Ledges Room at the Lionshead Welcome Center
Let Go
Let Vail
Pete's Dream
Peter's Place
Pioneers Room
I am a fervent believer that Earl Eaton has never gotten the recognition that he deserves,
and I was completely disappointed in his public memorial service at The Lodge. However,
the people who contributed to Vail being the best over the early years are too numerous to
name, but their spirit should be immortalized in some public way. Maybe VA/VR could
name the new
gondola: Earl's Tram.
Red Cliff Commons
Camp Hale where one of the founders, Seibert, was stationed is between red cliff and
Leadville. Him being there by Red Cliff is what lead him to finding Vail. I believe Red Cliff
Commons is a beautiful name and it coincides with a beautiful place and incorporates the
word commons which is a place of meeting. Which to me describes the new area in
Lionshead perfectly!
Renaissance Room
Since this addition is part of Vail's renaissance. Plus, when couples get married there, it will
sound nice on invitations.
The Room, at the Lionshead Welcome Center
The Shining Mountains Center
Silver Bowl or Silver Center for the 50th
Sunbird Room
Vail Carpenter Semicentennial Space
I believe that the new community space should recognize both Vail's 50th anniversary and
the 50th anniversary of Vail resident Scott Carpenter historic space flight on May 24, 1962
on Aurora 7 in the Mercury program. Vail's 50th marks not only the dream of creating a
world class ski destination but Scott Carpenter's NASA flight of America's dream to
thoroughly establish it self as a leader in space exploration and science during the cold war
era that later lead to the Apollo missions. Therefore, I propose that the Community Space
be named "Vail Carpenter Semicentennial Space" which would indeed recognize all aspects
including Semicentennial as 50th and Space as both community area and Space (as in outer
Space). Also, a creative logo would signify it with an image of Vail Mountain and/or logo
with a space capsule flying over it including 50th as part of the image.
Vail Hall of Fame
Vail Pioneer Room
The Vail Vestibule
Valhalla Peak Community Space
This is the name of one of the highest peaks within the Gore Range. It stands as a virtual
centerpiece within the surrounding mountains of the range itself and casts an ever watchful
eye over the Vail Valley. With its elevation of 13,180 ft and with the sq ft size of the
Community Space being 1300sq ft, the number similarity offer's a very fun and interesting
coincidence.
The View
The name Valhalla Peak will not only bring interest to the Gore Range but the word Valhalla
itself gives meaning to a place a greatness and honor. Two things which Vail and it's
residents holds in high regard.
Vail View Community Center
Vail Vista
Villiage Vista
wickiups Ute Indian homes
10 to 50, which could also be 10th to 50th, or 10- 2-
50
The Rationale is we have come from the 10th to our 50th. Vail will be celebrating its 50th
anniversary and, Vail's origins come at least in part from 10th Mountain Division's desire to
found ski areas after World War II which meant that Vail got founded. So we have come
from the 10th to our 50th, but 10 to 50 might be easier for folks to say. Since Vail is at 8150
feet I like having 50 in the name of the new facility also. Finally I think 10 to 50 as a name
might have some good luck in terms of having it be well utilized. So 10 to 50 recognize
Vail's roots and where it is now with an eye towards it becoming a place for many
important gatherings. It recognizes an important group of people (The 10th Mountain
Division) without affixing the name of a person whose name might not stand up to the test
of time. (Personally I only believe in naming a place after a person after they have been
long dead).
1962
8150
8/6/2013
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: August 6, 2013
ITEM/TOPIC: Marriott Residence Inn (The Roost Lodge) Appeal. An appeal, pursuant to
Section 12-3-3, Appeals, Vail Town Code, of the Town of Vail Planning and Environmental
Commission's approval, with conditions, of a development review application for an exterior
alteration or modification, pursuant to Section 12-7J-12, Vail Town Code, to allow for a limited
service lodge, located at 1783 North Frontage Road West (The Roost Lodge)/Lots 9, 10, 11,
and 12, Buffehr Creek Subdivision, and setting forth details in regard thereto (PEC130017).
PRESENTER(S): Warren Campbell and Dominic Mauriello
ACTION REQUESTED OF COUNCIL: Pursuant to Section 12-3-3, Appeals, Vail Town
Code, the Vail Town Council shall uphold, uphold with modifications, or overturn the Planning
and Environmental Commission's June 24, 2013, decision.
BACKGROUND: On June 24, 2013, the Planning and Environmental Commission approved,
with conditions, a request to increase the number of limited service lodge units by 24 to bring
the total number of limited service lodge units to 176.
On July 2, 2013, the Vail Town Council appealed (called-up) the approval of PEC130017.
STAFF RECOMMENDATION: The Planning and Environmental Commission recommends
the Vail Town Council upholds their decision of June 24, 2013.
ATTACHMENTS:
Marriott Residence Inn (The Roost Lodge) Appeal TC Memorandum
Planning and Environmental Commission Memorandum Part 1
Planning and Environmental Commission Memorandum part 2
Planning and Environmental Commission Memorandum part 3
Planning and Environmental Commission Memorandum part 4
Planning and Environmental Commission June 24, 2013 Results
MPG Letter of Support 072413
8/6/2013
TO: Vail Town Council
FROM: Community Development Department
DATE: August 6, 2013
SUBJECT: An appeal, pursuant to Section 12-3-3, Appeals, Vail Town Code, of the Town of
Vail Planning and Environmental Commission’s approval, with conditions, of a
development review application for an exterior alteration or modification,
pursuant to Section 12-7J-12, Vail Town Code, to allow for a limited service
lodge, located at 1783 North Frontage Road West (The Roost Lodge)/ Lots 9,10,
11, and 12, Buffehr Creek Subdivision, and setting forth details in regard thereto
(PEC130017).
Appellant: Vail Town Council
Planner: Warren Campbell
__________________________________________________________________________________
I. SUBJECT PROPERTY
The subject property is located at 1783 North Frontage Road West/Lots 9, 10, 11, and
12, Buffehr Creek Subdivision.
II. VAIL TOWN COUNCIL JURISDICTION
Pursuant to Section 12-3-3C-1, Appeal of Planning and Environmental Commission
Decisions; Authority, Vail Town Code, the town council shall have the authority to hear
and decide appeals from any decision, determination or interpretation by any the
planning and environmental commission with respect to the provisions of the Title 12,
Zoning Regulations, Vail Town Code.
III. PROCEDURAL CRITERIA FOR APPEALS
Pursuant to Sections 12-3-3C-2 and 12-3-3C-3, Appeal of Planning and Environmental
Commission Decisions; Initiation and Procedures, Vail Town Code, there are three
basic procedural criteria for an appeal:
8/6/2013
Town of Vail Page 2
A) Standing of the Appellants
Pursuant to Section 12-3-3, Appeals, Vail Town Code, the appellant, the
Vail Town Council has standing as an aggrieved or adversely affected
party to appeal the Planning and Environmental Commission’s June 24,
2013, decision.
B) Adequacy of the Notice of the Appeal
A copy of the Public Notice of the Vail Town Council, August 6, 2013,
Public Hearing was sent to the local newspaper on July 19, 2013,
pursuant to Section 12-3-3C-3, Procedures, Vail Town Code.
C) Timeliness of the Notice of Appeal
The Administrative Section of the Town’s Zoning Code (12-3-3C-3,
Procedures) requires appeals to be filed in twenty (20) days or less. On
July 2, 2013, the appellant, Vail Town Council, filed an appeal (called-up)
of the Planning and Environmental Commission’s June 24, 2013, decision
in accordance with Section 12-3-3, Appeals, Vail Town Code.
IV. SUMMARY
The question to be answered by the Vail Town Council regarding this appeal is:
Were the requirements of the Public Accommodation 2 district, properly applied in
the decision to allow for an exterior alteration or modification to the previously
approved development plan for the Marriott Residence Inn, located at 1783 North
Frontage Road West?
Pursuant to Section 12-3-3, Appeals, Vail Town Code, the Vail Town Council shall
uphold, uphold with modifications, or overturn the Planning and Environmental
Commission’s June 24, 2013, decision.
V. BACKGROUND
On June 24, 2013, the Planning and Environmental Commission, by a vote of 6-1-0
(Pratt opposed), approved, with conditions, an exterior alteration or modification
request to increase the number of limited service lodge units by 24 to bring the total
number of limited service lodge units to 176 in the development.
8/6/2013
Town of Vail Page 3
On July 2, 2013, the Vail Town Council (appellant) filed an appeal, pursuant to Section
12-3-3, Appeals, Vail Town Code of the Planning and Environmental Commission’s
June 24, 2013, conditional approval of a development review applications for the review
of an exterior alteration or modification, pursuant to Section 12-7J-12, Vail Town Code,
to allow for a limited service lodge, located at 1783 North Frontage road West/ Lots 9,
10, 11, and 12 Buffehr Creek Subdivision, and setting forth details in regard thereto.
(PEC130017).
VI. REQUIRED ACTION
Pursuant to Section 12-3-3, Appeals, Vail Town Code, the Vail Town Council shall
uphold, uphold with modifications, or overturn the Planning and Environmental
Commission’s June 24, 2013, decision.
Should the Vail Town Council choose to uphold the determination of the Town of Vail
Planning and Environmental Commission, the following statement is recommended:
“The Vail Town Council finds as follows:
The Public Accommodation 2 district was properly applied in regard to the June
24, 2013, Planning and Environmental Commission’s, approval with conditions,
of development review applications for an exterior alteration or modification,
pursuant to Section 12-7J-12, Exterior Alterations and Modifications, Vail Town
Code, to the allow for the construction of a limited service lodge, located at 1783
North Frontage Road West/ Lots 9, 10, 11, and 12, Buffehr Creek Subdivision,
and setting forth details in regard thereto. (PEC130017)”
VII. ATTACHMENTS
A. Planning and Environmental Commission June 24, 2013 memorandum
B. Planning and Environmental Commission June 24, 2013 hearing results
8/6/2013
TO: Planning and Environmental Commission
FROM: Community Development Department
DATE: June 24, 2013
SUBJECT: A request for a review of an exterior alteration or modification, pursuant to
Section 12-7J-12, Vail Town Code, to allow for a limited service lodge, located at
1783 North Frontage Road West (The Roost Lodge)/ Lots 9,10, 11, 12, Buffehr
Creek Subdivision, and setting forth details in regard thereto (PEC130017).
Applicant: Timberline Roost Lodge, represented by Mauriello Planning Group
Planner: Warren Campbell
I. SUMMARY
The applicant, Timberline Roost Lodge LLC, is requesting the review of an exterior
alteration or modification to allow for the construction of a new Marriott Residence Inn
limited service lodge on the site of the current Roost Lodge at 1783 North Frontage
Road West. This proposal is substantially similar to the Roost Lodge redevelopment
project approved by the Town of Vail in 2006 and amended in 2012, but includes some
modifications including new dormers, deck railings, and material placement on the
facades. This application is similar to a “change to approved plans” development
application; however, due to the anticipated sale of the subject property, the applicant
wishes to separate this proposal from the current vested development rights from the
2006 approved Roost Lodge redevelopment project. To avoid confusion and add clarity
as to the approved project for the site, this proposal, if approved, shall be conditioned
upon the transfer of the property to The Harp Group. At such point the 2006 vested
approval will become null and void.
Based upon Staff’s review of the criteria outlined in Section VII of this memorandum and
the evidence and testimony presented, the Community Development Department
recommends approval, with conditions, of this application subject to the findings
noted in Section VIII of this memorandum.
II. DESCRIPTION OF REQUEST
The Roost Lodge is currently owned by the applicant, Timberline Roost Lodge LLC; but
is under contract to be purchased by The Harp Group. The Harp Group, pending
purchase of the property, intends to redevelop the subject property by constructing a
8/6/2013
Town of Vail Page 2
new Marriott Residence Inn limited service lodge. This proposal is substantially similar
to the Roost Lodge redevelopment project approved by the Town of Vail in 2006, but
includes the following modifications:
• The addition of 24 limited service lodge units bringing the total in the project to
176 limited service lodge units.
• Changes to the proposed method of providing the required employee housing
mitigation. Includes the provision of two (2) on-site dormitory style employee
housing units housing 8 employees and the mitigation of 6.56 employees off-site
or via payment of a fee-in-lieu.
• The parking requirement is increased from 101 spaces to 128 spaces due to the
addition of 24 limited service lodge units. The number of proposed parking
spaces is 165 (37 surplus spaces proposed to be provided).
• The previously approved architectural design, site and landscape design,
development standards, etc. remain fundamentally the same; but with minor
modifications further outlined in the attached letter from O’Bryan Partnership
Architects. The building bulk and mass is proposed to change on the western
end of the proposed development. The previously approved ridge line is not
changing in elevation, however through the addition of several dormers, the
applicant is proposing 20 of the 24 new limited service lodge units within the new
roof form.
Pursuant to Resolution No. 13, Series of 2012, the development rights associated with
the 2006 Roost Lodge redevelopment project are vested until June 1, 2015. The
applicant wishes to retain and protect these vested development rights while also
pursuing development rights, in cooperation with the Harp Group, to construct the
currently proposed Marriott Residences Inn. If the sale of the subject property is
finalized, the Harp Group intends to construct the currently proposed Marriott
Residences Inn. If the pending sale is not finalized, the applicant intends to construct
the vested 2006 approved Roost Lodge redevelopment project.
To avoid confusion and add clarity as to the approved project for the site, this proposal,
if approved, shall be conditioned upon the transfer of the property to The Harp Group.
At such point the 2006 vested approval will become null and void.
A vicinity map (Attachment A), the applicant’s request including traffic report and
summary of architectural changes (Attachment B), proposed plans (Attachment C) and
previously approved plans (Attachment D) have been attached for review and inclusion
in the record.
8/6/2013
Town of Vail Page 3
III. BACKGROUND
The Roost Lodge was originally constructed in the early 1970’s as a motel project. The
existing lodge contains 72 accommodation units, one dwelling unit, and a paved surface
parking lot. According to the Town’s files, with the exception of minor applications for
repainting, new deck rails, re-roofing, etc., the Roost Lodge has seen no significant
modifications since its original construction.
In 2006, the applicant obtained Town of Vail approval for the redevelopment of the
Roost Lodge with the construction of a new limited service lodge. The project included
101 limited service lodge units, 28 dwelling units and three employee housing units.
Although that project has not yet been constructed, the Vail Town Council has granted
extensions of the 2006 development approvals. Pursuant to Resolution No. 13, Series
of 2012, the applicant’s 2006 development rights are vested until June 1, 2015. After
June 1, 2014, the construction use tax shall apply.
On November 12, 2012, the Planning and Environmental Commission approved, by a
vote of 6-1-0 (Rediker opposed), the following :
• Conversion of the 28 approved dwelling units with 51 limited service lodge units.
• Replacement of the 3 approved Type III Employee Housing Units with 2 Type IV-
CL Employee Housing Units.
• The parking requirement was reduced from 111 to 101 spaces due to the
conversion of dwelling units to limited service lodge units. The number of
proposed parking spaces was reduced from 169 to 165 (i.e. 54 surplus spaces).
• The previously approved architectural design, building bulk and mass, site and
landscape design, development standards, etc. remain fundamentally the same;
but with minor modifications. These modifications included the reconfiguration of
the interior programing and floor plans, relocation of the trash dumpster to the
parking garage, improvements to the exterior spa plaza, reconfiguration of
exterior stairs, etc.
IV. APPLICABLE PLANNING DOCUMENTS
Staff believes that following provisions of the Vail Land Use Plan and the Vail Town
Code are relevant to the review of this proposal:
Vail Land Use Plan (in part)
CHAPTER II: LAND USE PLAN GOALS / POLICIES (in part)
The goals articulated here reflect the desires of the citizenry as expressed through the
series of public meetings that were held throughout the project. A set of initial goals
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Town of Vail Page 4
were developed which were then substantially revised after different types of opinions
were brought out in the second meeting. The goal statements were developed to reflect
a general consensus once the public had had the opportunity to reflect on the concepts
and ideas initially presented. The goal statements were then revised through the review
process with the Task Force, the Planning and Environmental Commission and Town
Council and now represent policy guidelines in the review process for new development
proposals. These goal statements should be used in conjunction with the adopted Land
Use Plan map, in the evaluation of any development proposal.
The goal statements which are reflected in the design of the proposed Plan are as
follows:
1. General Growth / Development
1.1. Vail should continue to grow in a controlled environment, maintaining a
balance between residential, commercial and recreational uses to serve both the
visitor and the permanent resident.
1.2. The quality of the environment including air, water and other natural
resources should be protected as the Town grows.
1.3. The quality of development should be maintained and upgraded whenever
possible.
1.4. The original theme of the old Village Core should be carried into new
development in the Village Core through continued implementation of the Urban
Design Guide Plan.
1.5. Commercial strip development of the Valley should be avoided.
1.6. Development proposals on the hillsides should be evaluated on a case by
case basis. Limited development may be permitted for some low intensity uses
in areas that are not highly visible from the Valley floor. New projects should be
carefully controlled and developed with sensitivity to the environment.
1.7. New subdivisions should not be permitted in high geologic hazard areas.
1.8. Recreational and public facility development on National Forest lands may
be permitted where no high hazards exist if:
a. Community objectives are met as articulated in the Comprehensive
Plan.
b. The parcel is adjacent to the Town boundaries, with good access.
c. The affected neighborhood can be involved in the decision-making
process.
8/6/2013
Town of Vail Page 5
1.9. The existing condition and use of National Forest Land (USFS) which is
exchanged, sold, or otherwise falls into private ownership should remain
unchanged. A change in the existing condition and use may be considered if the
change substantially complies with the Vail Comprehensive Plan and achieves a
compelling public benefit which furthers the public interest, as determined by the
Town Council.
1.10. Development of Town owned lands by the Town of Vail (other than parks
and open space) may be permitted where no high hazards exist, if such
development is for public use.
1.11. Town owned lands shall not be sold to a private entity, long term leased to
a private entity or converted to a private use without a public hearing process.
1.12. Vail should accommodate most of the additional growth in existing
developed areas (infill areas).
1.13. Vail recognizes its stream tract as being a desirable land feature as well
as its
potential for public use.
2. Skier /Tourist Concerns
2.1. The community should emphasize its role as a destination resort while
accommodating day visitors.
2.2. The ski area owner, the business community and the Town leaders should
work together closely to make existing facilities and the Town function more
efficiently.
2.3. The ski area owner, the business community and the Town leaders should
work together to improve facilities for day skiers.
2.4. The community should improve summer recreational options to improve
year-round tourism.
2.5. The community should improve non-skier recreational options to improve
year-round tourism.
2.6. An additional golf course is needed. The Town should work with the down
valley communities to develop a golf course as well as other sports facilities to
serve the regional demand for recreational facilities.
2.7. The Town of Vail should improve the existing park and open space lands
while continuing to purchase open space.
2.8. Day skier needs for parking and access should be accommodated through
creative solutions such as:
8/6/2013
Town of Vail Page 6
a. Increase busing from out of town.
b. Expanded points of access to the mountain by adding additional base
portals.
c. Continuing to provide temporary surface parking.
d. Addition of structured parking.
3. Commercial
3.1. The hotel bed base should be preserved and use more efficiently.
3.2. The Village and Lionshead areas the best location for hotels to serve the
future needs of destination skiers.
3.3. Hotels are important to the continued success of the Town of Vail,
therefore conversion to condominiums should be discouraged.
3.4. Commercial growth should be concentrated in existing commercial areas
to accommodate both local and visitor needs.
3.5. Entertainment oriented business and cultural activities should be
encouraged in the core areas to create diversity. More night-time businesses,
on-going events and sanctioned “street happenings” should be encouraged.
4. Village Core / Lionshead
4.1. Future commercial development should continue to occur primarily in
existing commercial areas. Future commercial development in the Core areas
needs to be carefully controlled to facilitate access and delivery.
4.2. Increased density in the Core areas is acceptable so long as the existing
character of each area is preserved through implementation of the Urban Design
Guide Plan and the Vail Village Master Plan.
4.3. The ambiance of the Village is important to the identity of Vail and should
be preserved. (Scale, alpine character, small town feeling, mountains, natural
settings, intimate size, cosmopolitan feeling, environmental quality.)
4.4. The connection between the Village Core and Lionshead should be
enhanced through:
a. Installation of a new type of people mover.
b. Improving the pedestrian system with a creatively designed connection,
oriented toward a nature walk, alpine garden, and/or sculpture plaza.
c. New development should be controlled to limit commercial uses.
8/6/2013
Town of Vail Page 7
5. Residential
5.1. Additional residential growth should continue to occur primarily in existing,
platted areas and as appropriate in new areas where high hazards do not exist.
5.2. Quality time share units should be accommodated to help keep occupancy
rates up.
5.3. Affordable employee housing should be made available through private
efforts, assisted by limited incentives, provided by the Town of Vail, with
appropriate restrictions.
5.4. Residential growth should keep pace with the market place demands for a
full range of housing types.
5.5. The existing employee housing base should be preserved and upgraded.
Additional employee housing needs should be accommodated at varied sites
throughout the community.
6. Community Services
6.1. Services should keep pace with increased growth.
6.2. The Town of Vail should play a role in future development through
balancing growth with services.
6.3. Services should be adjusted to keep pace with the needs of peak periods.
CHAPTER VI – PROPOSED LAND USE (in part)
MDR - Medium Density Residential: The medium density residential category
includes housing which would typically be designed as attached units with common
walls. Densities in this category would range from 3 to 14 dwelling units per
buildable acre. Additional types of uses in this category would include private
recreation facilities, private parking facilities and institutional / public uses such as
parks and open space, churches and fire stations.
Title 12, Zoning Regulations, Vail Town Code (in part)
ARTICLE 7J: PUBLIC ACCOMMODATION 2 DISTICT
12-7J-1: PURPOSE:
The public accommodation-2 district is intended to provide sites for lodges, limited
service lodges, and residential accommodations on a short term basis, for visitors and
guests, together with such public and semipublic facilities and commercial/retail and
related visitor oriented uses as may be appropriately located within the same zone
8/6/2013
Town of Vail Page 8
district and compatible with adjacent land uses. This district is intended to provide for
lodging sites located outside the periphery of the town's Vail Village and Lionshead
commercial core areas. The public accommodation-2 district is intended to ensure
adequate light, air, open space, and other amenities commensurate with lodge uses,
and to maintain the desirable resort qualities of the zone district by establishing
appropriate site development standards. Additional nonresidential uses are allowed as
conditional uses which enhance the nature of Vail as a vacation community, and where
permitted uses are intended to function compatibly with the high density lodging
character of the zone district.
V. SITE ANALYSIS
Address: 1783 North Frontage Road West
Legal Description: Lots 9, 10, 11, 12, Buffehr Creek Subdivision
Zoning: Public Accommodation 2 District
Land Use Designation: Medium Density Residential
Geological Hazards: n/a
Lot Area: 86,597 sq.ft. (1.99 acres)
Standard Allowed/Required 2006 Vested Approval Proposed
Density: 49 Dwelling Units 28 Dwelling Units 0 Dwelling Units
Lodge Units: Unlimited 101 LSLU’s 176 LSLU’s
GRFA: 129,896 sq. ft. 75,842 sq.ft. 82,485 sq.ft.
Building Height: 48 ft. 48 ft. no change
Site Coverage: 56,288 sq.ft. (65%) 44,376 sq.ft. (51%) no change
Landscape Area: 25,979 sq.ft. (30%) 38,698 sq.ft. (44.6%) 38,048 sq.ft. (43.9%)
Setbacks:
North: 0 ft. – 20 ft. 20 ft. above grade no change
West: 0 ft. – 20 ft. 15 ft. above grade 20 ft. above grade
East: 0 ft. – 20 ft. 30 ft. above grade no change
South: 0 ft. – 20 ft. 20 ft. above grade no change
Parking: 128 spaces 169 spaces 165 spaces*
Loading: 1 berth 1 berth no change
Employee Housing: 14.56 employees 3 Type III EHUs 14.56 employees
(8 employees on –site)
(6.56 employees off-site or fee-in-lieu)
*37 parking spaces in excess of the required parking
8/6/2013
Town of Vail Page 9
VI. SURROUNDING LAND USES AND ZONING
Existing Use Zoning District
North: Residential Two-Family Primary/Secondary District
South: I-70/Hwy. 6 n/a
West: Residential Two-Family Primary/Secondary District
East: Residential Residential Cluster District
VII. REVIEW CRITERIA
Before acting on this application, the Planning and Environmental Commission shall
consider the following factors with respect to the proposed use:
1. The proposed exterior alteration or new development is in compliance with the
purposes of the public accommodation-2 (PA-2) zone district.
The purposes of the Public Accommodation-2 (PA-2) zone district are outlined in
Section IV of this memorandum. The primary purpose of the PA-2 zone district is:
“The Public Accommodation-2 District is intended to provide sites for lodges,
limited service lodges, and residential accommodations on a short term basis, for
visitors and guests, together with such public and semipublic facilities and
commercial/retail and related visitor oriented uses as may be appropriately
located within the same zone district and compatible with adjacent land uses.
This district is intended to provide for lodging sites located outside the periphery
of the town's Vail Village and Lionshead commercial core areas. The public
accommodation-2 district is intended to ensure adequate light, air, open space,
and other amenities commensurate with lodge uses, and to maintain the
desirable resort qualities of the zone district by establishing appropriate site
development standards. Additional nonresidential uses are allowed as
conditional uses which enhance the nature of Vail as a vacation community, and
where permitted uses are intended to function compatibly with the high density
lodging character of the zone district…”
The proposed Marriott Residence Inn is a lodge located outside the town’s commercial
core areas that is comprised of accommodation units and employee housing units, and
includes the amenities typically associated with a limited service lodge use. Therefore,
Staff finds that the proposal adheres to the basic purposes of the PA-2 zone district.
The architectural design, building bulk and mass, site and landscape design, and the
development standards of the proposed Marriott Residence Inn are consistent with the
2006 Roost Lodge redevelopment project which through the development review
process was found to be compatible with the adjacent land uses, providing adqueate
light, air, open space, and maintains the desirable resort quality of the zone district.
There, Staff finds that the proposal adheres to the basic purposes of the PA-2 zone
district consistent with this criterion.
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Town of Vail Page 10
2. That the proposal does not otherwise have a significant negative effect on the
character of the neighborhood.
The Roost Lodge has been in existence since the early 1970s and proven to be
compatible with adjacent land uses. Considering the various multi-family buildings in
the immediate vicinity of the Roost Lodge, to the west and north, a structure which
contains accommodation units is in keeping with the existing, surrounding uses. Also,
the development site for the proposed Marriott Residences Inn is comprised of four
individual lots in the subject neighborhood. In 2006 the size of the proposed building
was found to be in direct proportion with the size of the development site, which
encompasses approximately two acres.
Additionally, considering the physical state of the existing Roost Lodge, the proposal will
have a significant, positive effect on the character of the neighborhood because it will be
a brand new, aesthetically pleasing structure placed on a well landscaped site. The
applicant is required to mitigate any potential negative impacts the proposal may have
on the community, and through appropriate conditions of approval, this shall be
accomplished. Finally, as it relates to this criterion, the character of the neighborhood is
also defined by its location on the North Frontage Road and proximity to I-70 and staff
has determined this proposal fits into the character of its neighborhood.
Therefore, Staff believes the proposed conditional use permit is consistent with this
review criterion.
3. That the proposal substantially complies with other applicable elements of the
Vail comprehensive plan.
The Vail Comprehensive Plan identifies this area as part of the Medium Density
Residential land use designation, which is further described in Section IV of this
memorandum. The Vail Comprehensive Plan defines Medium Density Residential, in
part, with the following language: “sites for housing which would typically be designed
as attached units with common walls.” The proposal is designed with limited service
lodge units sharing common walls, hallways, and amenities. With regard to these
pertinent, applicable elements of the Vail Comprehensive Plan, staff believes the
proposal conforms to this criterion.
The criteria contained in certain development standards of the PA-2 zone district must
also be considered herein. Section 12-7J-6, Setbacks, contains the following pertinent
language:
“At the discretion of the Planning and Environmental Commission and/or the Design
Review Board, variations to the setback standards outlined above may be approved
during the review of exterior alternations or modifications (section 12-7A-12 of this
article) subject to the applicant demonstrating compliance with the following criteria:
8/6/2013
Town of Vail Page 11
A. Proposed building setbacks provide necessary separation between buildings
and riparian areas, geologically sensitive areas and other environmentally
sensitive areas.
B. Proposed building setbacks will provide adequate availability of light, air and
open space.
C. Proposed building setbacks will provide a compatible relationship with
buildings and uses on adjacent properties.
D. Proposed building setbacks will result in creative design solutions or other
public benefits that could not otherwise be achieved by conformance with
prescribed setback standards.”
The current proposal does not alter the previously approved setbacks. Therefore, Staff
finds the applicant’s proposal demonstrates compliance with the criteria.
Also applicable in this context is Section 12-7J-14, Mitigation of Development Impacts,
which states the following:
“The extent of mitigation and public amenity improvements shall be balanced
with the goals of redevelopment and will be determined by the planning and
environmental commission in review of development projects and conditional use
permits.”
The applicant has agreed to mitigate its commercial linkage employee housing
mitigation requirements pursuant to the provisions of Chapter 12-23, Commercial
Linkage, Vail Town Code, to construct a the ten foot (10’) wide sidewalk/recreation path
in front of their property that extends to Buffehr Creek Road, and to integrate public art
into the proposed bus shelter in coordination with the Art in Public Places (AIPP) board.
Therefore, Staff finds that this proposal complies with the applicable elements of the
Vail Comprehensive Plan consistent with this criterion.
VIII. RECOMMENDATION
The Community Development Department recommends the Planning an Environmental
Commission approves, with conditions, this exterior alteration or modification,
pursuant to Section 12-7J-12, Vail Town Code, to allow for a limited service lodge,
located at 1783 North Frontage Road West (The Roost Lodge)/ Lots 9,10, 11, 12,
Buffehr Creek Subdivision, and setting forth details in regard thereto (PEC130017).This
recommendation is based upon the review of the criteria outlined in Section VII of this
memorandum and the evidence and testimony presented.
Should the Planning and Environmental Commission choose to approve this exterior
alteration or modification request, the Community Development Department
recommends the Commission passes the following motion:
8/6/2013
Town of Vail Page 12
“The Planning and Environmental Commission approves this request for a review
of an exterior alteration or modification, pursuant to Section 12-7J-12, Vail Town
Code, to allow for a limited service lodge, located at 1783 North Frontage Road
West (The Roost Lodge)/ Lots 9,10, 11, 12, Buffehr Creek Subdivision, and
setting forth details in regard thereto.”
Should the Planning and Environmental Commission choose to approve this
application, the Community Development Department recommends the Commission
imposes the following conditions:
1. “This exterior alteration or modification approval (PEC130017) is contingent upon
the developer providing to the Town of Vail a copy of the deed showing the
transfer of ownership of Lots 9, 10, 11, and 12, Buffehr Creek Subdivision, to The
Harp Group, which will result in the 2006 vested approval for the site becoming
null and void. Once provided, the approval of this project shall be valid for a
period of three (3) years, pursuant to Section 12-7J-12(5), Exterior Alterations
and Modifications, Vail Town Code, from the date of June 24, 2013.
2. This exterior alteration or modification approval is contingent upon the applicant
obtaining Town of Vail approval of the associated design review application.
3. This exterior alteration or modification approval is contingent upon the developer
mitigating the impacts on employee housing generated by this redevelopment in
accordance with the provisions of Chapter 12-23, Commercial Linkage, Vail
Town Code, as may be amended.
4. Prior to the submittal of building permit applications, the developer must obtain
Town of Vail Public Works Department approval of final civil drawings, in
compliance with all standards of the Vail Town Code.
5. Prior to the issuance of a building permit, the developer shall revise the Traffic
Study to state that the 37 surplus parking spaces were not included in the trip
generation analysis and therefore, cannot be used for any use other than guests
of the hotel. An approval for the use of the spaces for a parking club or other
similar use would be required to comply with the Vail Town Code and may be
assessed additional trip mitigation fees.
6. As presented, the Traffic Study indicates the net new peak hour trips as 67. This
is based on 129 proposed peak hour trips, less the 54 existing trips, less a 10%
reduction for multi-modal. Therefore, prior to the issuance of a building permit
the applicant shall pay a traffic mitigation fee for system wide transportation
improvements of $435,500 (67 x $6500). This amount shall be revised based on
the updates to the Traffic Study noted above. At the discretion of the Public
Works Department, portions of this fee may be offset by offsite
traffic/transportation improvements.
8/6/2013
Town of Vail Page 13
7. The developer recognizes that based on the Traffic Study, the SBL 2035 turning
movement has a Level of Service of F if the Simba Run Underpass is
constructed. The developer agrees that if this movement becomes a safety issue
in the future this development will be required to provide improvements to resolve
or restrict this movement.
8. Prior to the issuance of a building permit, the developer shall resolve all
construction staging issues shall be resolved prior to construction including
staging, phasing, access, schedules, traffic control, emergency access, parking,
loading and delivery, etc.
9. Prior to the issuance of a building permit, the developer must obtain Town of Vail
Public Works Department approval and Colorado Department of Transportation
(CDOT) approval of Right-of-Way and Utility for all construction within the
street/highway right-of-way.
10. Prior to the issuance of a building permit, the developer must obtain general
Colorado Department of Transportation (CDOT) approval of all improvements
within the street/highway right-of-way including road improvements and
landscaping, and obtain CDOT approval of an Access Permit.
11. Prior to the issuance of a building permit or grading/excavation permit, the
developer must obtain Town of Vail Public Works Department approval of a
shoring and excavation plan which shall include; excavation phasing, engineered
shoring plans, profile and cross sections. Cross Sections and plans shall include
all existing conflicts (i.e. utilities). The applicant must obtain Colorado
Department of Transportation (CDOT) approval for any shoring within the
street/highway right-of-way. The applicant must also obtain Public Works
Department approval and a License Agreement approval for any shoring within
the street/highway right-of-way.
12. Prior to the issuance of a building permit, the developer must obtain Town of Vail
Public Works Department approval of an engineered stamped final drainage
report, pavement design report, and geotechnical report.
13. Prior to the issuance of a building permit, the developer shall revise the proposed
plans to include all Frontage Road improvements including all required lighting,
irrigation, landscaping (including medians) and signage.
14. Prior to the issuance of a building permit, the developer shall provide the Town of
Vail an easement, in a form acceptable to the Town Attorney, in the northwest
corner of the property for existing encroachments of the roadway asphalt and
shoulder area, drainage and a 5 foot buffer to accommodate snow storage and a
guardrail.
15. Prior to the issuance of a certificate of occupancy, the developer shall provide the
Town of Vail a public access easement, in a form acceptable to the Town
8/6/2013
Town of Vail Page 14
Attorney, for the pedestrian connection between the bus stop and Meadow Ridge
Road. The developer may dedicate this public access easement in conjunction
with the proposed drainage easement in that area; however, the 10 foot
proposed drainage easement must be widened to accommodate the walkway
plus a 2 foot buffer and also be named as a general utility, drainage, pedestrian
access easement.
16. Prior to issuance of a certificate of occupancy, the applicant must obtain Town of
Vail Public Works Department approval of a snowmelt heat and streetscape
maintenance agreement for those portions of heated walk located within the
pedestrian easement along the western property line.
17. Prior to issuance of a certificate of occupancy, the applicant shall construct the
concrete pedestrian walk from the proposed bus stop to Buffehr Creek Road; the
walk shall be a minimum of 10 feet wide.
18. Prior to the issuance of a certificate of occupancy, the applicant shall coordinate
all Art in Public Places (AIPP) contributions with the Town of Vail Public Works
Department AIPP Coordinator.
19. Prior to the issuance of a certificate of occupancy, the applicant shall construct a
2.0 inch asphalt overlay for the extent of all constructed Frontage Road
improvements.”
Should the Planning and Environmental Commission choose to approve this
application, the Community Development Department recommends the Commission
makes the following findings:
“Based upon the review of the criteria outlined in Section VII of the Staff
memorandum to the Planning and Environmental Commission dated November
12, 2012, and the evidence and testimony presented, the Planning and
Environmental Commission finds:
Pursuant to Section 12-7J-13, Compliance Burden, Vail Town Code, the
applicant has proven by a preponderance of the evidence before the Planning
and Environmental Commission that the proposed exterior alteration or new
development is in compliance with the purposes of the Public Accommodation-2
(PA-2) zone district, and that the proposal does not otherwise have a significant
negative effect on the character of the neighborhood, and that the proposal
substantially complies with other applicable elements of the Vail Comprehensive
Plan. Further, pursuant to Section 12-7J-6 through 12-7J-11, Development
Standards, Vail Town Code, the Planning and Environmental Commission finds
the application to be in compliance with the purposes and intent of the Public
Accommodation-2 (PA-2) zone district.”
8/6/2013
Town of Vail Page 15
IX. ATTACHMENTS
A. Vicinity Map
B. Applicant’s Request including traffic report
C. Proposed Plans
D. Approved Plans
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I 70
N F R O N T A G E R D W
S F R O N T A G E R D W
MEADO W RIDGE RD
I 70
I
!!!!
!!!!!
Timberline Roost Lodge
k
0 100 200Feet
T i m b e r l i n e R o o s t L o d g eTimberline R o o s t L o d g e
(1 7 8 3 N o r t h F r o n t a g e R o a d W e s t )(1 7 8 3 N o r t h F r o n t a g e R o a d W e s t )
This map was crea ted b y th e Town of Vail GIS Tea m. Use of this map sh ould be for ge neral p urp ose s only. The Town o f Vail do es not warran t the accuracy of the information contained herein.(whe re sh own, parcel line wo rk is app ro ximate )
Last Modified: November 5, 2012
8/6/2013
Marriott
Consultant
Table
Introduction
The
Improved
Previous
Current
6.Changes
Zoning
Parking
Exterior
At the discretion of the planning and environmental commission and/or the design review
board, variations to the setback standards outlined above may be approved during the review
of exterior alternations or modifications (section 12-7A-12 of this article) subject to the
applicant demonstrating compliance with the following criteria:
(G)Proposed building setbacks provide necessary separation between buildings and
riparian areas, geologically sensitive areas and other environmentally sensitive
areas.
(H)Proposed building setbacks will provide adequate availability of light, air and open
space.
(I)Proposed building setbacks will provide a compatible relationship with buildings and
uses on adjacent properties.
(J)Proposed building setbacks will result in creative design solutions or other public
benefits that could not otherwise be achieved by conformance with prescribed setback
standards.
The
1.3 - The quality of development should be maintained and upgraded whenever possible.
1.12 - Vail should accommodate most of the additional growth in existing developed areas
(infill areas).
3.1 - The hotel bed base should be preserved and use more efficiently.
3.3 - Hotels are important to the continued success of the Town of Vail, therefore conversion
to condominiums should be discouraged.
3.4 - Commercial growth should be concentrated in existing commercial areas to
accommodate both local and visitor needs.
5.1 - Additional residential growth should continue to occur primarily in existing, platted
areas and as appropriate in new areas where high hazards do not exist.
5.3 - Affordable employee housing should be made available through private efforts, assisted
by limited incentives, provided by the Town of Vail, with appropriate restrictions.
5.4 - Residential growth should keep pace with the market place demands for a full range of
housing types.
5.5. - The existing employee housing base should be preserved and upgraded. Additional
employee housing needs should be accommodated at varied sites throughout the
community.
The
Mitigation
Employee
Unit
Applicant
The
Adjacents
BUFFER
CDOT
4201
Appendix
Changes
Changes
Changes
Appendix
Transportation Impact Study
for
Marriott Residence Inn Redevelopment
May 21, 2013
PREPARED FOR:
The Harp Group
601 Oakmont Lane, Suite 420
Westmont, IL 60559
Contact: Peter Dumon, President
PREPARED BY:
McDowell Engineering, LLC
936 Chambers Court, B4
PO Box 4259
Eagle, CO 81631
970.623.078
Contact: Kari J. McDowell Schroeder, PE, PTOE
Project Number: M1095
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M1095 Marriott Residence Inn Redevelopment May 21, 2013 Page 2
Statement of Engineering Qualifications
Kari J. McDowell Schroeder, PE, PTOE is a Transportation and Traffic Engineer for McDowell
Engineering, LLC. Ms. McDowell Schroeder has over sixteen years of extensive traffic and
transportation engineering experience. She has completed numerous transportation studies
and roadway design projects throughout the State of Colorado. Ms. McDowell Schroeder is a
licensed Professional Engineer in the State of Colorado and has her certification as a
Professional Traffic Operations Engineer from the Institute of Transportation Engineers.
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M1095 Marriott Residence Inn Redevelopment May 21, 2013 Page 3
Transportation Impact Study for Marriott Residence Inn Redevelopment
Table of Contents
1.0 PROJECT DESCRIPTION ............................................................................................................................ 4
2.0 EXISTING CONDITIONS ............................................................................................................................ 7
2.1 DESCRIPTION OF EXISTING TRANSPORTATION SYSTEM ................................................................................................ 7
3.0 FUTURE TRAFFIC PROJECTIONS .............................................................................................................. 10
3.1 CAPITAL IMPROVEMENT PROJECTS ....................................................................................................................... 10
3.2 BACKGROUND TRAFFIC GROWTH ......................................................................................................................... 10
4.0 PROJECT TRAFFIC ................................................................................................................................... 13
4.1 TRIP GENERATION ............................................................................................................................................. 13
4.2 TRIP DISTRIBUTION ........................................................................................................................................... 15
4.3 SITE CIRCULATION ............................................................................................................................................. 15
4.4 TRIP MODE SPLIT AND ASSIGNMENT .................................................................................................................... 15
5.0 TRANSPORTATION IMPACT ANALYSIS .................................................................................................... 22
5.1 SITE ACCESS AUXILIARY TURN LANES .................................................................................................................... 22
5.2 LEVEL OF SERVICE ANALYSIS ................................................................................................................................ 23
5.3 ENTERING SIGHT DISTANCE ................................................................................................................................ 24
5.4 ACCESS PERMITTING ......................................................................................................................................... 25
5.5 MULTIMODAL PEDESTRIAN AND BICYCLE FACILITIES ................................................................................................ 25
6.0 RECOMMENDATIONS AND CONCLUSIONS .............................................................................................. 26
7.0 APPENDIX .............................................................................................................................................. 27
Tables and Figures
FIGURE 1: AREA MAP ......................................................................................................................................... 4
FIGURE 2: CONCEPTUAL SITE PLAN ..................................................................................................................... 6
FIGURE 3: YEAR 2013 BACKGROUND TRAFFIC VOLUMES ..................................................................................... 9
FIGURE 4: YEAR 2035 BACKGROUND TRAFFIC VOLUMES WITHOUT SIMBA RUN ................................................. 11
FIGURE 5: YEAR 2035 BACKGROUND TRAFFIC VOLUMES WITH SIMBA RUN ....................................................... 12
TABLE 1: TRIP GENERATION............................................................................................................................... 14
FIGURE 6: ASSIGNED PROJECT GENERATED TRAFFIC WITHOUT SIMBA RUN ....................................................... 17
FIGURE 7: ASSIGNED PROJECT GENERATED TRAFFIC WITH SIMBA RUN .............................................................. 18
FIGURE 8: YEAR 2013 TOTAL TRAFFIC VOLUMES ................................................................................................ 19
FIGURE 9: YEAR 2035 TOTAL TRAFFIC VOLUMES WITHOUT SIMBA RUN UNDERPASS ......................................... 20
FIGURE 10: YEAR 2035 TOTAL TRAFFIC VOLUMES WITH SIMBA RUN UNDERPASS .............................................. 21
TABLE 2: AUXILIARY TURN LANE REQUIREMENTS WITHOUT SIMBA RUN: .......................................................... 22
TABLE 3: AUXILIARY TURN LANE REQUIREMENTS WITH SIMBA RUN: ................................................................. 23
TABLE 4: TOTAL TRAFFIC LEVEL OF SERVICE ....................................................................................................... 24
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M1095 Marriott Residence Inn Redevelopment May 21, 2013 Page 4
1.0 Project Description
The Marriott Residence Inn, a proposed 1.9 acre redevelopment, is located near the
intersection of the Interstate 70 North Frontage Road and Buffehr Creek Road within
the Town of Vail. This new all‐suites hotel will replace the existing Roost Lodge
located on the property.
The southern boundary of the property abuts the Frontage Road and starts
approximately 250 feet north east of the Buffehr Creek Road intersection with the
Frontage Road. The property is also bordered on the north by Meadow Ridge Road,
but is does not and is not anticipated to take access from it due to the grade
differential. The location of this property in relation to the surrounding area can be
seen in Figure 1.
Figure 1: Area Map
SITE
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M1095 Marriott Residence Inn Redevelopment May 21, 2013 Page 5
The proposed redevelopment is expected to include a Marriott Residence Inn, it’s
associated support facilities and employee housing.
Specifically, the Marriott Residence Inn project is currently anticipated to consist of:
176 Hotel Suite Rooms
Lobby, Library, Lounge and Associated Guest Facilities
2 Employee Housing Units
A concept plan of the proposed development can be seen in Figure 2.
The site is currently occupied by the Roost Lodge, which includes a 72‐room hotel
and 1 employee housing unit.
The Marriott Residence Inn redevelopment has an assumed build out completion
year of 2013. Analysis has been performed for existing conditions, background and
total conditions for short‐term Year 2013 as well as for the long‐range planning Year
2035.
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M1095 Marriott Residence Inn Redevelopment May 21, 2013 Page 7
2.0 Existing Conditions
2.1 Description of Existing Transportation System
Interstate 70 North Frontage Road:
The I‐70 North Frontage Road
provides the primary local connection
along the north side of Interstate 70
between the West Vail and Vail Village
Interchanges. In the vicinity of the
project site, this two‐lane facility is
classified as Access Category F‐R,
Frontage Road by the Colorado
Department of Transportation (CDOT)
and has a posted speed limit of 35
mph. There are no existing auxiliary
turn lanes at the two accesses to the property.
CDOT and the Town of Vail completed an Access Management Plan Map for this
roadway as part of their Vail Transportation Master Plan Update in 2009.
Buffehr Creek Road: Buffehr Creek Road is a local two‐lane roadway providing
access to Chamonix Lane and residential development north of the development
property. Buffehr Creek Intersects the North Frontage Road 250 feet to the
southwest of the development property. The posted speed limit on this roadway is
25 mph.
Meadow Ridge Road: Meadow Ridge Road is a short, cul‐de‐sac roadway that forms
the northwest boundary of the proposed redevelopment. The subject property does
not take access from Meadow Ridge Road, nor is it expected to do so in the future
due to the grade differential between the property and the road.
Pedestrian, Transit and Bicycle Facilities:
The sole existing bicycle/ pedestrian
facility in the vicinity of the Marriott
Residence Inn redevelopment is the
North Recreation Path, which
connects the Vail Village and West Vail
Interchanges along the north side of
the North Frontage Road. The path is
contiguous across the frontage of the
site and consists of a widened asphalt
shoulder. A concrete path with curb
and gutter exists to the east of the
project site and west of Buffehr Creek
Road.
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M1095 Marriott Residence Inn Redevelopment May 21, 2013 Page 8
Both the Red and Green West Vail bus
routes travel along the North
Frontage Road adjacent to the
redevelopment site. There is a bus
stop for the westbound routes at the
southwest corner of the property.
Year 2013 Background Traffic Volumes: Year 2013 traffic conditions are based on
traffic counts provided by the Town via the Vail Transportation Master Plan Update,
2009 at the intersection of the North Frontage Road with Buffehr Creek Road. CDOT
and the Town agreed that this data could be used for the Marriott Residence Inn’s
traffic analysis. The Town of Vail is planning on additional traffic data collection in
2013. Refer to the Appendix for this data and correspondence with CDOT and the
Town of Vail.
The assumed Year 2013 Background Volumes are based on data taken from both
Figure 2: Existing Volumes and Figure 7: 2025 Peak Hour Traffic Projections of the
Master Plan Update. As the Figure 2 volumes were derived from data collected in
2004 and 2005, Year 2013 background volume growth was linearly interpolated
using Years 2005 and 2025 as the starting and finishing years, respectively. Per Town
staff, there are no other development projects that should impact these volumes.
Background evening volume projections for Year 2013 can be seen in Figure 3.
Long‐term background projections and the Simba Run Underpass are discussed in
Section 3.0.
8/6/2013
N
Project Number:M1095
Prepared by:KJS
Marriott Residence Inn Redevelopment
Vail, Colorado
Figure 3: Year 2013 Background Traffic Volumes
May 21, 2013
LEGEND :
PMVolumes = XX
Turning Movements(NTS)
SITE
1
1
491
445
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M1095 Marriott Residence Inn Redevelopment May 21, 2013 Page 10
3.0 Future Traffic Projections
3.1 Capital Improvement Projects
Per the Vail Transportation Master Plan Update, 2009 (Master Plan Update), the
North Frontage Road is anticipated to remain a two‐lane facility through the long
term planning horizon. However, the Master Plan Update anticipates the
construction of an eastbound left turn deceleration lane to Buffehr Creek Road prior
to Year 2035.
The Town of Vail and its’ Master Plan Update anticipates the construction of the
Simba Run Underpass of I‐70 some time prior to the long term planning horizon.
CDOT and the Town of Vail are currently working on the environmental review
process for this project. This underpass, expected to be located to the west of the
Lionshead Village, would provide an additional connection between the parts of Vail
north of I‐70 and those south of the interstate. Per the Master Plan Update, the
likely result of this underpass on project‐generated traffic would be to increase the
portion of traffic headed to or from the east on the North Frontage Road.
CDOT staff has requested that this potential underpass not be included when
distributing project‐generated traffic, however town of Vail staff has indicated that
they would like to see the effect of the underpass on project‐generated traffic. Both
alternatives have been included in this study.
3.2 Background Traffic Growth
Long‐term background growth along the North Frontage Road is based on the Year
2025 volume projections provided in the Master Plan Update. Correspondence with
Town staff regarding the anticipated growth rates can be found in the Appendix.
Per Town staff,
…these projections represent a build out scenario study with 2025 selected
as full build out. This was done during the boom in Vail and a lot of large
developments were on the table going thru the process. Many of those
have been stopped or delayed. We suggest using the 2025 data with a
modest growth rate of 0.5% from 2025 to 2035.
This methodology was used for Year 2035 conditions. The resulting projected Year
2035 background traffic volumes without the addition of the Simba Run underpass
volumes can be seen in Figure 4. If the Simba Run underpass is constructed, the
Master Plan Update indicates that the background traffic utilizing the North
Frontage Road will increase significantly under 2035 conditions. The projected Year
2035 background volumes with the Simba Run underpass can be seen in Figure 5.
8/6/2013
N
Project Number:M1095
Prepared by:KJS
Marriott Residence Inn Redevelopment
Vail, Colorado
May 21, 2013
Figure 4: Year 2035 Background Traffic Volumes without Simba Run Underpass
LEGEND :
PMVolumes = XX
Turning Movements(NTS)
SITE
1
1
662
583
8/6/2013
N
Project Number:M1095
Prepared by:KJS
Marriott Residence Inn Redevelopment
Vail, Colorado
May 21, 2013
Figure 5: Year 2035 Background Traffic Volumes with Simba Run Underpass
LEGEND :
PMVolumes = XX
Turning Movements(NTS)
SITE
1
1
836
951
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M1095 Marriott Residence Inn Redevelopment May 21, 2013 Page 13
4.0 Project Traffic
4.1 Trip Generation
The proposed Marriott Residence Inn is anticipated to consist of:
176 Hotel Suite Rooms (all with kitchens)
Lobby, Library, Lounge and Associated Guest Facilities
2 Employee Housing Units
The proposed facility is best defined by the ITE Trip Generation Manual criteria as an
All‐Suites Hotel. This land use if differentiated from a regular hotel room because of
the inclusion of limited kitchen facilities in each room. Suites with kitchen facilities
generate less vehicle trips than a regular hotel room, as people tend to stay in their
suite to cook rather that going out to eat for every meal.
The all‐suites hotel land use also accounts for ancillary land uses such as the lobby,
library and lounge for guests. As there is no Saturday trip generation data available
for the All‐Suites Hotel Land Use, CDOT directed the use of Land Use #310, Hotel, for
all Saturday estimates.
The two employee residence dwelling units are best classified by Land Use #230,
Condominium/Townhome.
Per the Trip Generation Manual, this site would be expected to generate a total of
874 external trips over the course of an average weekday. This site would be
expected to generate 1,453 trips over the course of the average Saturday. This
equates to an additional 280 trips during the average weekday and 857 average
Saturday trips from the existing development.
Included within this would be a total of 129 Saturday peak hour trips, 70 morning
peak hour trips and 73 evening peak hour trips, including all modes of travel. Refer
to Table 1 for trip generation calculations and further breakdown of these trips.
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8/6/2013
M1095 Marriott Residence Inn Redevelopment May 21, 2013 Page 15
4.2 Trip Distribution
The distribution of project‐generated vehicular traffic on adjacent roadways is
influenced by several factors including the following:
The location of the site relative to other commercial facilities and the roadway
network.
The configuration of the existing and proposed adjacent roadway network
Relative location of neighboring population centers
Based upon the above factors, it is assumed that approximately forty percent (40%)
of site generated traffic will travel to or from the east on the North Frontage Road
and sixty percent (60%) will travel to or from the west on the North Frontage Road
under short term conditions.
Without the construction of the Simba Run underpass, a similar distribution as the
short term conditions can be expected in Year 2035.
Under long term conditions with the assumption that the Simba Run underpass is
constructed, distribution can be expected to follow a fifty percent (50%) easterly and
fifty percent (50%) westerly distribution. The modified directional distribution
pattern is due to the increased accessibility of points east of the project site as a
result of the underpass.
4.3 Site Circulation
The Transportation Master Plan and Access Management Plan Map provide
guidance for the access points to the subject property. These documents specify that
the easternmost access will be ingress only and the westernmost access will be
egress only. Per Section 4.4(1) of the State Highway Access Code, 2002, (Access
Code) the minimum distance between access points should be at a minimum equal
to the design sight distance along the highway. Given a 35 mph posted speed limit
on the North Frontage Road, the two access points should be a minimum of 250 feet
apart.
4.4 Trip Mode Split and Assignment
Given the available bicycle/pedestrian routes and adjacent transit stop for the local
bus system, it can be assumed that a portion of site generated trips will be made by
modes other than passenger car. The limited parking in Vail also encourages people
to use alternative modes of transportation. An assumed multimodal reduction of
ten percent (10%) would result in the reduction of the volume automobile trips by
11 trips during the Saturday noon peak hour, 6 trips during the weekday morning
peak hour and 6 trips during the weekday evening peak hour.
8/6/2013
M1095 Marriott Residence Inn Redevelopment May 21, 2013 Page 16
Following the removal of non‐vehicular trips from the project generated traffic, the
anticipated volume of vehicular trips at each site access can be calculated. The
anticipated assignment of trips on the roadway system is determined by applying
the external trip generation expected for this site and its corresponding mode split
to the estimated trip distribution. The resulting projections of site generated traffic
without the Simba Run underpass can be seen in Figure 6. The resulting long term
assignment with future completion of the proposed Simba Run underpass can be
seen in Figure 7.
The short term total traffic anticipated at each intersection in question is the sum of
the estimated Year 2013 background traffic (Figure 3) traffic with Figure 6, and can
be seen in Figure 8.
Similarly, Year 2035 total peak hour volumes without the Simba Run underpass are
the combination of Figure 4 traffic data with the project trip assignment of Figure 6
and can be seen in Figure 9. Year 2035 total traffic volumes assuming construction of
the Simba Run can be seen in Figure 10. As only evening peak hour data was
available from the Master Plan Update, all volumes in Figures 8 ‐ 10 only represent
the evening peak hour.
8/6/2013
N
Project Number:M1095
Prepared by:KJS
Marriott Residence Inn Redevelopment
Vail, Colorado
May 21, 2013
Figure 6: Assigned Project Generated Traffic without Simba Run Underpass
LEGEND :
SAT/AM/PMVolumes = XX/XX/XX
Turning Movements(NTS)
SITE
1
2
1
39/20/18
31
/
1
7
/
2
2
20
/
1
2
/
1
4
2
20/12/14
39/20/18
26/14/12
8/6/2013
N
Project Number:M1095
Prepared by:KJS
Marriott Residence Inn Redevelopment
Vail, Colorado
May 21, 2013
Figure 7: Assigned Project Generated Traffic with Simba Run Underpass
LEGEND :
SAT/AM/PMVolumes = XX/XX/XX
Turning Movements(NTS)
SITE
1
2
1
33/17/15
26
/
1
5
/
1
8
26
/
1
5
/
1
8
2
26/15/18
33/17/15
33/17/15
8/6/2013
N
Project Number:M1095
Prepared by:KJS
Marriott Residence Inn Redevelopment
Vail, Colorado
May 21, 2013
Figure 8: Year 2013 Total Traffic Volumes
LEGEND :
PMVolumes = XX0
Turning Movements(NTS)
SITE
1
2
1
509
22
14 445
2
505
18
12
445
8/6/2013
N
Project Number:M1095
Prepared by:KJS
Marriott Residence Inn Redevelopment
Vail, Colorado
May 21, 2013
Figure 9: Year 2035 Total Traffic Volumes Without Simba Run Underpass
LEGEND :
PMVolumes = XX
Turning Movements(NTS)
SITE
1
2
1
680
22
14 583
2
676
18
12
583
8/6/2013
N
Project Number:M1095
Prepared by:KJS
Marriott Residence Inn Redevelopment
Vail, Colorado
Figure 10: Year 2035 Total Traffic Volumes With Simba Run Underpass
May 21, 2013
LEGEND :
PMVolumes = XX
Turning Movements(NTS)
SITE
1
2
1
851
18
18 951
2
854
15
15
951
8/6/2013
M1095 Marriott Residence Inn Redevelopment May 21, 2013 Page 22
5.0 Transportation Impact Analysis
5.1 Site Access Auxiliary Turn Lanes
Without the Simba Run Underpass: As the North Frontage Road is a State
Highway facility of Access Category F‐R, Frontage Road (Speed Limit 35 mph), the
need for auxiliary turn lanes to and from the site should be addressed. Per Section
3.13(4)(c‐d) of the State Highway Access Code, 2002 (Access Code), as the North
Frontage road has a posted speed less than 45 mph, acceleration lanes are generally
not required and were not assessed further.
At the proposed eastern site (ingress) access there is the potential for two auxiliary
deceleration lanes, the eastbound left and westbound right movements. Neither
lane currently exists.
A westbound right turn deceleration lane is required on a facility of this type when
the anticipated peak hour volumes exceed 50vph. Anticipated right turn volumes
entering the eastern site access range from 12‐26vph. The volume range is given
because the traffic volume is expected to vary over the morning, evening and
Saturday peak hour traffic. None of these peak hour volumes meet CDOT’s
threshold, and therefore no westbound right turn lane should be required at this
access.
An eastbound left turn deceleration lane would be required at the eastern if peak
hour volumes expected to use this movement exceed 25vph. Saturday peak hour
volumes are projected at 39vph for the eastbound left ingress movement. A
deceleration lane will be required at this location. Refer to Table 2, Auxiliary Turn
Lane Requirements for a breakdown of expected conditions.
Table 2: Auxiliary Turn Lane Requirements without Simba Run:
Turning
Movement
Maximum Peak Hour
Turning Volume
(from Figure 6)
Lane Required? Turn Lane
Length
Westbound
Right
26 vph No
<50vph turning
N/A
Eastbound
Left 39 vph
Yes
>25vph turning
43’ Storage,
10:1 Taper
The Access Code also details the required auxiliary turn lane lengths. Per Section 4,
the auxiliary eastbound left lane should consist of a 10:1 taper and 43 feet of
storage, for a total distance of 163 feet.
8/6/2013
M1095 Marriott Residence Inn Redevelopment May 21, 2013 Page 23
With the Simba Run Underpass: The forecasted traffic patterns with the
construction of the Simba Run underpass, would anticipate a 15‐33vph traffic
volume range for both the westbound right and eastbound left movements. The
volume range is given because the traffic volume is expected to vary over the
morning, evening and Saturday peak hour traffic.
The peak 33vph at the eastbound left turn is less than that of the 39vph anticipated
without the construction of the Simba Run underpass. Therefore, the required turn
lane length is slightly shorter. Table 3 illustrates the Access Code’s turn lane
requirements for the site accesses.
Table 3: Auxiliary Turn Lane Requirements with Simba Run:
Turning
Movement
Maximum Peak Hour
Turning Volume
(from Figure 7)
Lane Required? Turn Lane
Length
Westbound
Right
33 vph No
<50vph turning
N/A
Eastbound
Left 33 vph
Yes
>25vph turning
41’ Storage,
10:1 Taper
As can be seen in Table 3, per Table 4‐8 of the Access Code, the primary change
created by assuming the construction of the Simba Run underpass is a nominal
reduction in the required storage space of the eastbound left turn lane from 43 feet
to 41 feet.
5.2 Level of Service Analysis
An HCM 2010 site access analysis was performed for both short term Year 2013 and
long term Year 2035 conditions. This analysis assumes that the single deceleration
lane explored as part of Section 5.1 will be constructed. The western egress access
was anticipated to have both a left and right turn lanes. Table 4 summarizes the
total level of service (LOS) and delays.
8/6/2013
M1095 Marriott Residence Inn Redevelopment May 21, 2013 Page 24
Table 4: Total Traffic Level of Service
PM Level of Service
Intersection (Seconds of Delay)
Control Movement 2013 2035
Without Simba Run
West Site Access and SB Stop SB B (15) C (20)
N Frontage Road SBL C (20) D (30)
SBR B (11) B (13)
East Site Access and No EBL
A (8)
A (9)
N Frontage Road Control
With Simba Run
West Site Access and SB Stop SB N/A E (47)
N Frontage Road SBL F (76)
SBR C (19)
East Site Access and No EBL
N/A
B (11)
N Frontage Road Control
As can be seen in Table 4, both of the site access intersections are anticipated to
operate satisfactorily following the completion of the redevelopment through the
long term planning horizon when the Simba Run interchange is not assumed to have
been built.
The addition of significant background traffic resulting from the construction of the
Simba Run underpass would likely significantly degrade the side street Level of
Service for left turning vehicles leaving the project site. However, even under these
conditions, the ninety‐five percentile queues at the access are anticipated to remain
under one vehicle in length.
5.3 Entering Sight Distance
As the redeveloped site is expected to be a commercial facility with minimal multi‐
unit truck trips, Per Table 4‐3 of the Access Code, the appropriate design vehicle for
entering sight distance is a single‐unit truck. Per Table 4‐2 of the Access Code, the
entering sight distance at the western (egress) access should be greater than 455
feet. From the existing western access there appears to be in excess of 500 feet to
the west of the access and in excess of 700 feet east of the access. Entering sight
distance exceeds Access Code requirements.
8/6/2013
M1095 Marriott Residence Inn Redevelopment May 21, 2013 Page 25
Eastbound sight distance at the western site (egress) access
Westbound sight distance at the western site (egress) access
5.4 Access Permitting
Given that estimated traffic volumes at the site are expected to increase in excess of
twenty percent over the existing volumes and the existing accesses will be
reconstructed, revised State Highway Access Permits will be required for the two
site accesses.
5.5 Multimodal Pedestrian and Bicycle Facilities
The applicant shall incorporate multimodal facilities in the site design as the project
progresses in the Town’s review and entitlement process. These plans shall be
coordinated for connectivity with the North Frontage Road bicycle and pedestrian
route, as well as the transit system.
8/6/2013
M1095 Marriott Residence Inn Redevelopment May 21, 2013 Page 26
6.0 Recommendations and Conclusions
The Marriott Residence Inn redevelopment anticipates replacing the existing Roost
Lodge, adjacent to the Interstate 70 North Frontage Road in Vail, with a 176‐room
all‐suite hotel and associated employee housing.
As part of this effort, it is expected that the two existing site accesses will be
reconstructed and reconfigured. To comply with the CDOT and the Town of Vail’s
Access Management Plan Map and the Town’s Transportation Master Plan, the
site’s western access shall be used for egress only and the eastern access shall be
used for ingress only. Per the Access Code, a minimum distance of 250 feet between
access points shall be maintained along the Frontage Road.
The anticipated volumes turning left into the site are projected to exceed the
requirements set forth by the Access Code for the construction of an eastbound left
turn deceleration lane at the eastern site access. This lane should have 43 feet of
storage space and a 120 foot, 10:1 transition taper.
The expected increase in vehicular demand upon the two site accesses as well as the
proposed change in access design will necessitate the need for revised State
Highway Access Permits at both site accesses.
Pedestrian/bicycle connectivity via the North Recreation Path, as well as transit
access, should be maintained or enhanced in conformance with Town of Vail criteria.
8/6/2013
M1095 Marriott Residence Inn Redevelopment May 21, 2013 Page 27
7.0 Appendix
Reference Documents
1. 8th Edition Trip Generation Manual. Institute of Transportation Engineers, 2008.
2. Trip Generation Handbook, An ITE Recommended Practice. Institute of Transportation
Engineers, 2001.
3. Manual of Uniform Traffic Control Devices. US Department of Transportation Federal
Highway Administration, 2009.
4. Highway Capacity Manual. Transportation Research Board, 2010.
5. Vail Transportation Master Plan Update and Access Management Map. Felsburg Holt &
Ullevig and Town of Vail, 2009
6. State of Colorado State Highway Access Code. CDOT, Rev. 2002
Included Documents
1. TIS Assumptions ‐ Correspondence with Town of Vail and CDOT
2. Vail Transportation Master Plan Update Volume Projections
3. HCM 2010 Level of Service Calculations
i. West Site Access
ii. East Site Access
8/6/2013
1
Kari McDowell Schroeder
From:Tom Kassmel
Sent:Thursday, October 11, 2012 2:45 PM
To:'Kari McDowell Schroeder'; Babler, Alisa
Subject:RE: Roost Lodge redevelopment in Vail (Traffic Methodology)
Thanks, that works for the Town.
From: Kari McDowell Schroeder [mailto:kari@mcdowelleng.com]
Sent: Thursday, October 11, 2012 2:10 PM
To: Tom Kassmel; Babler, Alisa
Subject: RE: Roost Lodge redevelopment in Vail (Traffic Methodology)
Tom,
Alisa is out of the office until the 16th. Therefore, we went ahead and included two alternatives in the traffic report –
with and without the Simba Run underpass. Hopefully this satisfies both CDOT and the Town’s requests.
Thanks!
Kari
From: Tom Kassmel [mailto:TKassmel@vailgov.com]
Sent: Friday, October 05, 2012 1:15 PM
To: 'Babler, Alisa'; Kari McDowell Schroeder (kari@mcdowelleng.com)
Subject: RE: Roost Lodge redevelopment in Vail (Traffic Methodology)
It may seem counterintuitive, but the more conservative approach would be to use the numbers with Simba Run. Simba
Run actually pushes more traffic to this particular section of Frontage Rd.
2025 Peak Hr PM with Simba at the Roost: 905 (WB) 795 (EB)
2025 Peak Hr PM no Simba: 555 (WB) 630 (EB)
The Town would agree with the conservative approach and ask for volumes with Simba Run.
Sorry to keep batting this back and forth, I just now looked as the numbers.
From: Babler, Alisa [mailto:Alisa.Babler@DOT.STATE.CO.US]
Sent: Friday, October 05, 2012 11:17 AM
To: Tom Kassmel
Subject: RE: Roost Lodge redevelopment in Vail (Traffic Methodology)
I’d say we stick to not assuming Simba Run is funded for the study. It’s the more conservative approach.
Otherwise, I don’t have any other comments.
Alisa Babler
Permit Unit Engineer
Please note, effective October 8, 2012, I will have a new email address:
alisa.babler@state.co.us
8/6/2013
2
CDOT, Region 3 Traffic & Safety Section
970‐683‐6287
970‐683‐6290 (fax)
Alisa.babler@dot.state.co.us
From: Tom Kassmel [mailto:TKassmel@vailgov.com]
Sent: Thursday, October 04, 2012 10:47 AM
To: Babler, Alisa
Subject: FW: Roost Lodge redevelopment in Vail (Traffic Methodology)
From: Tom Kassmel
Sent: Thursday, October 04, 2012 10:44 AM
To: 'Babler, Alisa'; Kari McDowell Schroeder; alisa.babler@state.co.us
Cc: Blender, Emmalee
Subject: RE: Roost Lodge redevelopment in Vail (Traffic Methodology)
Few comments below in red.
From: Babler, Alisa [mailto:Alisa.Babler@DOT.STATE.CO.US]
Sent: Thursday, October 04, 2012 8:30 AM
To: Kari McDowell Schroeder; alisa.babler@state.co.us
Cc: Tom Kassmel; Blender, Emmalee
Subject: RE: Roost Lodge redevelopment in Vail (Traffic Methodology)
Kari,
I’m good with this approach. I would not include Simba Run in the study. I don’t think it is funded, in which case it
shouldn’t be included in the study.
Thanks
Alisa
Alisa Babler
Permit Unit Engineer
Please note, effective October 8, 2012, I will have a new email address:
alisa.babler@state.co.us
CDOT, Region 3 Traffic & Safety Section
970‐683‐6287
970‐683‐6290 (fax)
Alisa.babler@dot.state.co.us
8/6/2013
3
From: Kari McDowell Schroeder [mailto:kari@mcdowelleng.com]
Sent: Wednesday, October 03, 2012 1:26 PM
To: alisa.babler@state.co.us; Babler, Alisa
Cc: Tom Kassmel
Subject: Roost Lodge redevelopment in Vail (Traffic Methodology)
Alisa,
The Roost Lodge is looking to redevelop in Vail. The site currently has a 72‐room hotel with one employee housing unit.
The site is to remain generally the same, but be remodeled to an Marriott Residence Inn with 152 all‐suite hotel rooms
and four on‐site employee housing apartments. This yields almost 1,000 vpd and 80+/‐ vph. These volumes will require
a CDOT Level 2 Traffic Study on the I‐70 Frontage Road. I do not have a proposed site plan to share with you yet.
The site was previously studied in 2006 by Fox Higgins. Per conversations with Dan Roussin, I believe that an access
permit was issued. The project was not constructed.
I am proposing the following methodology for this analysis:
Traffic counts and projections:
• Vail’s 2009 Access Management Plan (AMP) and Transportation Master Plan (TMP) have traffic volumes for
the frontage road and projections to Year 2025. I would like to use these volumes for the study, as the project‐
generated traffic is going to determine the need for auxiliary lane improvements, not the through traffic on the
frontage road.
• The Town of Vail is going to be obtaining new traffic counts in January 2013. We would propose to do a
quick comparison of the frontage road traffic volumes at that time to determine if there have been major
impacts to the transportation system.
• The traffic growth rate for the frontage road is not available on CDOT’s website. I would propose that we
use the growth rate from the TMP and apply it forward to Year 2035. The growth rate from 2009 to 2025 is very
high since the study was developed as a build out scenario study with 2025 selected as full build out. This was
done during the boom in Vail and a lot of large developments were on the table going thru the process. Many of
those have been stopped or delayed. We suggest using the 2025 data with a modest growth rate of 0.5% from
2025 to 2035. Once we have updated traffic numbers over this winter we can re assess the projection as
needed.
Background infrastructure improvements and future development:
• The Town of Vail has identified the Simba Run underpass as a future $20 Million infrastructure project.
Their 2011 CIP classifies this project as a low priority. I would like to know if we should include this connection
under I‐70 in our long term analysis. Tom – Do you have input on this issue? Simba Run is moving forward
(slowly), CDOT and the Town are about to release a joint RFP for a PEL within the next couple months for
completion next year.
• There are no know developments that are going to impact the Roost Lodge site.
Trip generation:
• We are proposing to use ITE Land Use Code #311 – All Suites Hotel for the weekday/am/pm analysis. This
land use does not have Saturday data. Therefore, we are proposing to use #310 – Hotel for the weekend
analysis. In addition, the four employee units would be analyzed as #220 – Apartments. Can you confirm what
Hotel and EHU rates were used in the approved Fox Higgins study, we should be consistent with those.
8/6/2013
4
Trip distribution:
• The previous study identified approximately 60% of traffic from the west and 40% of traffic from the east.
We would propose to use the same trip distribution for our analysis.
• The AMP identifies that the site’s eastern access is a one‐way in and the western access is a one‐way out.
See attached.
• We are anticipating that the site traffic will trigger the need for an eastbound left deceleration lane at the
eastern site access.
Please confirm that this approach looks acceptable. I would appreciate any feedback before we start the analysis.
Thanks!
Kari
Kari J. McDowell Schroeder, PE, PTOE
Transportation / Traffic Engineer
Eagle Broomfield Grand Junction
970.623.0788 303.949.4748 303.845.9541 fax
kari@mcdowelleng.com
www.mcdowelleng.com
Þ Please consider the environment before printing this email.
8/6/2013
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8/6/2013
Lanes, Volumes, Timings 2013 Total Conditions
7: North Frontage Road & East Site Access
2013 Conditions Synchro 8 Report
Page 1
Lane GroupSELSERNELNETSWTSWR
Lane Configurations
Volume (vph)001850544512
Ideal Flow (vphpl)190019001900190019001900
Storage Length (ft)0040 0
Storage Lanes 001 0
Taper Length (ft)25 120
Lane Util. Factor 1.001.001.001.001.001.00
Frt 0.996
Flt Protected 0.950
Satd. Flow (prot)001770186318550
Flt Permitted0.950
Satd. Flow (perm)001770186318550
Link Speed (mph)303535
Link Distance (ft)128 150638
Travel Time (s)2.9 2.912.4
Peak Hour Factor 0.920.920.920.920.920.92
Adj. Flow (vph)002054948413
Shared Lane Traffic (%)
Lane Group Flow (vph)00205494970
Enter Blocked IntersectionNoNoNoNoNoNo
Lane AlignmentLeftRightLeftR NALeftRight
Median Width(ft)0 1212
Link Offset(ft)0 00
Crosswalk Width(ft)16 1616
Two way Left Turn Lane
Headway Factor 1.001.001.001.001.001.00
Turning Speed (mph)15915 9
Sign Control Stop FreeFree
Intersection Summary
Area Type:Other
Control Type: Unsignalized
Intersection Capacity Utilization 36.8%ICU Level of Service A
Analysis Period (min) 15
8/6/2013
HCM Unsignalized Intersection Capacity Analysis 2013 Total Conditions
5: North Frontage Road & West Site Access
2013 Conditions Synchro 8 Report
Page 1
MovementSELSERNELNETSWTSWR
Lane Configurations
Volume (veh/h)142205094450
Sign Control Stop FreeFree
Grade 0%0%0%
Peak Hour Factor 0.920.920.920.920.920.92
Hourly flow rate (vph)152405534840
Pedestrians
Lane Width (ft)
Walking Speed (ft/s)
Percent Blockage
Right turn flare (veh)
Median type NoneNone
Median storage veh)
Upstream signal (ft)
pX, platoon unblocked
vC, conflicting volume1037484484
vC1, stage 1 conf vol
vC2, stage 2 conf vol
vCu, unblocked vol1037484484
tC, single (s)6.46.24.1
tC, 2 stage (s)
tF (s)3.53.32.2
p0 queue free %9496100
cM capacity (veh/h)2565831079
Direction, Lane #SE 1SE 2NE 1SW 1
Volume Total 1524553484
Volume Left 15000
Volume Right 02400
cSH 25658317001700
Volume to Capacity0.060.040.330.28
Queue Length 95th (ft)5300
Control Delay (s)19.911.40.00.0
Lane LOSCB
Approach Delay (s)14.7 0.00.0
Approach LOS B
Intersection Summary
Average Delay 0.5
Intersection Capacity Utilization 36.8%ICU Level of Service A
Analysis Period (min)15
8/6/2013
2035 Total Conditions without Simba Run Underpass
Lanes, Volumes, Timings 7: North Frontage Road & East Site Access
2035 Total Conditions without Simba Run Underpass Synchro 8 Report
Page 1
Lane Group SELSERNELNETSWTSWR
Lane Configurations
Volume (vph)001867658312
Ideal Flow (vphpl)190019001900190019001900
Storage Length (ft)0040 0
Storage Lanes 001 0
Taper Length (ft)25 120
Lane Util. Factor 1.001.001.001.001.001.00
Frt 0.997
Flt Protected 0.950
Satd. Flow (prot)001770186318570
Flt Permitted0.950
Satd. Flow (perm)001770186318570
Link Speed (mph)303535
Link Distance (ft)128 150638
Travel Time (s)2.9 2.912.4
Peak Hour Factor 0.920.920.920.920.920.92
Adj. Flow (vph)002073563413
Shared Lane Traffic (%)
Lane Group Flow (vph)00207356470
Enter Blocked IntersectionNoNoNoNoNoNo
Lane AlignmentLeftRightLeftR NALeftRight
Median Width(ft)0 1212
Link Offset(ft)0 00
Crosswalk Width(ft)16 1616
Two way Left Turn Lane
Headway Factor 1.001.001.001.001.001.00
Turning Speed (mph)15915 9
Sign Control Stop FreeFree
Intersection Summary
Area Type:Other
Control Type: Unsignalized
Intersection Capacity Utilization 45.8%ICU Level of Service A
Analysis Period (min) 15
8/6/2013
2035 Total Conditions without Simba Run Underpass
HCM Unsignalized Intersection Capacity Analysis 5: North Frontage Road & West Site Access
2035 Total Conditions without Simba Run Underpass Synchro 8 Report
Page 1
Movement SELSERNELNETSWTSWR
Lane Configurations
Volume (veh/h)142206805830
Sign Control Stop FreeFree
Grade 0%0%0%
Peak Hour Factor 0.920.920.920.920.920.92
Hourly flow rate (vph)152407396340
Pedestrians
Lane Width (ft)
Walking Speed (ft/s)
Percent Blockage
Right turn flare (veh)
Median type NoneNone
Median storage veh)
Upstream signal (ft)
pX, platoon unblocked
vC, conflicting volume1373634634
vC1, stage 1 conf vol
vC2, stage 2 conf vol
vCu, unblocked vol1373634634
tC, single (s)6.46.24.1
tC, 2 stage (s)
tF (s)3.53.32.2
p0 queue free %9195100
cM capacity (veh/h)161479949
Direction, Lane #SE 1SE 2NE 1SW 1
Volume Total 1524739634
Volume Left 15000
Volume Right 02400
cSH 16147917001700
Volume to Capacity0.090.050.430.37
Queue Length 95th (ft)8400
Control Delay (s)29.712.90.00.0
Lane LOSDB
Approach Delay (s)19.4 0.00.0
Approach LOS C
Intersection Summary
Average Delay 0.5
Intersection Capacity Utilization 45.8%ICU Level of Service A
Analysis Period (min)15
8/6/2013
Lanes, Volumes, Timings 2035 Total Conditions with Simba Run Underpass
7: North Frontage Road & East Site Access
2035 Total Conditions with Simba Run Underpass Synchro 8 Report
Page 1
Lane GroupSELSERNELNETSWTSWR
Lane Configurations
Volume (vph)001585495115
Ideal Flow (vphpl)190019001900190019001900
Storage Length (ft)0040 0
Storage Lanes 001 0
Taper Length (ft)25 120
Lane Util. Factor 1.001.001.001.001.001.00
Frt 0.998
Flt Protected 0.950
Satd. Flow (prot)001770186318590
Flt Permitted0.950
Satd. Flow (perm)001770186318590
Link Speed (mph)303535
Link Distance (ft)128 150638
Travel Time (s)2.9 2.912.4
Peak Hour Factor 0.920.920.920.920.920.92
Adj. Flow (vph)0016928103416
Shared Lane Traffic (%)
Lane Group Flow (vph)001692810500
Enter Blocked IntersectionNoNoNoNoNoNo
Lane AlignmentLeftRightLeftR NALeftRight
Median Width(ft)0 1212
Link Offset(ft)0 00
Crosswalk Width(ft)16 1616
Two way Left Turn Lane
Headway Factor 1.001.001.001.001.001.00
Turning Speed (mph)15915 9
Sign Control Stop FreeFree
Intersection Summary
Area Type:Other
Control Type: Unsignalized
Intersection Capacity Utilization 61.0%ICU Level of Service B
Analysis Period (min) 15
8/6/2013
2035 Total Conditions with Simba Run Underpass
HCM Unsignalized Intersection Capacity Analysis 5: North Frontage Road & West Site Access
2035 Total Conditions with Simba Run Underpass Synchro 8 Report
Page 1
MovementSELSERNELNETSWTSWR
Lane Configurations
Volume (veh/h)181808519510
Sign Control Stop FreeFree
Grade 0%0%0%
Peak Hour Factor 0.920.920.920.920.920.92
Hourly flow rate (vph)2020092510340
Pedestrians
Lane Width (ft)
Walking Speed (ft/s)
Percent Blockage
Right turn flare (veh)
Median type NoneNone
Median storage veh)
Upstream signal (ft)
pX, platoon unblocked
vC, conflicting volume195910341034
vC1, stage 1 conf vol
vC2, stage 2 conf vol
vCu, unblocked vol195910341034
tC, single (s)6.46.24.1
tC, 2 stage (s)
tF (s)3.53.32.2
p0 queue free %7293100
cM capacity (veh/h)70282672
Direction, Lane #SE 1SE 2NE 1SW 1
Volume Total 20209251034
Volume Left 20000
Volume Right 02000
cSH 7028217001700
Volume to Capacity0.280.070.540.61
Queue Length 95th (ft)25600
Control Delay (s)75.518.70.00.0
Lane LOSFC
Approach Delay (s)47.1 0.00.0
Approach LOS E
Intersection Summary
Average Delay 0.9
Intersection Capacity Utilization 61.0%ICU Level of Service B
Analysis Period (min)15
8/6/2013
VAIL MARRIOTT RESIDENCE INN ( THE ROOST LODGE)
DESIGN NARRATIVE DESCRIBING THE MODIFICATIONS TO AN EXISTING APPROVED PROJECT
REQUIRING A MAJOR AMENDMENT TO A PERVIOUSLY APPROVED PLAN.
Floor Plans
1. The third and fourth floors have been modified to accommodate an additional 24 new hotel
rooms; 2 new rooms on the third floor and 22 on the fourth. On the third and fourth floors, we
are proposing to split two large hotel rooms into three smaller rooms on both the South and
North Elevations. On the fourth floor we are proposing to add 20 new hotel rooms on the West
end of the building where there had originally been only a roof and exterior roof deck. These 20
new units are modeled after the layout of the third floor and are only modified to accommodate
for the changes made in the elevations mentioned below.
2. Changes were also made to the employee housing on the third floor, transforming a two
bedroom unit for two people, into a two bedroom dorm style unit with double beds, housing
four people. The other employee units remain unchanged.
Building Elevations
1. We have lowered the height of the floor plates 0’‐ 6” on each of the lower floors and 1’‐0” on
the fourth floor to account for the additional height needed for the new hotel rooms without
changing the existing designed ridge height.
2. We have elevated the height of the ridge on the bump out dormers on the South and North
Elevations to match the elevation of the existing roof ridge as designed and to accommodate for
the additional rooms added to the fourth floor. The overall massing of the dormers remains the
same; however, the fourth floor windows have been sized to fit within the space created by
these changes. The siding for these bump‐outs has been changed to horizontal siding rather
than vertical siding and will match the color of the horizontal siding already specified for the
project (please see colored elevations) . Balconies have also been added to four rooms on the
North and four rooms on the South elevations. These maintain the same form as given to other
balconies in the project and help to tie the building aesthetic together.
3. Similarly, we propose that the gables on the West wing of the South Elevation be pulled up to
match the existing roof ridge in response to the new hotel rooms added. The original gable
dormers on the west wing have been modified to shed dormers and pulled up as well to
accommodate for more height on the fourth floor. Also in response to the new rooms on the
fourth floor, shed dormers have been added to the gable on the West elevation. These dormers
give the new fourth floor rooms the required head space allowing the interior spaces to become
usable.
4. On the East end of the North Elevation, shed dormers have been added to accommodate the
changes made to the area former two bedroom employee housing unit as it changed to a dorm
style unit. Also, the original deck for that unit has been modified to a French balcony without a
sliding door to the exterior.
DRB130184
PEC130017
8/6/2013
VAIL MARRIOTT RESIDENCE INN ( THE ROOST LODGE)
DESIGN NARRATIVE DESCRIBING THE MODIFICATIONS TO AN EXISTING APPROVED PROJECT
REQUIRING A MAJOR AMENDMENT TO A PERVIOUSLY APPROVED PLAN.
5. Changes in the floor plan along the East‐West axis in the middle of the building have been
reflected in the North and South Elevations. The North elevation of these rooms now have
French balconies in place of the original decks and have been pulled out to meet the original
deck line. The South elevation rooms still have deck balconies, however on the fourth floor; a
French balcony has also been added to the new middle hotel room.
Summary
Based on the previous submittals, the overall building design has remained relatively the same and only
accommodates the changes necessary to include the 24 additional hotel rooms. Roof heights and
overall room layouts have not been changed and still comply with the original submittal’s design intent.
8/6/2013
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Page 1
PLANNING AND ENVIRONMENTAL COMMISSION
June 24, 2013 at 1:00pm
TOWN COUNCIL CHAMBERS / PUBLIC WELCOME
75 S. Frontage Road - Vail, Colorado, 81657
MEMBERS PRESENT MEMBERS ABSENT
Michael Kurz
John Rediker
Susan Bird
Bill Pierce
Henry Pratt
Luke Cartin
Pam Hopkins
30 minutes
1. A request for a review of an exterior alteration or modification, pursuant to Section 12-7J-12, Vail
Town Code, to allow for a limited service lodge, located at 1783 North Frontage Road West (The
Roost Lodge)/ Lots 9,10, 11, 12, Buffehr Creek Subdivision, and setting forth details in regard
thereto (PEC130017).
Applicant: Timberline Roost Lodge LLC
Planner: Warren Campbell
ACTION: Approved with condition(s)
MOTION: Kurz SECOND: Cartin VOTE: 6-1-0 (Pratt opposed)
CONDITION(S):
1. This exterior alteration or modification approval (PEC130017) is contingent
upon the developer providing to the Town of Vail a copy of the deed showing
the transfer of ownership of Lots 9, 10, 11, and 12, Buffehr Creek Subdivision,
to The Harp Group, which will result in the 2006 vested approval for the site
becoming null and void. Once provided, the approval of this project shall be
valid for a period of three (3) years, pursuant to Section 12-7J-12(5), Exterior
Alterations and Modifications, Vail Town Code, from the date of November 12,
2012.
2. This exterior alteration or modification approval is contingent upon the
applicant obtaining Town of Vail approval of the associated design review
application.
3. This exterior alteration or modification approval is contingent upon the
developer mitigating the impacts on employee housing generated by this
redevelopment in accordance with the provisions of Chapter 12-23,
Commercial Linkage, Vail Town Code, as may be amended.
4. Prior to the submittal of building permit applications, the developer must
obtain Town of Vail Public Works Department approval of final civil drawings,
in compliance with all standards of the Vail Town Code.
5. Prior to the issuance of a building permit, the developer shall revise the Traffic
Study to state that the 37 surplus parking spaces were not included in the trip
generation analysis and therefore, cannot be used for any use other than
8/6/2013
Page 2
guests of the hotel. An approval for the use of the spaces for a parking club or
other similar use would be required to comply with the Vail Town Code and
may be assessed additional trip mitigation fees.
6. As presented, the Traffic Study indicates the net new peak hour trips as 67.
This is based on 129 proposed peak hour trips, less the 54 existing trips, less a
10% reduction for multi-modal. Therefore, prior to the issuance of a building
permit the applicant shall pay a traffic mitigation fee for system wide
transportation improvements of $435,500 (67 x $6500). This amount shall be
revised based on the updates to the Traffic Study noted above. At the
discretion of the Public Works Department, portions of this fee may be offset
by offsite traffic/transportation improvements.
7. The developer recognizes that based on the Traffic Study, the SBL 2035 turning
movement has a Level of Service of F if the Simba Run Underpass is
constructed. The developer agrees that if this movement becomes a safety
issue in the future this development will be required to provide improvements
to resolve or restrict this movement.
8. Prior to the issuance of a building permit, the developer shall resolve all
construction staging issues shall be resolved prior to construction including
staging, phasing, access, schedules, traffic control, emergency access,
parking, loading and delivery, etc.
9. Prior to the issuance of a building permit, the developer must obtain Town of
Vail Public Works Department approval and Colorado Department of
Transportation (CDOT) approval of Right-of-Way and Utility for all construction
within the street/highway right-of-way.
10. Prior to the issuance of a building permit, the developer must obtain general
Colorado Department of Transportation (CDOT) approval of all improvements
within the street/highway right-of-way including road improvements and
landscaping, and obtain CDOT approval of an Access Permit.
11. Prior to the issuance of a building permit or grading/excavation permit, the
developer must obtain Town of Vail Public Works Department approval of a
shoring and excavation plan which shall include; excavation phasing,
engineered shoring plans, profile and cross sections. Cross Sections and
plans shall include all existing conflicts (i.e. utilities). The applicant must
obtain Colorado Department of Transportation (CDOT) approval for any
shoring within the street/highway right-of-way. The applicant must also obtain
Public Works Department approval and a License Agreement approval for any
shoring within the street/highway right-of-way.
12. Prior to the issuance of a building permit, the developer must obtain Town of
Vail Public Works Department approval of an engineered stamped final
drainage report, pavement design report, and geotechnical report.
8/6/2013
Page 3
13. Prior to the issuance of a building permit, the developer shall revise the
proposed plans to include all Frontage Road improvements including all
required lighting, irrigation, landscaping (including medians) and signage.
14. Prior to the issuance of a building permit, the developer shall provide the Town
of Vail an easement, in a form acceptable to the Town Attorney, in the
northwest corner of the property for existing encroachments of the roadway
asphalt and shoulder area, drainage and a 5 foot buffer to accommodate snow
storage and a guardrail.
15. Prior to the issuance of a certificate of occupancy, the developer shall provide
the Town of Vail a public access easement, in a form acceptable to the Town
Attorney, for the pedestrian connection between the bus stop and Meadow
Ridge Road. The developer may dedicate this public access easement in
conjunction with the proposed drainage easement in that area; however, the 10
foot proposed drainage easement must be widened to accommodate the
walkway plus a 2 foot buffer and also be named as a general utility, drainage,
pedestrian access easement.
16. Prior to issuance of a certificate of occupancy, the applicant must obtain Town
of Vail Public Works Department approval of a snowmelt heat and streetscape
maintenance agreement for those portions of heated walk located within the
pedestrian easement along the western property line.
17. Prior to issuance of a certificate of occupancy, the applicant shall construct the
concrete pedestrian walk from the proposed bus stop to Buffehr Creek Road;
the walk shall be a minimum of 10 feet wide.
18. Prior to the issuance of a certificate of occupancy, the applicant shall
coordinate all Art in Public Places (AIPP) contributions with the Town of Vail
Public Works Department AIPP Coordinator.
19. Prior to the issuance of a certificate of occupancy, the applicant shall construct
a 2.0 inch asphalt overlay for the extent of all constructed Frontage Road
improvements.
Warren Campbell gave a presentation per the staff memorandum.
Commissioner Rediker inquired into the time frame of the entitlements if the proposal were
approved.
Warren Campbell stated that an approval would be valid for three years from the date of the
initial approval. Subsequent approvals for amendments and changes would not reset the
entitlement clock pursuant to the Code. He point out that condition one could remain as
proposed in the staff memo could remain but after further thought staff was recommending that
the date of November 12, 2012 be used as it was the initial date of approval for the new
application which includes solely limited service lodge units.
Commissioner Bird asked for clarification on the time frames for the entitlements.
8/6/2013
Page 4
Warren Campbell read explained the requirements of the Code and impacts to the project being
discussed.
Commissioner Pierce asked if the roof pitch would be changing.
Warren Campbe ll stated that it was in some areas, however, the applicant could speak to tis in
his presentation.
Commissioner Bird asked if the ceiling heights changed in the lower floors.
W arren Campbell stated that the lower floors were compressed by approximately a foot on each
floor.
Commissioner Bird inquired as to the location of the employee housing.
Warren Campbell stated that the applicant was proposing two dormitory style units on site which
would house 8 employees (excess of the required 50%) the remainder of the requirement would
be provided off-site or via the payment of a fee-in-lieu.
Commissioner Bird asked about pedestrian access to the bus stop through the site.
Warren Campbell stated that there was a sidewalk on the western property line and that the
applicant could speak to the question in greater depth during his presentation.
Dominic Mauriello, Mauriello Planning Group, representing the applicant, gave a power point
presentation highlighting the changes to the currently approved building. He explained how the
slope of the roof form was reduced to aid in the incorporation of the new units without increase
the approved ridge height. He explained the location of the sidewalk and how it would connect
the neighborhoods behind the new structure to the Frontage Road bike path and bus stop.
Commissioner Kurz inquired as to the impact on the head height in the rooms when the floor
plate was reduced.
Ken Roberts, representing The Harp Group, stated that a change in construction from wood
framing to concrete in steel would result in the rooms having the same head height as in the
approved project.
Andy Gunion, resident in the Hillside Condominiums (located to the north of the project), stated
the changes resulted in a larger façade which will have an impact. He asked that the same
consideration to be give to the back side (north elevation) that is give to the front (south
elevation) in terms of materials, and that a quality façade is desired. He added that the addition
of landscaping would be beneficial as well. He recognized these concerns would be primarily
addressed by the Design Review Board.
Greg Bemis, resident and President of the Hillside Condominiums, echoed Mr. Gunion’s
comments. He added that his association wanted quality architecture and materials on the
façade that faces their project to the north. He concluded by stating that the minimum exterior
lighting should be used.
Commissioner Kurz stated that the change is minimal and can support the amendments. He
mentioned a concern with the Frontage Road circulation.
8/6/2013
Page 5
Commissioner Rediker stated that the changes are consentient with the previously approved
bulk, mass, and height. He added that the residents concerns were valid.
Commissioner Bird stated that she agreed with the previous Commissioner statements and
inquired as to whether or not there would be a shuttle service.
Dominic Mauriello stated that there would most likely be a shuttle service.
Commissioner Pratt stated that he felt the addition of the limited service lodge units was in
compliance, but the raised eaves increased the bulk and mass in a manner that was
inappropriate.
Commissioner Cartin stated that it complied with the criteria and zoning. He added that he
hoped the Design Review Board would pay particular attention to the landscaping and lighting.
Commissioner Hopkins agreed with Commissioner Pratt. She suggested more masses of stone
rather than just on the base and window flower boxes on some of the windows.
Commissioner Pierce thought a mansard roof might be more appropriate to mitigate the façade
height at the eaves. He stated that the Sonnenalp was an example of what he was thinking. He
respected Commissioner’s Pratt and Hopkins comments regarding the roof form.
5 minutes
2. A request for a recommendation to the Vail Town Council on the adoption of the 2013 Gerald R.
Ford Park Master Plan, an assemblage of the 1985 Ford Park Master Plan, the 1997 Ford Park
Management Plan, and the 2012 Ford Park Management Plan Amendment, located at 530, 540,
and 580 South Frontage Road East/Unplatted, and setting forth details in regard thereto.
(PEC130012)
Applicant: Town of Vail
Planner: George Ruther
ACTION: Table to July 8, 2013
MOTION: Kurz SECOND: Bird VOTE: 7-0-0
5 minutes
3. A request for the review of a conditional use permit, pursuant to Section 12-7D-2, Conditional
Uses, Vail Town Code, to allow for a drive-up facility, located at 2171 North Frontage Road West
(McDonald’s)/Lot 2B, Vail Das Schone Filing 3, and setting forth details in regard thereto.
(PEC130014)
Applicant: McDonald’s USA, LLC, represented by Robert Palmer
Planner: Warren Campbell
ACTION: Tabled to July 8, 2013
MOTION: Kurz SECOND: Bird VOTE: 7-0-0
4. Approval of June 10, 2013 minutes
MOTION: Bird SECOND: Cartin VOTE: 6-0-1 (Pratt abstained)
5. Information Update
6. Adjournment
MOTION: Cartin SECOND: Rediker VOTE: 7-0-0
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
8/6/2013
Page 6
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 June 21, 2013 in the Vail Daily.
8/6/2013
July 24, 2013
Vail Town Council
Care of Warren Campbell, Chief of Planning
75 S. Frontage Road
Vail, CO 81657
RE: Town Council Call-Up of the proposed Vail Marriott Residence Inn
(redevelopment of the Roost Lodge), located at 1783 North Frontage Road West /
Lot 9-12, Buffehr Creek Subdivision
Dear Town Council:
Thank you for your time and consideration on the call-up of the proposed
redevelopment of the Roost Lodge, which is proposed to be a 176 select service
lodging unit (hotel rooms with kitchen facilities) Marriott Residence Inn. We are very
excited to begin construction, targeting an October 2013 start date with the goal of
opening in time for the 2015 World Championships when we expect 100% occupancy of
the hotel.
We understand that you have some questions regarding the most recent approval of the
proposed project. To clarify, the previous December 2012 approval remains valid for
this project and building permits could be applied for immediately, but we are proposing
minor changes to improve the viability for the Marriott Residence Inn. An additional 24
hotel rooms are being added to the hotel with little change to the appearance of the
building and these hotel rooms are critical to the pro-forma for the project. These
additional units also mean additional sales tax and lodging tax revenue to the Town.
We’ve conservatively estimated that these additional 24 hotel rooms will generate
approximately $65,000 in tax revenues and approximately $438,000 in additional guest
spending (assumes 50% occupancy, average room rate of $275, and $100 a day in
guest spending per occupied room).
In 2006, the Town approved the redevelopment of the Roost, allowing for a 101-room
hotel with 28 condo units. In 2012, the PEC approved the elimination of the 28 condo
units and conversion of these dwelling units into an additional 51 hotel rooms. With this
current application, we are proposing an additional 24 hotel rooms, allowing for a total of
176 hotel rooms. These units were added by modifying the floor-to-floor heights and
converting an area on the fourth floor partially within a void area of the roof. This
included a slight change to the roof pitch of the building but did not change the height of
the roof ridge. The height limit of this zone district (PA-2) is 48 ft. and the building
remains in compliance with this height limitation and all other provisions of this zone
district as a use by right. While there is approximately 5 ft. more of exposed wall face
PO Box 4777 970.376.3318
Eagle, CO 81631 dominic@mpgvail.com
8/6/2013
from the 2012 approval, the changes to the architecture of the building are minimal and
in many areas the exterior materials have been improved with timber elements, new
balconies, and the addition of more stone.
We have continued to work with our neighbors to the south and have agreed to add
more Juliet balconies and timber elements to the north elevation of the building, along
with increasing the density of landscaping along the southern property line. These
changes were to be included on our submittal for the Design Review Board hearing
originally scheduled for July 17th but which has been delayed due to the Town Council
call-up
All of the conditions from the original approval remain in effect, which are the conditions
typical of a project of this size. These include agreements for easements and off-site
improvements, improvements in the right-of-way for sidewalks and landscaping,
provision of public art, a new bus enclosure, etc. In addition, the project meets all
current zoning regulations, including the requirements for employee housing, which
were adopted subsequent to the original 2006 approval. We are proposing 2 on-site
employee housing units, totaling 2,000 sq. ft., and housing a total of 8 employees.
Housing for an additional 6.56 employees will be provided either off-site or through the
fee-in-lieu program. No variances or deviations are required for this project, and it
complies with all applicable Town of Vail Master Plans and the Town’s Design
Guidelines.
Thank you for your time and consideration on the review of the Vail Marriott Residence
Inn. We believe that this will be a successful project, both for the Town of Vail and for
the Marriott brand. We hope that you will uphold the PEC approval (6-1) and allow this
project to break ground in the new two months.
Sincerely,
Dominic Mauriello, AICP
Principal
Mauriello Planning Group
PO Box 4777 970.376.3318
Eagle, CO 81631 dominic@mpgvail.com
8/6/2013
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: August 6, 2013
ITEM/TOPIC: Request for Town Council to award the Construction Contract for Ford Park
Phase 1B and Sport Field Improvements.
PRESENTER(S): Greg Hall
ACTION REQUESTED OF COUNCIL: Staff is requesting direction from the Town Council to
the Town manager to enter into a construction contract with American Civil Constructors in the
amount of $4,205,210.
BACKGROUND: American Civil Constructors (ACC) has demonstrated they posses the
qualifications to complete the required work and has submitted favorable pricing to the town
through two competitive bidding processes.
Staff is requesting direction from the Town Council to the Town manager to enter into a
construction contract with American Civil Constructors in the amount of $4,205,210.
Following is a breakdown of the ACC pricing for the 3 areas included in the Phase 1B work.
Sport Field Reconstruction $1,177,602
Sport Field Additional Work $ 772,458
Phase 1B bid $2,225,150
Total Price Phase 1B $4,205,210
STAFF RECOMMENDATION: Direct the Town manager to enter into a construction contract
with American Civil Constructors in the amount of $4,205,210.
ATTACHMENTS:
Ford Park Phase 1B Memorandum
8/6/2013
To: Vail Town Council
From: Public Works Department
Date: August 6, 2013
Subject: Ford Park Project Update
I. SUMMARY
This update to the Town Council includes the updated cost estimates for completion of
the Ford Park Phase 1 Improvements; overview of the Phase 1B projected estimates
and a request to award the Construction Contract for Ford Park Phase 1B and Sport
Field Improvements.
The Ford Park Project budget was based on preliminary construction estimates of the
three parts of the overall Ford Park project. The preliminary construction estimates were
provided by a general contracting firm in April 2012. These estimates were based on
design development drawings. Final construction drawings were not yet available. The
preliminary estimated construction cost for the three components total $ 6,094,242.
This estimate has been proven to be highly inaccurate and has caused each phase to
be grossly under estimated compared to the competitive construction bids based on the
final designed construction plans. Actual competitive bids on bid day for the three
project components total $8,942,548.
Budget Summary
Ford Park Project Estimated Budgets
Phase 1 $ 6,699,055
Phase 1b Sports Field $ 2,100,060
Phase 1b Site Work $ 2,686,150
Total $ 11,485,265
Ford Park Project Dollars Allocated
2012 Expended Budget $ 2,653,267
2013 Budget includes Streamwalk $ 4,402,782
VVF Requests to be funded and partially reimbursed $ 218,588
2014 Ford Park Budget $ 2,700,000
$ 9,992,637
Budget Shortfall $ 1,492,628
8/6/2013
Town of Vail Page 2
Staff is requesting the Ford Park Project budget be increased by $1,500,000 to make up
the current shortfall.
Concurrently, construction on the Phase 1B Improvements is scheduled to begin on
September 3, 2013. This date is important to the timely completion of the project and
the reopening of the sport fields and parking areas.
American Civil Constructors (ACC) has demonstrated they posses the qualifications to
complete the required work and has submitted favorable pricing to the town through two
competitive bidding processes.
Staff is requesting the Town Council direct the Town manager to enter into a
construction contract with American Civil Constructors in the amount of $4,205,210
The following sections explain in detail the differences between the estimated costs and
the final pricing and demonstrate the elements which contributed to the requested
budget increase.
II. BACKGROUND
In August 2012 a Town Council update was provided with the total cost estimate for the
items included in the Development Plan at $8.4 M. This update included discussion of a
$2.1 M budget shortfall in order to complete the final phase of the project in 2013 and
2014.
The Development Plan Scope of work included the following items:
Phase 1 completed includes
o East restroom/concessions building, west restroom and maintenance
building, East Betty Ford Way reconstruction, water mains, sanitary sewer,
storm sewer and site lighting, outfield retaining walls and electrical service
upgrades.
Phase 1B work includes:
o Sport field reconstruction including synthetic turf infields, sod outfields,
subdrain system, irrigation, fencing, concrete walks and landscape
enhancements.
o Parking lot and frontage road Improvements including removal of portions
of the existing asphalt, storm sewer, curb and gutter, asphalt pavement,
irrigation, and landscaping. Placeholders for bus stop shelter and trash
building.
III. FORD PARK PHASE 1B IMPROVEMENTS
The Ford Park Phase 1B Improvements include the balance of work required to
complete all currently contemplated improvements to the park. These include the
following items:
Sport Field Reconstruction
Site Circulation Improvements
Bus Lane, Parking and Frontage Road Improvements
Storm Sewer and Water Quality Enhancements
8/6/2013
Town of Vail Page 3
Special Event Electrical Upgrades
Site Lighting
Bus Shelter and Trash Storage Buildings
Landscape and Irrigation Enhancements
The process of obtaining final pricing for the Ford Park Phase 1B project scope was
initiated in January 2013. Town staff, working with the Vail Recreation District, divided
the Phase 1B Improvements into two pricing and contractor procurement packages as
follows:
1. Sport Field Reconstruction
2. Site and Civil Construction
This was done to ensure the sport fields were designed and constructed by a firm
specializing in sport field work and the town received the best competitive price
available on the site and civil improvements.
Phase 1B Sports Field Reconstruction
A Request for Qualifications was issued in January 2013. Multiple firms were selected
to submit qualification statements for the design-build sport field reconstruction contract.
5 firms were selected to prepare design/build proposals for the reconstruction of the
sport fields and were issued a Request for Proposal in February 2013. All 5 firms
submitted proposals on March 1, 2013 which are listed below.
1. Fields Inc. $1,918,865
2. Landscapes Unlimited $2,005,314
3. American Civil Constructors $1,197,602
4. Turf Solutions Group $1,122,018
5. Green One Industries $1,651,842
Selection of the Design-Build firm was based on combination of price, availability, local
experience, and approach. Based on the above criteria, American Civil Constructors, a
Littleton, Colorado company, was selected as the sport field design-build contractor at a
price of $1,197,602. The firm submitting a slightly lower price, Turf Solutions Group,
Peoria, Ill, offered insufficient cold climate sport field experience and lacked any local,
Colorado presence.
Following discussion with American Civil Constructors, ACC, and the design consultants
the bid package for the Phase 1B site and civil improvements was prepared and further
divided to eliminate potential conflicts between the sport field contractor and the site
contractor. ACC was asked to price the site and civil work immediately adjacent to the
sport field area which they provided at the same time, but separate from, the
competitive bids for the remainder of the Phase 1B site and civil work. The cost for the
additional work priced by ACC is $752,458. The prices provided are consistent with the
remainder of the Phase 1B work.
8/6/2013
Town of Vail Page 4
Phase 1B Site and Civil Construction
Phase 1B site Improvements including all other upper bench site improvements, parking
lots, bus lanes, roadway entries, and include both a new trash/storage building and bus
stop shelter.
The Phase 1B Site and Civil bid package was released to bidders on May 29, 2013.
Bids were opened on July 2, 2013 with 3 bidders responding. The bids received were
as follows:
1. American Civil Constructors $2,255,149.58
2. Oldcastle/B&B Excavating $2,461,845.00
3. RA Nelson Inc. $3,416,389.00
Detailed Phase 1B Site and Civil Construction Cost Analysis
The analysis of the difference between the Phase 1B preliminary estimates and the
construction bids looked at both scope changes as well as unit prices where
appropriate. Where scope increased costs go up due to more work being performed.
Where unit prices go up the cost of preforming the work goes up as well. When both
scope and unit prices increase the cost of the construction increases exponentially.
Below is a summary of the areas where construction costs increased. A more detailed
analysis is attached as Exhibit A.
Demolition and Site Preparation $ 213,632
Earthwork $ 265,136
Road and Walkway Paving $ 11,514
Storm Sewer and Water Quality $ 986,282
Structures $ 171,514
Retaining Walls $ 35,187
Site Lighting $ 308,786
Site Electrical $ 73,810
Site Landscaping and Irrigation $ (140,044)
Owner Provided Items $ (153,000)
Total $ 1,772,817
Phase 1B Total Project Construction Costs
American Civil Constructors has provided favorable pricing on all 3 portions of the
Phase 1B Improvements. The prices provided represent the actual costs for the Phase
1B Improvements. Following is a summary of the prices provided.
Sport Field Reconstruction $ 1,197,602
Sport Field Additional Work $ 752,458
Phase Site and Civil 1B bid $ 2,255,150
Total Price Phase 1B $ 4,205,210
The difference between the preliminary estimated cost and the final total construction
cost of the Phase 1B Improvements is $1,913,641. This is a substantial variation in
costs and deviation from the previous costs provided to the council in August 2012. As
8/6/2013
Town of Vail Page 5
previously stated the preliminary cost estimates were based on design development
level drawings. The design development drawings provided the best information
available at the time but were not construction level documents. The progression of the
level of design and the detail added during the design process resulted in an increase in
the scope of work and the bidding and pricing of that work resulted in an increase to the
cost per unit of work.
It is apparent the original estimates were grossly inaccurate. They did not take into
account the phasing and winter construction conditions that are required with the Ford
Park project. This is well reflected in the unit prices. It should also be noted the
contractor for the Phase1 improvements after experiencing the winter conditions of that
phase was $1.0 M higher than the other Phase 1B bidders. This is a reflection of the
difficult conditions and impacts of working through the winter with tight timelines have on
the final bid prices.
IV. FORD PARK PHASE 1B BUDGET SHORTFALL
Phase 1 Project Budget
8/6/2013
Actual
Construction Costs $ 5,962,529
Owner provided items $ 103,514
Owner contingency $ 50,000
Professional Fees $ 583,012
Total Phase 1 $ 6,699,055
Phase 1B Sports Field Budget
8/6/2013
Estimate
Construction Costs $ 1,950,060
Owner provided items $ 0
Owner contingency $ 150,000
Total Phase 1B Sports Field $ 2,100,060
Phase 1B Site and Civil Budget
8/6/2013
Estimate
Construction Costs $ 2,255,150
Owner Provided items $ 80,000
Owner contingency $ 150,000
Design Costs $ 201,000
Total Phase $ 2,686,150
8/6/2013
Town of Vail Page 6
Budget Summary
Ford Park Project Estimated Budgets
Phase 1 $ 6,699,055
Phase 1B Sports Field $ 2,100,060
Phase 1B Site and Civil Work $ 2,686,150
Total $ 11,485,265
Ford Park Project Dollars Allocated
2012 Expended Budget $ 2,653,267
2013 Budget includes Streamwalk $ 4,402,782
VVF Requests to be funded and partially reimbursed $ 218,588
2014 Ford Park Budget $ 2,700,000
$ 9,992,637
Budget Shortfall $ 1,492,628
Project Alternative Considerations
Add Alternates:
Bids submitted included the add alternate cost for installing the equipment required to
be able to dim and/or shut off one or more of the light fixtures throughout the park.
Currently the LED light fixtures are operating at 100% illumination level. The add
alternate price was requested to allow the fixtures to operated at lower level on a normal
evening or increased to 100% when park users are leaving an event. Light level to be
lowered even further during times when few or no people are in the park. The cost of
lighting control is $23,790. Town Council may direct staff to accept the proposed Add
Alternate price and increase the budget allocation by the same amount.
Value Engineering discussion:
Following is an outline of items that could be reduced or eliminated to reduce the overall
cost of the Phase 1B Site and Civil Improvements.
1. Site Electrical $137,000 Impact – event promoters continue to use
diesel generators to provide electrical power for concerts and events resulting in
continuation of noise, fuel spills and exhaust emissions.
2. Parking Lot Lights $148,000 Impact – parking lot continues to be dark
following evening performances and for winter parking.
3. Parking Lot Overlay $31,000 Impact – parking lot will have seams
between remaining pavement and new pavement and will not have a fresh
appearance following completion of the project.
4. Bus Shelter Replacement $80,000 Impact – reuse and relocate existing bus
shelter, new bus shelter location is immediately adjacent to new East
Restroom/Concessions Building. Size is insufficient and architecture is not
compatible.
Phasing Considerations:
8/6/2013
Town of Vail Page 7
It is conceivable that the Phase 1B Sport Field reconstruction and additional site work
could be accomplished separately from the Parking Lot and Frontage Road site civil
work. Dividing the project accordingly would result in 2 phases similar in cost.
Sport Field Reconstruction $1,197,602
Sport Field Additional Work $ 752,458
Subtotal Sport Field $1,950,060
At a minimum Earthwork Add $ 125,000
Contingency 10% $ 284,752
Total Sport Field Phase $3,132,270
Subtotal Site/Civil Work $2,255,150
At a minimum Earthwork add $ 125,000
Contingency 10% $ 238,015
Total Price Phase 1B $2,618,165
The impacts and benefits differ depending on which phase would be selected to be
constructed first. Currently, the VRD and tournament promoters are anticipating not
having use of the Ford Park fields for the 2014 season and have made alternate field
arrangements. If the Sports Fields were postponed, tournament play could still be
adversely affected by the total lack of on-site parking for the venue while the bus lane,
parking and Frontage Road improvements are being completed.
If the bus lane, parking and Frontage Road improvements were postponed, the
realignment of the fields would permanently displace 30 parking spaces from the west
parking lot with no location to regain those spaces.
Either scenario reduces the overall amount of construction occurring each season but
adds an additional season of disruption to the schedule. Either scenario would also add
a minimum of approximately $125,000 to the cost of each phase as structural fill from
the fields would not be available for the parking and bus lane construction and would
then have to be trucked off from the fields.
There would be substantial additional costs of currently shared contractor project
overhead and supervision which would add dollars to the second phase. Further
delaying additional work out would increase the cost due to escalation costs from 2013
costs to costs in 2014 and 2015. Staff is not recommending to phase the Phase 1B
project.
Funding
Allocate $ 1,500,000 from the RETT fund balance of $ 9,383,969.
There is a combination of $1, 000,000 budgeted in 2013 and 2014 for Ford Park
Portal Improvements in which some portion could be used to make up some of
the shortfall.
V. CONTRACT AWARD
8/6/2013
Town of Vail Page 8
American Civil Constructors has provided favorable pricing on all 3 portions of the
Phase 1B Improvements. Following is a summary of the bids provided:
Sport Field Reconstruction $1,177,602
Sport Field Additional Work $ 772,458
Phase 1B bid $2,255,149
Total Price Phase 1B $4,205,209
VI. ACTION REQUESTED BY COUNCIL
Reallocate the 2014 Ford Park Budget of 2.7M forward to 2013
Supplement the Ford Park Budget by an additional $ 1,500,000 out of the RETT
fund balance or some combination of reallocated Ford Park Portal Improvements
and RETT fund balance.
Direct the Town Manager to enter into a contract with American Civil
Constructors in the amount of $4,255,209.
Attachments
Exhibit A: Phase 1B Site and Civil Construction Cost Analysis
8/6/2013
Town of Vail Page 9
Exhibit A
Phase 1B Site And Civil Construction Cost Analysis
The following section is a categorized outline of the scope and cost increases realized
between the preliminary cost estimates and the final pricing received. This in not an
item to item, dollar to dollar reconciliation of cost increases. There is too much
dissimilarity in estimate and pricing formats to make that exercise meaningful. Instead
this outline is a magnitude-of-scale illustration of the level of scope increase and cost
per unit of work increase experienced. It is divided into 9 categories of work that can be
identified and isolated between the 2 estimates. Scope variances are the increases in
the quantity or volume of work required. Cost variances are the increases in the cost
per unit of work. For example, the number of tons of asphalt required increased from
716 tons in the preliminary estimate to 1059 tons in the final pricing while the cost per
ton for asphalt increased from $100 per ton to $145 per ton. Scope and cost increases
of less than 100 percent are identified as a percent increase. Scope and cost increases
in excess of 100 percent are identified as a multiplication factor. The first 2 categories,
Demo and Site Prep, Earthwork, and Road and Walkway Pavement are very
interrelated and are derived for the overall size of the area under construction.
Category 1: Demolition and site Preparation $213,632
Description: Removal and disposal of existing surfaces and improvements. Also
includes mobilization and general contractor fees.
Scope variance: 4.0 X increase due to the addition of concrete sidewalks, utilities,
and site improvements removed.
Cost variance: 5.6 X increase
Category 2: Earthwork $265,136
Description: Moving soil material on site, import of structural fill and export of
unsuitable material.
Scope variance: 9.0 X increase due in a large part of the regarding of the sport fields
which was not anticipated in the preliminary estimates as well as an substantial bid form
quantity for the export of unsuitable material (high change order number in Phase 1).
Cost variance: 9.0 X increase in cost per square foot of earthwork
Category 3: Road and Walkway Paving $11,514
Description: Installation of Asphalt and concrete paving, base material, concrete
curb and gutter, and parking lot asphalt overlay..
Scope variance: Asphalt 50% increase
Concrete 4.2 X increase
Conc. Curb & Gutter 2.5 X increase
Cost variance: Asphalt 45% increase
Concrete 20% increase
Category 4: Storm Sewer $986,282
Description: Devices to collect and convey storm water run off from the site and
provide treatment prior to release to Gore Creek.
8/6/2013
Town of Vail Page 10
Scope variance: 3.0 X increase in storm sewer pipe plus the addition of 2 water
quality vaults.
Cost variance: 27% increase in cost of pipe. No preliminary cost on water quality.
Category 5: Structures $171,467
Description: New bus stop shelter and trash storage building.
Scope variance: No direct increase in the 2 buildings. No design for preliminary
estimate – low allowance carried forward for conceptual estimates.
Cost variance: 3.5 X allowance
Category 6: Retaining Walls $35,187
Description: Various types of retaining walls required to accommodate changes
in elevation between park elements.
Scope variance: 3.0 X due in the larger part to matching the grade of the bus lane
and west parking lot to the Frontage Road to allow for access.
Cost variance: 45% increase in total cost due to designing with more boulder walls
and fewer cast-in-place concrete walls.
Category 7: Site Lighting $308,786
Description: Installation of new pedestrian and parking lot light fixtures
throughout constructed area.
Scope variance: 83% increase in the number of fixtures.
Cost variance: 2.5 X increase in the cost per fixture. Preliminary estimates based
on average per fixture costs from the Streetscape projects.
Category 8: Site Electrical $73,810
Description: Improvements to the electrical system (majority) to provide
permanent power points for concerts and special events in the parking lot and on the
sport fields.
Scope variance: None. Scope did not change.
Cost variance: 50% increase
Category 9: Landscaping and Irrigation $(140,044)
Description: Sport Field reconstruction, fencing and various landscape
treatments and irrigation enhancements throughout the constructed area.
Scope variance: 2.6 X increase in area
Cost variance: 5% increase in cost per square foot.
8/6/2013
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: August 6, 2013
ITEM/TOPIC: A request to proceed through the development review process with a proposal
to construct a social courtyard at the entrance to the Gerald R. Ford Amphitheater, located at
Ford Park, 540 South Frontage Road East/Unplatted, and setting forth details in regard
thereto.
PRESENTER(S): George Ruther, Director of Community Development
ACTION REQUESTED OF COUNCIL: Approve, approve with conditions or deny the request
to proceed through the Town's development review process.
BACKGROUND: The Vail Valley Foundation is proposing improvements to the entrance to
the Gerald R. Ford Amphitheater in Ford Park.. The improvements being proposed are
consistent with the recommendations outlined in the 2012 Gerald R. Ford Park Management
Plan Amendment. In order to proceed with the review of the development application, the
applicant must first receive approval from the property owner.
STAFF RECOMMENDATION: Town staff recommends the Vail Town Council approves the
request to proceed through the development review process for proposed improvements to the
entrance to the Gerald R. Ford Amphitheater.
ATTACHMENTS:
Council Memorandum
8/6/2013
TO: Vail Town Council
FROM: Community Development Department
DATE: August 6, 2013
SUBJECT: A request to proceed through the development review process with a proposal to
construct a social courtyard at the entrance to the Gerald R. Ford Amphitheater,
located at Ford Park, 540 South Frontage Road East/Unplatted, and setting forth
details in regard thereto.
Applicant: Vail Valley Foundation, represented by Hunn Consulting Group,
LLC
Planner: George Ruther
I. DESCRIPTION OF REQUEST
The applicant, Vail Valley Foundation, is requesting property owner authorization to
proceed through the Town’s development review process with a proposal to construct a
social courtyard at the entrance to the Gerald R. Ford Amphitheater, located at Ford
Park.
The proposed improvements are intended to be consistent with the 2102 Gerald R. Ford
Park Management Plan Amendment recommendations. According to the Amendment,
“The design intent and objective for the new “social courtyard” is to create
a multi-use outdoor space of that serves as the primary arrival for the
Amphitheater as well as a pre-convene and post-function space during
scheduled events.”
Further, the Amendment states,
“Expansion of the existing plaza at the entry to the Amphitheater is
intended to provide a more gracious and more functional entry to the
venue. The design intent and objective for the new “social courtyard” is to
create a multi-use outdoor space of that serves as the primary arrival for
the Amphitheater as well as a pre-convene and post-function space during
scheduled events.
The social courtyard will also serve as a new programmable space within
the lower bench of Ford Park for smaller gatherings and events. Use of
8/6/2013
Town of Vail Page 2
the space will be available by various groups and stakeholders such as
the Betty Ford Alpine Gardens or the Art in Public Places, and the
common park user, during times when the amphitheater is not in operation
and when there are no scheduled events taking place.
The space is envisioned to be richly landscaped, and have a high level of
design and attention to detail. Two new gates are planned to serve as
ticket control and baggage check, and a perimeter landscape barrier
combining plants and a decorative artistic fence will be designed to
provide security for the venue. Portions of the social courtyard are
envisioned to be covered by a roof feature to shelter patrons from rain
during inclement weather and provide shade during sunny days. In this
case consideration should be given to the relationship of this structure to
surrounding improvements and to how important view sheds can be
maintained.”
Design elements of the proposed courtyard include:
• Approximately 4,100 square foot Amphitheater lobby/public plaza with special
paving, boulder seating, and furnishings to match Phase One improvements.
• Approximately 35 foot tall tensile fabric roof element, to replace existing unused
vertical element.
• The removal of approximately 1,300 of square feet of existing landscape area
where existing specimen trees relocated on site to newly enhanced landscape
areas
• Approximately 6 foot tall fence around the perimeter of the courtyard
• Iconic tribute to the Ford Family within the Amphitheater lobby/public plaza
• Interpretive Ford Family story walls facing Betty Ford Way for year-round public
access and viewing
• New concessions window and minor expansion of existing concessions building
• New donor wall at entry
• Aesthetic enhancements and upgrades to the existing Box Office to match Phase
One improvements
• New main entry gates into the Amphitheater
• New miniature stage within the plaza for small performances and events
(lectures, etc.)
II. ACTION REQUESTED
On behalf of the property owner, the Vail Town Council shall approve, approve with
conditions, or deny the applicant’s request for property owner authorization to proceed
through the Town’s development review process.
The approval of this request will only grant the applicant the property owner
authorization necessary to proceed through the Town’s development review process
and will not constitute an explicit approval of the proposed improvements. As
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Town of Vail Page 3
representatives of the property owner, however, the Town Council has specific
concerns with what is being proposed, those concerns must be expressed at this time.
III. RECOMMENDATION
Should the Vail Town Council choose to approve the applicant’s request, Staff
recommends the Council pass the following motion:
“The Vail Town Council, on behalf of the property owner, approves the
applicant’s request to proceed through the development review process
with a proposal to construct a social courtyard at the entrance to the
Gerald R. Ford Amphitheater, located at Ford Park, 540 South Frontage
Road East/Unplatted, and setting forth details in regard thereto.”
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8/6/2013
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: August 6, 2013
ITEM/TOPIC: An Emergency Ordinance to Approve the General Planning Document for the
2013 USA Pro Cycling Challenge, to Allow for Temporary Suspension of Certain Fire Lanes,
No Parking Areas, Pedestrian zones, Outdoor Display and Sign Regulations to Facilitate the
2013 USA Pro Cycling Challenge, and Setting Forth Details in Regard Thereto.
PRESENTER(S): George Ruther
ACTION REQUESTED OF COUNCIL: Approve, approve with amendments, or deny
Ordinance No. 11, Series of 2013.
BACKGROUND: The USA Pro Cycling Challenge will hold a time trial in Vail on August 23,
2013, with the racecourse running from Village Center Chute through Vail Village, along the
Frontage Road to Bighorn Road to the cul-de-sac on the Vail Pass recreation path. In order to
properly administer the 2013 USA Pro Cycling Challenge in the Town of Vail, staff is
requesting the Town Council to adopt the proposed temporary suspensions and procedures as
set forth in Ordinance No. 11, Series of 2013.
STAFF RECOMMENDATION: Approve, approve with amendments, or deny Ordinance No.
11, Series of 2013.
ATTACHMENTS:
Ordinance No. 11, Series of 2013 Staff Memorandum
Ordinance No. 11, Series of 2013, Exhibit A
Ordinance No. 11, Series of 2013, Exhibit B
Ordinance No. 11, Series of 2013, Exhibit C
Ordinance No. 11, Series of 2013, Exhibit D
Ordinance No. 11, Series of 2013, Exhibit E
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Ordinance No. 11, Series of 2013 1
ORDINANCE NO. 11
SERIES OF 2013
AN EMERGENCY ORDINANCE TO APPROVE THE GENERAL PLANNING DOCUMENT FOR
THE 2013 USA PRO CYCLING CHALLENGE, TO ALLOW FOR TEMPORARY SUSPENSION
OF CERTAIN FIRE LANES, NO PARKING AREAS, PEDESTRIAN ZONES, OUTDOOR
DISPLAY AND SIGN REGULATIONS TO FACILITATE THE 2013 USA PRO CYCLING
CHALLENGE, AND SETTING FORTH DETAILS IN REGARD THERETO.
WHEREAS, the Town of Vail (the “Town”), in the County of Eagle and State of Colorado
is a home rule municipal corporation duly organized and existing under the laws of the State of
Colorado and the Town Charter (the “Charter”);
WHEREAS, the members of the Town Council of the Town (the “Council”) have been
duly elected and qualified; and
WHEREAS, the USA Pro Cycling Challenge will take place August 19-25, 2013
throughout Colorado; and
WHEREAS, the USA Pro Cycling Challenge will hold a time trial in Vail on August 23,
2013, with the racecourse running from Village Center Chute through Vail Village, along the
Frontage Road to Bighorn Road to the cul-de-sac on the Vail Pass recreation path; and
WHEREAS, the Town of Vail supports temporary suspension of the Town’s regulations to
facilitate the USA Pro Cycling Challenge, as it provides a major benefit to the community; and
WHEREAS, Section 4.11 of the Charter provides that an ordinance may be passed as an
emergency measure for the preservation of the public property, health, welfare, peace or safety,
upon unanimous vote of all members of the Council present or a vote of five members of the
Council, whichever is less, and
WHEREAS, the Vail Town Council finds that this ordinance is consistent with the
applicable elements of the adopted goals, objectives and policies outlined in the Vail
Comprehensive Plan and are compatible with the development objectives of the Town;
WHEREAS, the Vail Town Council finds that this ordinance further the general and
specific purposes of Title 11, Sign Regulations, and Title 12, Zoning Regulations, Vail Town
Code;
WHEREAS, the Vail Town Council finds that this ordinance promotes the health, safety,
morals, and general welfare of the Town and promotse the coordinated and harmonious
development of the Town in a manner that conserves and enhances its natural environment and
its established character as a resort and residential community of the highest quality;
WHEREAS, the Town Council finds that the passage of this ordinance preserves the
public property, health, welfare, peace and safety of the Town of Vail, and
WHEREAS, in order to properly administer the 2013 USA Pro Cycling Challenge in the
Town of Vail, the Town Council finds that it should take this action and adopt the proposed
suspensions and procedures as set forth herein.
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Ordinance No. 11, Series of 2013 2
NOW, THEREFORE, BE IT ORDAINED BY THE TOWN COUNCIL OF THE TOWN OF
VAIL, COLORADO, THAT:
Section 1. The Vail Town Council endorses the 2013 USA Pro Cycling Challenge
planning document (see Exhibit A).
Section 2. It is understood that in order to facilitate the 2013 USA Pro Cycling
Challenge in Vail, certain temporary improvements and structures may be constructed, as
sanctioned by the Vail Valley Foundation, on August 19 and August 23, 2013 only, and these
improvements may include, but may not be limited to, the following:
A. Flags and banners
B. Temporary structures
C. Entertainment and hospitality
D. Race start
E. Race exposition
F. Media centers, including television and radio transmission equipment
G. Temporary signage associated with the race and race sponsors only
These improvements shall be reviewed administratively by the Department of Community
Development in conjunction with the Special Events Permit.
Section 3. The Fire Marshal of the Town of Vail may temporarily suspend fire lanes
as part of the USA Pro Cycling Challenge from August 19, 2013 through August 23, 2013, as
further detailed in Exhibit B.
Section 4. The Vail Village pedestrian zones on Meadow Drive from Village Center
Road to Willow Bridge Road, Willow Bridge Road from Meadow Drive to Gore Creek Drive, and
Gore Creek Drive from Willow Bridge Road to Vail Valley Road shall be temporarily suspended
from August 19, 2011 through August 23, 2013, as further detailed in Exhibit C.
Section 5. Parking will be permitted on the North and South Frontage Roads, west of
Elkhorn Drive only, on August 23, 2013, as further detailed in Exhibit D.
Section 6. Outdoor display of goods shall not be permitted within the Town of Vail
right-of-way and other Town of Vail property.
Section 7. No additional signage is permitted for any business within the Town of
Vail, except signage permitted and approved by Title 11, Sign Regulations, Vail Town Code.
Section 8. Loading and delivery in Vail Village is not permitted on Village Center
Road, Meadow Drive from Vail Valley Drive to Willow Bridge Road, Willow Bridge Road from
Meadow Drive to Gore Creek Drive, and Gore Creek Drive from Willow Bridge Road to Vail
Valley Drive on August 19, 2013 through August 23, 2013, as further detailed in Exhibit E.
Section 9. If any part, section, subsection, sentence, clause or phrase of this
ordinance is for any reason held to be invalid, such decision shall not effect the validity of the
remaining portions of this ordinance; and the Town Council hereby declares it would have
passed this ordinance, and each part, section, subsection, sentence, clause or phrase thereof,
regardless of the fact that any one or more parts, sections, subsections, sentences, clauses or
phrases be declared invalid.
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Ordinance No. 11, Series of 2013 3
Section 10. The Town Council hereby finds, determines and declares that this
ordinance is necessary and proper for the health, safety and welfare of the Town of Vail and the
inhabitants thereof.
Section 11. The amendment of any provision of the Town Code as provided in this
ordinance shall not affect any right which has accrued, any duty imposed, any violation that
occurred prior to the effective date hereof, any prosecution commenced, nor any other action or
proceeding as commenced under or by virtue of the provision amended. The amendment of
any provision hereby shall not revive any provision or any ordinance previously repealed or
superseded unless expressly stated herein.
Section 12. All bylaws, orders, resolutions and ordinances, or parts thereof,
inconsistent herewith are repealed to the extent only of such inconsistency. This repealer shall
not be construed to revise any bylaw, order, resolution or ordinance, or part thereof, theretofore
repealed.
INTRODUCED, READ ON FIRST READING, APPROVED, AND ORDERED
PUBLISHED ONCE IN FULL ON FIRST READING this 6th day of August, 2013.
____________________
Andrew P. Daly, Mayor
ATTEST:
_________________________
Tammy Nagel, Acting Town Clerk
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1
2013 USA PRO CHALLENGE
LOC Planning Manual
Start/Finish/TT
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2
TABLE OF CONTENTS
USA Pro Challenge Introduction 3
Event Overview 4
Race Organizers 5
Local Organizing Committee 6
Functional Areas and Descriptions 9
Stage Start 10
Overview 10
Technical Requirements 13
Off-Course Operations 15
Stage Finish/TT 17
Overview 17
Technical Requirements 19
Off-Course Operations 22
Operations Summary 24
Ceremonies & Awards 25
Auxiliary Space Requirements 26
Parking Requirements 28
Commemorative Monument 30
Hospitality & Catering 31
Volunteer Program 35
Start Village/Finish Festival 39
Marketing & Promotion 41
Website 47
Media & Public Relations 52
Merchandise 56
LOC Partnership Opportunities 57
LOC Benefit Inventory 60
Appendices 63
Meeting Schedule 64
UPC/Medalist Contact List 65
Festival Forms 66
Caravan Form 70
Hosp/Credential/Vol. Links 71
Website Forms 72
Ancillary Event Form 73
YouSendIt Instructions 74
Media Room Layouts 81
Box Lunch RFP 83
Ceremony Forms 84
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USA PRO CHALLENGE INTRODUCTION
The USA Pro Challenge is a wholly owned subsidiary of Classic Bicycle Racing, LLC. Now in its third
year, the USA Pro Challenge, also known as America’s Race, is an annual multi-day professional
road cycling stage race that first took place in Colorado in 2011. The race is marked especially by the
incredible altitudes (over 12,000-feet), spectacular Colorado Rocky Mountain scenery and over one
million annual fans onsite.
In 2012, the race took place from August 20-26 and was rated as a 2.HC event on the UCI America
Tour. The race began in Durango and took riders and fans on a 683-mile journey around the state
with the following stages:
Stage 1: Durango to Telluride
Stage 2: Montrose to Mt. Crested Butte
Stage 3: Gunnison to Aspen
Stage 4: Aspen to Beaver Creek
Stage 5: Breckenridge to Colorado Springs
Stage 6: Golden to Boulder
Stage 7: Denver Individual Time Trial
Riders from sixteen international, professional teams took place in the race, challenging the course’s
42,000 feet of vertical climbing and technical descents. After Stage 7’s Time Trial, Americans swept
the podium with Christian Vande Velde winning the race, Tejay Van Garderen finishing second and
Levi Leipheimer finishing third.
This race is already rich in history. It is hosted in Colorado, the birthplace for stage racing in America.
It is a worldwide event that has honored our past champions and will highlight the future ones. We are
proud of the postcard we have created for Colorado with this race and are excited to offer the
opportunity for other cities to also be showcased to a worldwide audience.
The USA Pro Challenge is sanctioned by USA Cycling and the International Cycling Union (UCI). The
event will be managed by Medalist Sports.
The USA Pro Challenge will utilize a public-private model, joining the State of Colorado, host cities
and corporate partners to create an incredible professional sporting event, while supporting the USA
Pro Challenge’s other objectives of promoting a healthy lifestyle, educating our youth about health
and wellness and showcasing the beauty of Colorado.
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EVENT OVERVIEW
One of North America’s premier pro cycling races, the USA Pro Challenge is a seven-day road race
that features elite professional teams and athletes from around the world. One of only two American
races listed on the international professional cycling calendar (2.HC UCI ranking), the USA Pro
Challenge awards important, world-ranking points to the top finishers. The USA Pro Challenge
brings the drama and excitement of professional cycling to Colorado and to spectators around the
globe.
WHEN & WHERE: Running seven days, from August 19-25, 2013, the USA Pro Challenge will
showcase more than 600 miles of scenic Colorado roadways and mountains.
The stages for the 2013 edition include:
Monday, August 19 – Stage 1: Aspen/Snowmass Circuit
Tuesday, August 20 – Stage 2: Aspen to Breckenridge
Wednesday, August 21 – Stage 3: Breckenridge to Steamboat Springs
Thursday, August 22 – Stage 4: Steamboat Springs to Beaver Creek
Friday, August 23 – Stage 5: Vail Individual Time Trial
Saturday, August 24 – Stage 6: Loveland to Fort Collins
Sunday, August 25 – Stage 7: Denver Circuit
TEAMS: Teams and riders participating in the race will include Tour de France top competitors, world
champions and Olympic medalists.
ATTENDANCE: Largest annual spectator sporting event in Colorado and one of the largest cycling
events in North America with more than 1 million spectators attending in 2011 and in 2012.
ECONOMIC IMPACT: The 2012 USA Pro Challenge brought the Colorado economy nearly $100
million.
FESTIVAL: The USA Pro Challenge will feature a free festival in each start and finish city with family
friendly activities, demonstrations and cycling displays.
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RACE ORGANIZERS
Richard and Rick Schaden: Consumer Capital Partners, Founders & Chairmen
Shawn Hunter: CEO & Co-Chairman, USA Pro Challenge
Medalist Sports, Inc. located just south of metro Atlanta, is a full-service sports management company
with over 40 years collective experience in the planning, promotion and marketing of sporting and
cause-related events. Medalist is the premiere company managing multi-day, multi-jurisdiction
professional cycling events in North America.
Besides returning as the event management group for the third edition of the USA Pro Challenge,
Medalist Sports has organized numerous top international sporting events, including elite cycling
events the Tour de Trump (1989-90), Tour DuPont (1991-96), Tour of Missouri (07-09), Tour de
Georgia (03-08), Amgen Tour of California (06-present), as well as five Olympic Games, multiple
Olympic Trials and three Goodwill Games. Medalist Sports is also currently the event management
group for the Larry H. Miller Tour of Utah, Tour of Alberta (2013), the USA Cycling Professional
Championships, Richmond UCI Road World Championships (2015), Para-Cycling UCI Road World
Championships (2014) The Dempsey Challenge presented by AMGEN, Susan G. Komen for the Cure
Massachusetts, Young Survival Coalition Tour de Pink and Obliteride.
For the 2013 USA Pro Challenge, Medalist will once again lead the operations, logistics, host city
management, competition and overall production of the Tour.
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LOCAL ORGANIZING COMMITTEE STRUCTURE
In order for the USA Pro Challenge to be successful at the local and international level, in terms of
support, planning and execution in your community, an LOC is required. The size of the LOC will vary
within each city, but typically ranges from 10-20 individuals. The LOC Chair will be the main point of
contact for the LOC, as well as the Tour. It will be their responsibility to ensure all planning information
is disseminated to the other members of the committee. Each of the positions outlined below will work
directly in cooperation with their respective Tour counterpart – ongoing dialogue between the Tour
and the LOC is necessary and invaluable.
CHAIRPERSON(S)
¥ Community leader required for project support, community awareness and fundraising
¥ Direct contact for Tour Venue Director and staff – liaison between Tour staff and LOC
members
¥ Responsible for communicating Tour plans and directives to all LOC staff members
¥ Responsible for coordinating and conducting regular LOC meetings and maintaining all LOC
functions based upon Tour-driven timeline
¥ Assist with execution of Host City Agreement
Ø §
§ §
OPERATIONS DIRECTOR AND COMMITTEE (LODGING, MEALS)
¥ Coordinate with contracted hotels for all requirements (rooms, meals, auxiliary space)
¥ Secure housing/rates for additional (paid) housing groups (media, Tourists)
¥ Assist with housing assignments and check-in/out dates for Tour entourage
¥ Serve as a liaison to the Tour’s Official Race hotel(s)
¥ Assist with transportation needs of local LOC members, volunteers, etc.
Ø §
§ §
§ §
TECHNICAL DIRECTOR AND COMMITTEE
¥ Assist Tour Technical Director with all race operations, including, but not limited to, course
markings, road closures, course maps, routing, volunteer & marshal placement,
communications, venue design and construction, schedule of events, etc.
¥ Assist with overall conduct of events and remain in constant communication with Tour staff to
ensure a properly managed and safe event
¥ Assist with design of Start/Finish line layout and adjacent areas
¥ Assist with local police and DOT support
¥ Notify residents and businesses
¥ Assist Tour officials with permit process – including City/Town and County permits
¥ Assist Tour officials with communicating and securing local vendors (i.e. port-o-johns)
¥ Assist with identifying a safe overnight location for vehicles and equipment
¥ Assist Tour officials with course entry into city limits and/or departure from city limits
¥ Assist with identifying required parking space for required vehicles
¥ Identify volunteer staff to assist on race day in monitoring parking locations for Tour staff,
teams, VIPs, media, etc.
¥ Assist with procurement of local EMS/EMT services
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¥ Coordination of waste management efforts for Finish Festival/Start Village, Hospitality and over
all race
Ø §
§ §
§ §
§ §
MARKETING/MEDIA/PR DIRECTOR AND COMMITTEE
¥ Communicate with Tour Marketing and PR Staff on a regular basis.
¥ Assist with all local media inquiries before, during and after the race
¥ Assist with gathering media applications and credential information from local media
¥ Assist with scheduling local press conferences, interviews, appearances.
¥ Assist with maximizing media and coverage through releases, calls and personal contacts
¥ Develop local media partners (print, radio, television)
¥ Coordinate distribution of Tour promotional materials – i.e. poster, brochures, etc.
¥ Provide LOC and venue-specific information for inclusion in the Tour’s collateral materials.
¥ Coordinate participation in USA Pro Challenge cooperative advertising opportunities.
¥ Assist with identifying volunteer staff to assist in press room 3 days prior to and on race day,
and in other press areas; ideally 3-4 volunteers for each day.
¥ Help coordinate interviews and assist with credentialing on race day.
Ø §
§ §
§ §
§ §
VOLUNTEER DIRECTOR AND COMMITTEE
¥ Recruit and schedule local volunteer requirements
¥ Develop volunteer recognition or incentive programs
¥ Coordinate volunteer course marshal needs and placement with Tour’s Technical Director,
LOC’s Technical Director and local police/DOT officials
¥ Communicate work schedule, timelines and distribute Tour materials to volunteers
¥ Direct daily volunteer check-in, uniform distribution and transportation to assignments
¥ Host Course Marshal/Volunteer Orientation two weeks prior to Event
¥ Secure refreshments for volunteers (Tour will provide water)
Ø §
§ §
§ §
§ §
PARTNERSHIP DIRECTOR AND COMMITTEE
¥ Determine local sales (cash/VIK) goals
¥ Coordinate sales approach with Tour’s Partnership team
¥ Develop proper levels of local partnership packages
¥ Develop local partner target list for Tour approval
¥ Coordinate fulfillment of local partnership benefits with Partnership/Venue Directors
Ø §
§ §
§ §
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VIP/HOSPITALITY DIRECTOR AND COMMITTEE
¥ Assist with Tour’s Hospitality area – set-up, operations, etc. and assist with identifying
hospitality volunteers, as needed
¥ Coordinate with LOC Partnership Director on Hospitality needs
¥ Coordinate local awards presenters, local awards, flowers, etc. with Venue Director
¥ Assist with accreditation system (wristbands), including enforcement
¥ Work with LOC Volunteer Director and Tour Director of Hospitality and Hospitality Production
Manager on Hospitality volunteer needs and schedules
¥ Distribute hospitality passes to respective LOC guests
Ø §
§ §
§ §
EDUCATION/COMMUNITY DIRECTOR AND OUTREACH COMMITTEE
¥ Assist Tour with promoting and supporting the QA message and objectives
¥ Coordinate with local bike shops and clubs the message of bike safety, helmets, etc.
¥ Assist Tour officials with scheduling appearances, photo ops, etc. regarding the above
¥ Develop and implement local educational campaign regarding Tour aspects, teams/athletes
¥ Assist with distribution of Tour’s educational/school booklet
¥ Coordinate participation and attendance of local school system during event
Ø §
§ §
§ §
ANCILLARY EVENTS DIRECTOR AND COMMITTEE
¥ Coordinate “festival-like” atmosphere before, during and after Tour
¥ Assist with logistical details regarding the coordination of local activities and Tour activities
¥ Assist with all aspects of Tour’s Festival activities
Ø §
§ §
§ §
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FUNCTIONAL AREAS AND DESCRIPTIONS
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STAGE START OVERVIEW
Hosting a Stage Start
o Hosting a stage start is usually a smaller production than hosting a finish from a technical
standpoint. The start structure consists of an announcer's stage, sign-in stage, hospitality and
small festival area. Most starts are scheduled for mid-morning; however, if a stage is relatively
short, the start time can be as late as 11 a.m. to 1 p.m. All start and finish times are set and
released by the Tour, in conjunction with a community’s preferences.
o A start may be technically and logistically smaller than a finish of a race, but the publicity,
promotion and crowd size is not necessarily smaller. The level of promotions and planned ancillary
events bring people out to see the race. A list of ancillary event ideas is presented later in
marketing and promotions.
o The stage start atmosphere is more relaxed than the atmosphere of a stage finish. At a stage
start, the riders begin to arrive approximately 45 minutes to an hour prior to the scheduled race
start, and use that time to warm up, sign-in and sign autographs. The cyclists are accessible and
approachable. The Stage Start is the BEST opportunity to get rider autographs and interaction.
o The LOC Technical Director and committee are responsible for assisting with the procurement of
all required permits, police services, road closures, and equipment necessary to produce the event
and all pre-race promotional activities. The Tour Race Director and/or Tour Technical Director will
assist your LOC with, and should agree to, all of the arrangements. Each LOC, in conjunction with
city officials and local police, should assist the Tour with the accompanying list of services and
equipment. These requirements are unique to a Start.
RACE OPERATIONS
Police Services
Local (City and/or County) police services and related costs are the responsibility of the host venue.
In coordination with Colorado State Patrol, Colorado Department of Transportation, the Tour’s motor
and road marshals and in conjunction with the LOC volunteer program, local police provide for a safe
road closure. This may include fixed-post positions, traffic control, crowd control, enforcing no-parking
zones and maintaining general public safety.
Public Works and Road Services
Local Public Works and Road Services and costs are the responsibility of the host venue. These
services are necessary to support police efforts to ensure road closure and safety of the course.
These services include:
o detour and detour equipment barricades;
o cones
o printing/posting of No Parking signs;
o trash removal/restoration and street repair
Permit Services
All fees associated with city and county permits and permit requirements for the operation of the event
are to be procured by the host venue on behalf of the Tour. Tour staff will provide required information
to facilitate permitting. Permits necessary include, but are not limited to:
o Parking - both on and off street
o Alcohol (beer/wine/liquor) –in the Tour’s official hospitality area. Host city will assist the Tour to
obtain Special Event Liquor Permits for the Festival and any other agreed upon vending areas.
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o Street Occupancy & Public Right of Way Permits- Road closures and use of roads for setup and
racing (includes permits for construction of staging, tents, wiring/electrical, portable generators,
power equipment, and fork lift)
o Special and Ancillary Events - pre-event and race day
o Banners/Signs -hanging and display of pre-event, race day ads, and sponsor banners.
o Race day structures, such as branded towers and oversized way-finding structures
o Assist in obtaining Special Event Sales Tax Applications for exhibitors (national and local partners)
o Building permits
o Information regarding fire permits for tents and concessions
***PLEASE LIST ANY SPECIAL PERMITTING/RESTRICTIONS THAT THE TOUR SHOULD
BE AWARE OF, INCLUDING ALCOHOL, SIGNAGE GREEN EVENT REQUIREMENTS AND
SOUND AMPLIFICATION. THIS MAY AFFECT THE OPTIONS FOR START/FINISH LINE
PLACEMENT.
EMT/EMS Services
It is the responsibility of the host venue to provide EMT/EMS services for the general public the day of
their Stage. Please note that the Tour provides medical services for the athletes, team support and
staff personnel. Placement of EMT/EMS services will be decided by the Tour’s Technical Director.
Resident & Business Notifications
Host venues are responsible for notifying local residents and businesses of the impact of the Tour
including road closures, traffic advisories etc. within their city limits. Direct mailers, door-to-door and
association meetings are typical methods for LOCs to execute this outreach.
Portable Toilets
Host cities will secure port-o-let services or public restrooms during the day of the Stage. The number
of units and placement of the units will be mutually agreed upon by the host venue and the Production
Director. Portable toilets are to be guaranteed to arrive the night PRIOR to the start or finish event for
the graveyard crews. Host city will use the preferred-rate services of the Tour’s designated Waste
Management provider. Specific Portable Toilet needs per event stage will be provided in a separate
production outline
Waste Management
Host cities will provide waste management/trash removal services and recycling during and at the
conclusion of the event. Necessary supplies and services include: trash containers, roll off containers,
dumpsters, recycling containers, grey water containers & removal coordination and the crews to
remove full containers of liners, and replace them with fresh liners. Also needed are crews to restore
the venue to its original beauty, meaning removal of trash from streets, parking lots, parking garages,
curbs, city property, county property and federal property. Street sweeping is recommended the day
before the event and the evening after tear down. Host city will use the preferred-rate services of the
Tour’s designated waste management provider. The Tour will work to ensure a rate to the city within
10% of the market rate for the agreed upon services.
Recycling
¥ The Tour is committed to producing a green event. As such, the LOC shall work with the
Tour’s designated waste management provider to provide sufficient means of recycling for
all areas of the event. Clearly marked recycling bins should be placed at every trash
receptacle to encourage attendees to recycle.
¥ Host Cities should provide dumpsters for recyclables only and inform Tour staff of the
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location of these dumpsters to ensure proper disposal of recyclables. These dumpsters
must be provided within the entire footprint (i.e. hospitality, start/finish area, Village, etc.)
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STAGE START TECHNICAL REQUIREMENTS
o The LOC technical director and committee are responsible for procuring and paying for all required
permits, including those associated with police services, road closures, and equipment necessary
to produce the event and all pre-race promotional activities. The Tour race director and/or Tour
technical director will assist you with all of the arrangements.
o Each LOC, in conjunction with city officials and local police, should assist with providing the Tour
with the accompanying list of services and equipment. These requirements are unique to a start
and should be provided at no cost to the Tour.
o Police services for the event within the community are the financial responsibility of the host
community. Police coverage should be determined in conjunction with the Tour race director and
Tour technical director and should include fixed-post traffic control at intersections, crowd control
and those officers required to close all streets and retain closure until released by the officer of the
day and the Tour race director and Tour technical director.
Police
o Local (City and/or County) police services are the responsibility of the host venue. In coordination
with Colorado State Patrol, DOT, as well as the Tour’s motor and road marshals and in
conjunction with the LOC volunteer program, local police provide for a safe road closure, which
may include fixed-post positions, traffic control, crowd control, enforcing no-parking zones and
maintaining general public safety.
o Police coverage should include fixed-post traffic control at intersections, crowd control, and those
officers required to close all streets and retain closure until released by the Officer of the Day and
the Tour Race Director and/or Technical Director.
o A Police Operations Plan, detailing all police assignments, road closures, cone, and barricade
placement should be submitted to the Tour Technical Director by designated date (TBD). The
Police Operations Plan should include a time-line for placement and assignments of the officers,
barricades, and cones in the community.
o It is imperative that the officers controlling the closure allow official Tour vehicles on the course for
certain job duties. Official Tour vehicles are numbered and are clearly marked with sponsor and
"caravan" decals. The drivers of these vehicles have laminated credentials stating their job and the
access they receive to certain Tour related facilities and areas. If an officer has a concern
regarding access privileges of an individual, the Tour Technical or Tour Race Director should be
reached via two-way communications.
o An Officer of the Day should be designated. The Officer of the Day is the police officer (sergeant,
lieutenant. captain) who will be on-site during the entire event and will supervise placement of
officers and road closures according to the agreed upon Police Operations Plan. This officer
should have full jurisdiction and decision-making responsibility for the event and be available to
attend pre-race meetings with State Police and Highway Patrol representatives. The Officer of the
Day's name, phone/dispatch numbers, and any other information helpful in an emergency should
be provided by designated date (TBD) to the Tour Technical Director.
Public Works and Road Services
o Local Public Works and Road Services are the responsibility of the host venue. These services
are necessary to support police efforts to ensure road closure and safety of the course. These
services may include detours and detour equipment, barricades, cones, printing/posting of No
Parking signs, removal/restoration and street repair.
o A contact person should be available the entire event day with full jurisdiction for Public Works
decisions. The Public Works representative's name, phone/dispatch numbers, and any other
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information helpful in an emergency should be provided by (TBD) to the Tour Technical Director.
START SITE SPECIFICATIONS
The area for the start of a stage race should be straight, 400-500 meters in length, and have a
smooth, paved surface.
o The road should be at least 36 feet wide and free of curbside obstructions.
o The area should be completely closed to traffic for up to eight hours (five hours prior to start time
and three hours after the start) on the event day for the set-up and teardown of the Tour's staging,
fencing, and equipment.
o The start area should allow for contiguous (within 2 blocks) parking for at least 150 vehicles. This
flat lot should be secured during its use and able to accommodate cars with roof racks and
bicycles, 28' long x 13' high trucks, and large cargo vans.
o On-street parking should be prohibited in the entire start area, and for at least one mile of the
racecourse for all cars except designated Tour vehicles.
o Closure of the start area should not obstruct primary entrances or exits of parking garages, loading
docks, or emergency vehicle paths.
o If possible, start circuits will be part of the route leaving the start venue; however, the Tour
Managing Director and Tour Race Director will make final determination.
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OFF-COURSE OPERATIONS (HOUSING AND MEALS) – STAGE START
LODGING
Based on the roles they play with the race, individuals are placed into Housing Groups. These
Housing Groups are divided into three different Travel Patterns: Entourage, Start Advance and Finish
Advance.
For 2013:
¥ The Entourage Travel Pattern is 500 rooms, 55% Single, 45% Double;
¥ Start Advance Travel Pattern is 65 rooms, 40% Single, 60% Double;
¥ Finish Advance Travel Pattern is 185 rooms, 65% Single, 35% Double;
¥ A “single” room is a room with one bed, for one person or to be shared by two people; a
“double” is a room with two beds, to be shared by two people;
¥ Housing Groups must be accommodated within the same property, with one check-in location.
The Operations Director will work with you to make appropriate and efficient property
assignments.
The LOC is FINANCIALLY RESPONSIBLE for all costs associated with the following rooms, including
all-inclusive room rate (includes all local and state taxes/fees).
(Please note that a “single” room is a room with one bed, for one person or to be shared by two
people; a “double” is a room with two beds, to be shared by two people)
Night Before Stage Start – Advance Crew and Staff
¥ 65 rooms (40/60 single/double rooms)
¥ All Parking Expenses
Hotel Requirements For The Night Before The Stage Start
¥ Hotel rooms must be located at (1) hotel property within close proximity to the Start Line area
¥ Hotel must offer breakfast or be close to full-service restaurants
¥ Hotel must be a minimum of a 2-3 star property
¥ Proposed condominium inventory should consist of units with no more than 2 bedrooms
¥ Individuals and Teams will be responsible for their own incidental charges; Hotels shall not
require credit card pre-authorizations in excess of $50 per person and $100 per team.
¥ Complimentary wireless internet access in public area, meeting rooms and guestrooms is
required.
*Hotel properties must be pre-approved by the USA Pro Challenge
Site Visit/LOC Meeting Rooms
¥ The Host City if financially responsible for providing the Tour with forty (40) hotel room nights to be
used anytime from October 1, 2012 – October 1, 2013. The LOC is financially responsible for
providing the Tour with appropriate meeting space for each site visit as outlined in the Appendix.
Meals
Start Crew Breakfast
¥ The Host City is financially obligated to provide breakfast for the start line construction crew
and start advance staff (approximately 40 people). Breakfast should be served at the Start
Line no later than 6:30 a.m.
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Media Breakfast
¥ The Host City is financially obligated to provide a continental breakfast for approximately 50
working media in or near the media workspace
Team/Caravan Boxed Lunches
¥ The Host City is financially obligated to provide (600) boxed lunches for the caravan teams and
staff, to include (but not limited to): sandwich, fruit, chips, and cookies. Sandwich choices to
include three varieties of meat, plus a vegetarian (small percentage veggie). Lunches should
be dropped off 2.5 hours prior to the Start of the race. Caterer must box/bag lunches by type
(i.e. veggie, ham, turkey, etc). The Tour will provide a box lunch RFP to assist with soliciting
local caterers/restaurants.
*Refer to page 24 for an Operations Summary.
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STAGE FINISH/TIME TRIAL OVERVIEW
Hosting a Stage Finish/TT
o The finish site location should highlight the beauty or special characteristics of your community.
These areas receive excellent television exposure in national, international, and local broadcasts
and should be selected to take full advantage of this opportunity, while at the same time providing
adequate space for spectators and Tour technical and competitive requirements.
o There should be an open area (park, grassy area, parking lot, etc.) approximately 500' x 500'
adjacent to the finish line to accommodate placement and viewing of the big screen television, VIP
tents, broadcast equipment trucks, and Tour exposition tents and/or trucks. If your community is
hosting a double stage, (i.e. finish and time trial or finish and criterium or circuit) the finish line
should be the same for both events.
o These criteria are for site selection only. The LOC and the Tour organizers should mutually agree
upon all decisions regarding final site selection.
RACE OPERATIONS
Police Services
Local (City and/or County) police services and related costs are the responsibility of the host venue.
In coordination with Colorado State Patrol, Colorado Department of Transportation, the Tour’s motor
and road marshals and in conjunction with the LOC volunteer program, local police provide for a safe
road closure. This may include fixed-post positions, traffic control, crowd control, enforcing no-parking
zones and maintaining general public safety.
Public Works and Road Services
Local Public Works and Road Services and costs are the responsibility of the host venue. These
services are necessary to support police efforts to ensure road closure and safety of the course.
These services include:
¥ detour and detour equipment barricades;
¥ cones
¥ printing/posting of No Parking signs;
¥ trash removal/restoration and street repair
Permit Services
All fees associated with city and county permits and permit requirements for the operation of the event
are to be procured by the host venue on behalf of the Tour. Tour staff will provide required
information to facilitate permitting. Permits necessary include, but are not limited to:
¥ Parking - both on and off street
¥ Alcohol (beer/wine/liquor)- in the Tour’s official hospitality area. Host city will assist the Tour to
obtain Special Event Liquor Permits for the Festival and any other agreed upon vending areas.
¥ Street Occupancy & Public Right of Way Permits- Road closures and use of roads for setup
and racing (includes permits for construction of staging, tents, wiring/electrical, portable
generators, power equipment, and fork lift)
¥ Special and Ancillary Events - pre-event and race day
¥ Banners/Signs -hanging and display of pre-event, race day ads, and sponsor banners.
¥ Race day structures, such as branded towers and oversized way-finding structures
¥ Concession Sales - on-site concession stands and individual peddlers serving the spectators.
¥ Assist in obtaining Special Event Sales Tax Applications for exhibitors (national and local
partners)
¥ Building Permits
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¥ Information regarding fire permits for tents and concessions
***PLEASE LIST ANY SPECIAL PERMITTING/RESTRICTIONS THAT THE TOUR SHOULD
BE AWARE OF, INCLUDING ALCOHOL, SIGNAGE GREEN EVENT REQUIREMENTS AND
SOUND AMPLIFICATION. THIS MAY AFFECT THE OPTIONS FOR START/FINISH LINE
PLACEMENT.
EMT/EMS Services
It is the responsibility of the host venue to provide EMT/EMS services for the general public the day of
their Stage. Please note that the Tour provides medical services for the athletes, team support and
staff personnel. Placement of EMT/EMS services will be decided by the Tour’s Technical Director.
Resident & Business Notifications
Host venues are responsible for notifying local residents and businesses of the impact of the Tour
including road closures, traffic advisories etc. within their city limits. Direct mailers, door-to-door and
association meetings are typical methods for LOCs to execute this outreach.
Portable Toilets
Host cities will secure port-o-let services or public restrooms during the day of the Stage. The number
of units and placement of the units will be mutually agreed upon by the host venue and the Production
Director. Portable toilets are to be guaranteed to arrive the night PRIOR to the start or finish event for
the graveyard crews. Host City will use the preferred-rate services of the Tour’s designated Waste
Management provider.
Specific Portable Toilet needs per event stage will be provided in a separate production outline
Waste Management
Host cities will provide waste management/trash removal services and recycling during and at the
conclusion of the event. Necessary supplies and services include: trash containers, roll off
containers, dumpsters, recycling containers, grey water containers & removal coordination and the
crews to remove full containers of liners, and replace them with fresh liners. Also needed are crews
to restore the venue to its original beauty, meaning removal of trash from streets, parking lots, parking
garages, curbs, city property, county property and federal property. Street sweeping is recommended
the day before the event and the evening after tear down.
Host city will use the preferred-rate services of the Tour’s designated Waste Management provider.
The Tour will work to ensure a rate to the city within 10% of the market rate for the agreed upon
services.
Recycling
¥ The Tour is committed to producing a green event. As such, the LOC shall work with the
Tour’s designated waste management provider to provide sufficient means of recycling for
all areas of the event. Clearly marked recycling bins should be placed at every trash
receptacle to encourage attendees to recycle.
¥ Host Cities should provide dumpsters for recyclables only and inform Tour staff of the
location of these dumpsters to ensure proper disposal of recyclables. These dumpsters
must be provided within the entire footprint (i.e. hospitality, start/finish area, Festival, etc.)
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STAGE FINISH/TIME TRIAL TECHNICAL REQUIREMENTS
¥ The LOC technical director and committee are responsible for procuring and paying for all
required permits, including those associated with police services, road closures, and
equipment necessary to produce the event and all pre-race promotional activities. The
Tour race director and/or Tour technical director will assist you with all of the
arrangements.
¥ Each LOC, in conjunction with city officials and local police, should assist with providing
the Tour with the accompanying list of services and equipment. These requirements are
unique to a start/finish and should be provided at no cost to the Tour.
¥ Police services for the event within the community are the financial responsibility of the
host community. Police coverage should be determined in conjunction with the Tour race
director and Tour technical director and should include fixed-post traffic control at
intersections, crowd control and those officers required to close all streets and retain
closure until released by the officer of the day and the Tour race director and Tour
technical director.
Police
¥ Local (City and/or County) police services are the responsibility of the host venue. In
coordination with Colorado State Patrol, DOT, as well as the Tour’s motor and road
marshals and in conjunction with the LOC volunteer program, local police provide for a
safe road closure, which may include fixed-post positions, traffic control, crowd control,
enforcing no-parking zones and maintaining general public safety.
¥ Police coverage should include fixed-post traffic control at intersections, crowd control,
and those officers required to close all streets and retain closure until released by the
Officer of the Day and the Tour Race Director and/or Technical Director.
¥ A Police Operations Plan, detailing all police assignments, road closures, cone, and
barricade placement should be submitted to the Tour Technical Director by designated
date (TBD). The Police Operations Plan should include a time-line for placement and
assignments of the officers, barricades, and cones in the community.
¥ It is imperative that the officers controlling the closure allow official Tour vehicles on the
course for certain job duties.
¥ Official Tour vehicles are numbered and are clearly marked with sponsor and "caravan"
decals. The drivers of these vehicles have laminated credentials stating their job and the
access they receive to certain Tour related facilities and areas. If an officer has a concern
regarding access privileges of an individual, the Tour Technical or Tour Race Director
should be reached via two-way communications.
¥ An Officer of the Day should be designated. The Officer of the Day is the police officer
(sergeant, lieutenant. captain) who will be on-site during the entire event and will
supervise placement of officers and road closures according to the agreed upon Police
Operations Plan. This officer should have full jurisdiction and decision-making
responsibility for the event and be available to attend pre-race meetings with State Police
and Highway Patrol representatives. The Officer of the Day's name, phone/dispatch
numbers, and any other information helpful in an emergency should be provided by
designated date (TBD) to the Tour Technical Director.
Public Works and Road Services
¥ Local Public Works and Road Services are the responsibility of the host venue. These
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services are necessary to support police efforts to ensure road closure and safety of the
course. These services may include detours and detour equipment, barricades, cones,
printing/posting of No Parking signs, removal/restoration and street repair.
¥ A contact person should be available the entire event day with full jurisdiction for Public
Works decisions. The Public Works representative's name, phone/dispatch numbers, and
any other information helpful in an emergency should be provided by (TBD) to the Tour
Technical Director.
¥ There should be a large open area (750 square feet) adjacent to the finish line to
accommodate the set up and viewing area for the big screen television (60' x 10'), set up
of sponsor exposition and VIP tents.
¥ There should be side street parking adjacent to the finish line and big screen to
accommodate each of the following: two (2) 60' trucks, one (1) 55' truck, three (3) 30'
trucks and one (1) 28' truck, plus additional production and staging trucks. The area
should be two blocks long and the entire street should be closed to traffic.
¥ The LOC should assist with providing one (1) forklift capable of lifting 5,000 pounds 20
feet in the air. The lift should have a full fuel tank and spare tank of fuel.
¥ The LOC should assist with providing two (2) scissor lifts with 6' x 4' platforms capable of
20' lift. The lift should have a full fuel tank and spare tank of fuel.
¥ A crew of either volunteers or public works employees should be available one hour after
the race start to restore the finish site to its original state through garbage/debris pick-up
and removal. This requirement is also described in the Volunteer Requirements section.
FINISH SITE SPECIFICATIONS
The site should have:
o 500 meters of straight, level and smoothly paved road that allows 300 meters visibility of
the banner at the finish line
o The road should be 40 feet wide, free of curbside obstructions, and preferably have a
slight uphill grade
o The area should be completely closed to traffic and parking for cars other than designated
Tour vehicles for 14 hours (10 hours prior to the race finish and four hours after),
beginning early the morning of the event day, to accommodate the set-up and tear-down
of the Tour's staging, fencing and equipment
¥ The area should allow contiguous or nearby parking (within two blocks) for 200 vehicles,
including 150 cars, vans and 28' trucks. The parking area should be flat and secured, to
accommodate cars and vans with roof racks carrying bicycles, large vans and trucks. This
area should be directly accessible to the finish area.
¥ On street parking should be prohibited in the entire finish area and for at least one mile of the
racecourse for all cars except designated Tour vehicles.
¥ Closure of the finish area should not obstruct primary entrances or exits of parking garages,
loading docks or emergency vehicle paths. If possible, finish circuits will be part of the route
entering the finish venue; however, Tour managing, race and Tour technical directors will
make final determination.
SECURITY
¥ All parking areas used for Tour vehicles should have HIRED security. The team vehicles
transport and store expensive production and racing equipment (professional racing bikes
cost around $9,000 each). The flamboyant markings on Tour vehicles, combined with the
extensive publicity surrounding the race, make them easy targets for thieves and vandals.
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It is extremely important to provide HIRED, overnight security while these vehicles are
parked in your community.
¥ Security must also be provided for the finish crews who arrive in town the night prior to the
Finish.
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OFF-COURSE OPERATIONS – STAGE FINISH/TT
LODGING
Based on the roles they play with the race, individuals are placed into Housing Groups. These
Housing Groups are divided into three different Travel Patterns: Entourage, Start Advance and
Finish Advance.
For 2013:
¥ The Entourage Travel Pattern is 500 rooms, 55% Single, 45% Double;
¥ Start Advance Travel Pattern is 65 rooms, 40% Single, 60% Double;
¥ Finish Advance Travel Pattern is 185 rooms, 65% Single, 35% Double;
¥ A “single” room is a room with one bed, for one person or to be shared by two people; a
“double” is a room with two beds, to be shared by two people;
¥ Housing Groups must be accommodated within the same property, with one check-in
location. The Operations Director will work with you to make appropriate and efficient
property assignments.
The LOC is FINANCIALLY RESPONSIBLE for all costs associated with the following rooms,
including all-inclusive room rate (includes all local and state taxes/fees).
(Please note that a “single” room is a room with one bed, for one person or to be shared by two
people; a “double” is a room with two beds, to be shared by two people)
Night Before The Stage Finish/Time Trial
¥ 185 rooms (65/35 single/double rooms) for standard Finish;
¥ 250 rooms (60/40 single/double) for Time Trial
¥ All parking expenses or complimentary self-park option at each lodging property
Night of the Stage Finish/Time Trial
¥ 500 rooms (55/45 ratio of single/double rooms)
¥ All parking expenses or complimentary self-park option at each lodging property
Hotel Requirements
¥ Best effort to secure rooms in no more than three hotel properties (the Tour is flexible
based on location and lodging options)
¥ The Tour will work with LOC to select properties for each functional area
¥ Hotels must be a minimum of a 3-star hotel property
¥ Hotels must be within close proximity to the Finish line
¥ Hotels must be located in close proximity to each other
¥ Hotels must be full-service properties with banquet facilities
¥ Proposed condominium inventory should consist of units with no more than 2 bedrooms
¥ Individuals and Teams will be responsible for their own incidental charges; Hotels shall
not require credit card pre-authorizations in excess of $50 per person and $100 per Team.
¥ Complimentary wireless internet access in public areas and guestrooms is required.
The Tour will make a concerted effort to explore all opportunities to reduce overall rooming
needs, based on final entourage headcount. If any reductions are found, the Tour will work
with the LOC and respective lodging partner to reconfigure room blocks.
The Tour must approve all properties prior to contracting and has the right of refusal for any
properties
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Site Visit/LOC Meeting Rooms
¥ The LOC is financially responsible for providing the Tour with (60) hotel room nights to
be used anytime from October 1, 2012 to October 1, 2013. The LOC is financially
responsible for providing the Tour with appropriate meeting space for each site visit as
outlined in the Appendix.
MEALS
Team Dinner (Stage Finish/TT)
¥ The LOC is financially obligated to provide an organized dinner for athletes and team
support personnel only (approximately 330 people) the NIGHT OF the STAGE
FINISH/TT, based upon the menu specifications provided by the Tour Operations
Director. The dinner should be located at the Team Hotel and the space must be large
enough to accommodate forty-two (42) rounds of eight (8) people each.
Staff Per Diem (Stage Finish/TT)
¥ A Meal per diem of $15 (per person) should be provided for staff of 500 people. A
restaurant “coupon” system may be used to cover this requirement.
Team Breakfast (Stage Finish/TT)
¥ The LOC is financially obligated to provide breakfast the morning AFTER the STAGE
FINISH/TT for athletes and team support personnel only (approximately 330 people). The
Tour Operations Director will provide a specific menu for the team breakfast. The
breakfast should be located at the Team Hotel and the space must be large enough to
accommodate forty-two (42) rounds of eight (8) people each.
Media Lunch (Stage Finish/TT)
¥ The LOC is financially obligated to provide a lunch the day of the STAGE FINISH, for
approximately 150 working media. The lunch should be located at the designated media
workroom.
Start Crew Breakfast (TT Only)
¥ The Host City is financially obligated to provide breakfast the day of the Time Trial Stage
for the start line construction crew and start advance staff (approximately 40 people).
Breakfast should be served at the Start Line no later than 6:30 a.m.
Finish Crew Breakfast (Stage Finish/TT)
¥ The Host City is financially obligated to provide breakfast the day of the finish for the finish
line construction crew and finish advance staff (approximately 40 people). Breakfast
should be served at the Finish Line no later than 6:30 a.m.
Team/Caravan Boxed Lunches (TT Only)
¥ The Host City is financially obligated to provide (600) boxed lunches for the caravan
teams and staff, to include (but not limited to): sandwich, fruit, chips, and cookies.
Sandwich choices to include three varieties of meat, plus a vegetarian (small percentage
veggie). Lunches should be dropped off 2.5 hours prior to the Start of the race. Caterer
must box/bag lunches by type (i.e. veggie, ham, turkey, etc). The Tour will provide a box
lunch RFP to assist with soliciting local caterers/restaurants.
*Refer to page 24 for an Operations Summary.
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BEAVER CREEK/VAIL OPERATIONS SUMMARY
Wednesday, August 21:
¥ Rooms = (185)
Thursday, August 22:
¥ Rooms = (750)
¥ Meals = Team Dinner for (330);
¥ Media Lunch for (150)
¥ Per Diem - $15 = (500) people
¥ Finish Crew Breakfast for (40)
¥ Team Parking
Friday, August 23:
¥ Rooms=(500)
¥ Meals = Team Breakfast for (330);
¥ Team Dinner (330)
¥ Boxed Lunches (600);
¥ Start Crew Breakfast for (40);
¥ Finish Crew Breakfast for (40);
¥ Media Breakfast (50)
¥ Media Lunch (150)
¥ Team Parking
Saturday, August 24:
¥ Meals = Team Breakfast for (330)
Oct 2012-Oct 2013: Site Visit Rooms = (60)
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CEREMONIES & AWARDS
STARTS
The LOC has the opportunity to allocate six (6) dignitaries/local sponsors (includes one speaker)
for recognition during the pre-ceremony. As part of the official start ceremonies, the LOC has the
opportunity to identify a Color Guard and National Anthem performer from the community as well
as an Official Starter.
FINISHES
The LOC has the opportunity to allocate one (1) welcome speaker (i.e. Mayor or other local city
official) for the pre-ceremony and three (3) awards presenters for the official awards ceremony
(1st, 2nd and 3rd).
The LOC will provide eight (8) floral bouquets to be used in the finish awards ceremony.
In addition, the LOC/host city can provide a unique gift to the stage winner.
Additional details, timelines and forms regarding the start and finish ceremonies will be provided
during the planning process.
Please not that a time trial/prologue city hosts both a start and awards ceremony.
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AUXILIARY SPACES
The LOC is financially responsible for providing the following auxiliary spaces:
Media WorkSpace (Stage Start)
¥ A room to accommodate media check-in and work space (for up to 50) shall be provided
in close proximity to the Start Line
¥ A continental breakfast of coffee, juice and bakery items will be supplied for 50
¥ Wireless Internet to accommodate upwards of 50 working media should be available at no
charge
Media Room (Stage Finish/TT)
Area must be in close proximity to the finish line area (no more than one short block from finish
line). Requires approximately 2000 square feet. Workrooms will need to remain operational until
9:00 PM.
¥ 150 chairs;
¥ Fifty (50) 6’ skirted tables
¥ Twenty-five (25) 110V outlets and power strips for each table
¥ Two (2) high-speed copiers, which collate and staple. Copiers will be delivered and
installed in the media office and should print a minimum of 30-50 pages per minute.
Copiers should come with a service agreement that includes on-site maintenance, if
necessary
¥ Ability to provide a wireless network with enough bandwidth capabilities to accommodate
150 working media. A 10 mb line (upload/download) is preferred
¥ Two (2) televisions to project live race coverage
¥ DirectTV or Cable service that receives NBC Sports Network and NBC hooked up to each
television in the media workroom
¥ Sufficient trash and recycling cans
¥ Water that is replenished throughout the day
Press Conference Area (Stage Finish/TT)
¥ Requires 1,500 square feet, minimum
¥ 100 chairs arranged theatre style
¥ Three (3) 8-foot skirted tables with six (6) chairs each
¥ Two-tier press riser for cameras
¥ Four (4) 110V outlets with power strips
¥ One (1) working phone line for teleconference capabilities, if needed
¥ Dedicated single hardline Ethernet Internet connection with a minimum of 5mbps up/down
The Tour will provide a multi-box, microphones and a sound system.
The Tour media operations team will provide a schematic with details regarding the press
conference and media workroom.
Medical Office (Stage Finish/TT Only)
¥ Suite or meeting room at the Team Hotel with a nearby bathroom
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Commissaires Meeting Room (Stage Finish/TT Only)
¥ A small conference room, close to the FINISH LINE, for approximately 12 (twelve) people.
Must have access 1 hour prior to the Finish and 2 hours following the Finish of the stage.
CONNECTIVITY (Stage Finish/TT Only)
Require hard connections at the finish line, near the TV compound (to be mutually determined),
Finish line official’s podium, and VIP Hospitality/Box Office. The requirements are as follows:
Production Compound
¥ 2 separate hard line drops to the Production Compound or single hard line drop with the
total capacity of 2 drops
¥ 10 Mbps Up/10 Mbps Down per drop Minimum (more available speed the better) or 20
Mbps Up/20 Mbps Down for a single drop minimum
¥ Provide Static IP address per drop (our routers will provide local DHCP access) or
Unlimited DHCP addresses if DHCP is provided
¥ Open Ports
¥ Local provider should provide modems or CAT 5e/6 cables for use with our Wi-Fi routers.
Please provide sufficient cabling to the Production Compound
¥ Technical contact should be available for the duration of the race
¥ Drop(s) should be available no later than 7:30 AM and will be deactivated by
approximately 6:30 PM (depending on race and TV deliverable schedule)
Finish Line Officiating Stage
¥ 1 separate hard line drop to the finish line officiating stage
¥ Provide Static IP address (our router will provide local DHCP access) or Unlimited DHCP
addresses if DHCP is provided
¥ 3 Mbps Up/3 Mbps Down per drop Minimum (more available speed the better)
¥ Open Ports
¥ Local provider should provide modems or CAT 5e/6 cables for use with our Wi-Fi routers.
Please provide sufficient cabling to the finish stage
¥ Technical contact should be available for the duration of the race
¥ Drop(s) should be available no later than 7:30am and will be deactivated by approximately
6:30pm (depending on race schedule)
VIP Hospitality Area
¥ 1 separate drop/connection dedicated to the VIP Hospitality area for Will Call/Box Office
¥ Provide Static IP address (our router will provide local DHCP access) or Unlimited DHCP
addresses if DHCP is provided
¥ 3 Mbps Up/3 Mbps Down per drop Minimum (more available speed the better)
¥ Open Ports
¥ Local provider should provide modems or CAT 5e/6 cables for use with our Wi-Fi routers.
Please provide sufficient cabling to the VIP Hospitality area Will Call/Box Office
¥ Technical contact should be available for the duration of the race
¥ Drop(s) should be available no later than 7:30am and will be deactivated by approximately
6:30pm (depending on race schedule)
Our routers are standard consumer grade Wi-Fi routers. We will directly connect to our routers
and distribute/control access to the rest of the compound for Static or DHCP.
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PARKING REQUIREMENTS
Stage Start
Host venue should provide suggested directions to each parking area and assist with providing
parking staff day of the Stage Start.
The Host City is responsible for securing and covering all costs associated with the following
parking:
¥ Team Parking and Staging Area: Requires parking for approximately 150 vehicles in
close proximity to the START LINE.
¥ VIP Parking: Requires parking located adjacent to the start/finish area for approximately
150 vehicles for VIPs and sponsors.
¥ Start Village Event Parking: Requires parking within close proximity of the start area for
approximately 100 vehicles for event and festival vendors (local and national)
¥ Media Parking: Parking for 50 local and visiting working media within close proximity of
the press work space. Satellite news vans will be placed near the course at the start area.
¥ Staff Event Parking: Requires parking for approximately 100 vehicles adjacent to the
Start line location.
¥ Crew Parking: Parking must be secured for the construction crew vehicles at the Start
location with LOC-HIRED security. Security must be provided for the build crew graveyard
shift and should begin the evening prior to the event to watch over equipment and crews.
Stage Finish/TT
Host venue should provide suggested directions to each parking area and assist with providing
parking staff day of the Stage Finish/Time Trial.
The Host City is responsible for securing and covering all costs associated with the following
parking:
¥ Team Parking And Mechanics Work Area: Requires equivalent of 10 – 15 contiguous
parking spaces per Team - with HIRED overnight security at or in close proximity to the
Team Hotel(s). Each team travels with a combination of vehicles such as a motor coach,
trailer and support vehicles, and additional space is needed for mechanics to work on
bikes. Must have access to water – 75 – 150 gallons of non-potable water per team, and
power – one 20-amp plug-in per team. Each team should have a hose connection
available to them within 50’ and access to an electrical outlet within 50’.
o The Host City is financially obligated to provide on-site, dedicated overnight
Security at the Team HQ Hotel to monitor the team parking areas. Security should
begin at approximately 7:00 pm through 7:00 am the following morning.
¥ Team Parking (Finish Line): Requires a sizable lot (approximately 150 parking spaces)
in close proximity to the Finish Line, to accommodate team vehicles. Each team travels
with a motor coach, trailer and support vehicle.
¥ VIP Parking: Requires parking located adjacent to the start/finish area for approximately
150 vehicles for VIPs and sponsors.
¥ Finish Festival Event Parking: Requires parking within close proximity of the start/finish
area for approximately 100 vehicles for event and festival vendors.
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¥ Media Parking: Parking for 50 local and visiting working media within close proximity of
the press workroom/press conference. Satellite news vans will be placed near the course
at the finish line.
¥ Staff Event Parking: Requires parking for approximately 100 vehicles adjacent to the
finish line location.
¥ Crew Parking: Parking must be secured for the construction crew vehicles
(approximately (20) 24’ box trucks) at the Finish location with HIRED security. The Host
City is financially responsible for providing Security, which should begin the evening prior
to the Finish to watch over equipment and crews.
Team Parking and Mechanics Work Area NOTES:
¥ Each team participating in the race has a box truck, motor coach and sedan.
¥ Teams use the trucks as mobile mechanical shops, and the vans to service their riders in
the race caravan and in feed zones.
¥ After the race, the team mechanics tear down and wash each bicycle before rebuilding it
with new sets of gears for the terrain in the next day's race.
¥ These vehicles must have parking at/near the team hotel so cyclists, mechanics, and
trainers have easy access during evening hours. This lot must have HIRED overnight
security.
Specifications for Team Parking and Mechanics Work Area
o Access to the area should begin at early on race day and continue until the race
leaves your community.
o A sizable portion of the Team Hotel parking lot is required.
o Each team travels with a motor coach, trailer and support vehicle and additional space
is needed for mechanics to work on bikes.
o Area should be concrete or asphalt, flat, and should accommodate free parking for one
truck, motor coach and two vehicles, and an extra space as a work area for each of
the teams (150 parking spaces). It should have clearance for 16' trucks and vans with
roof racks and bicycles.
o Area should be roped off and at, or adjacent to, the team hotel.
o Area should have at least one HIRED security person on duty in the parking area from
the morning of race day until the race leaves your community.
o Area should have multiple water spigots on site or should have a hose run to the area
from a water spigot nearby.
o Area should have at least five 55 gallon trash receptacles, spaced around the lot, or
one 8 cubic yard dumpster.
o Area should be accessible to a nearby power source for team use.
o Area should be well lighted during evening working hours.
o In case of rain, an alternative covered work area should be available nearby.
o Volunteers/waste management crew should remove debris and restore this work area
to its original state
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COMMEMORATIVE MONUMENT
The Host City is required to produce and display a permanent monument or iconic
representation of the USA Pro Challenge to commemorate the presence of the Tour. Examples
include wrapping a gondola car, painting a mural on the side of a building, erecting a statue, etc.
Alumni cities that have a permanent monument, approved by the Tour, on display will be
deemed to have met this requirement.
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HOSPITALITY & CATERING
Description of Hospitality Offerings
The USA Pro Challenge can be viewed one day or every day, and from
a myriad of locations along the route. It is our goal to provide each
guest, from the first to the last, with a first-class experience at the Start
and Finish of every stage. The Start Lounge and Founders Box are
where we host our VIP guests providing an unforgettable experience.
Please note: Only guests with All-Access/Hospitality Access
credentials or Hospitality passes for the particular day/location will be
allowed into the VIP Hospitality areas.
¥ Start Lounge (Stage Start) – Offers great proximity to the riders, complimentary food &
beverage and the best spot to watch the riders sign in and then embark on the challenge of
the day
o VIP Autograph Alley: Riders actually walk through the hospitality tent - you never know
who you might “rub elbows” with.
o Speakers to hear rider interviews; closed circuit TV to watch the
riders sign in is being looked into; before and after interviews the TVs
will show the previous day’s race
o Complimentary F&B: Start cities are responsible for sourcing and
contracting with a caterer. The USA Pro Challenge will provide
guidance and direction.
o Unique Décor: the LOC is responsible (in coordination with the Pro
Challenge and the caterer) to provide a unique atmosphere – one
that will be representative of the city’s personality and offerings. Race
elements will also be incorporated
o LOC will provide volunteers for set-up, guest relations and
breakdown
¥ Founders Box (Stage Finish) – Is a unique environment to watch the race unfold (there is
the possibility of a secondary hospitality location along the circuit).
o Offers live coverage of the race with TVs showing the broadcast and TourTracker
providing up to the minute statistics
o Complimentary F&B: the Pro Challenge is responsible for
catering and will do its best, as in 2012, to utilize local
caterers
o New for 2013 – the Tour is looking at providing a full bar;
based on final partnerships
o The Tour will provide a festive atmosphere with race
elements and the Caterer will be asked to create unique
buffets
o Finish cities are offered the opportunity to provide additional
décor based on space availability
o LOC will provide volunteers for set-up, guest relations and breakdown
¥ Private Hospitality (sold by the USA Pro Challenge)
o For companies, organizations or individuals to entertain clients and/or employees in a
private yet exciting environment. Includes:
§ Prime viewing of the race finish
§ Complimentary Food & beverage
§ TVs showing the race develop to the finish
§ Ability to brand the interior of the tent
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The direction for the look and feel of the hospitality tents is guided by the USA Pro Challenge.
We will provide information on number of tables, tablecloth color and style and buffet setups.
We will also provide décor at the entrances and inside the tents. There is however opportunity
for the LOC to provide its own unique flair; it is highly encouraged.
Utilizing local caterers throughout the race offers all the guests a look into the personality of each
city. With that in mind the Pro Challenge makes every effort to select local caterers for the Finish
hospitality areas (Finishes, Circuits, Time Trial).
Hospitality responsibilities for Start and Finish cities are different, as listed within the planning
manual. In either case, the LOC Hospitality Chair shall work closely with the LOC Volunteer
Chair with regard to the volunteer needs in the Hospitality areas.
Communication is key and to that end deadlines and forms have been developed. The Timeline
outlines dates and links to forms follow the host city responsibilities.
START LOUNGE VIP HOSPITALITY REQUIREMENTS
The host city is financially responsible for providing the following, as it pertains to the official Tour
VIP Hospitality area:
¥ Allocation of a suitable area* for the Hospitality tent that provides the best overall view of
the start
¥ All Food and Beverage outside of any VIK the Tour can provide (A detailed RFP Template
is provided; any changes must be reviewed/approved by the Tour)
¥ Ice on site for catering, Start Village and any additional race day needs
¥ Food & beverage for estimated 300 guests, final guest count to be confirmed by the Tour
¥ VIP breakfast including high-end breakfast fare for Tour official partners, VIPs and local
VIPs that must include at least (1) hot breakfast item (*final menu subject to Tour
approval)
¥ Start Host City caterer should be contracted 90 days prior to the race. Host city should
provide details of catering plan to Tour staff within 60 days of the event
¥ Breakfast provision must include all service ware, utensils, plates, service platters for
food, as well as ice and ice bins
¥ Access to potable water within 150ft of Hospitality tent
¥ Waste management coordination prior to and during hospitality tent hours
¥ Electricity
¥ Professional contracted wait/service staff to serve the breakfast (not volunteers, though a
limited number of volunteers will be available to assist)
¥ Volunteers to assist Tour staff for set-up, breakdown and during event (detailed in the
Volunteer Section of manual)
¥ Upon hospitality closure, the Start Host City is responsible for the cleanup and removal of
all trash, recyclables, grey water and leftover food and beverage within the hospitality tent
through a contracted trash removal service.
¥ Floral arrangements and décor for tables
¥ Start host will have the opportunity to provide and feature localized décor to highlight
specific characteristics of the host city/region. Start Cities will want to communicate with
their caterers to coordinate their presentations. Final décor subject to Tour approval.
¥ Front and back of house manpower
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¥ Table Linens for all buffets and guest tables(Tour provides guidance on quantity, size and
color)
¥ The Tour will provide certain décor elements, tenting, tables and chairs, including set-up
and teardown.
* USA Pro Challenge reserves the right to determine final placement of the start line
Start Hospitality Form Links:
SELECTED CATERER INFO
To be submitted once Stage 2 Start caterer is selected (per timeline)
https://upcc.wufoo.com/forms/2013-vip-hospitality-caterer-information/
CATERER PRODUCTION NEEDS
To be submitted so Tour is prepared for caterer needs (per timeline)
https://upcc.wufoo.com/forms/2013-catering-production-needs/
CATERER CREDENTIALS
Credentials will be distributed day of event – please submit per timeline
https://upcc.wufoo.com/forms/2013-catering-credential-request/
LOC DÉCOR PROPOSAL
Start cities have a majority of the space in
https://upcc.wufoo.com/forms/2013-loc-decor-proposal/
FOUNDERS BOX FINISH VIP HOSPITALITY REQUIREMENTS
The Host City is required to support the Tour with the Hospitality/ VIP area by assisting with the
following:
¥ Allocation of a suitable area* for the Hospitality tent that can accommodate 600 to1000
guests and provides the best overall view of the finish
¥ Access to a potable water connection within 150ft of the Hospitality tent
¥ Electricity (the Tour also travels with generators)
¥ Waste management coordination including receptacles, liners, liner replacement,
dumpsters and grey water collection
¥ Volunteers to assist Tour staff for set-up, guest relations during event, and breakdown
(detailed in the Volunteer Section of manual)
¥ Upon hospitality tent closure, host city is responsible for the cleanup and removal of all
trash, recyclables and grey water through a contracted trash removal
* USA Pro Challenge reserves the right to determine final placement of the finish line.
VIP Hospitality Decor – For 2013 a limited amount of space will be offered in the Founders Box
(Circuit/Finish/Time Trial cities) however it is not required. The Tour provides certain décor
elements throughout the race as well.
The Tour will advise the LOC as to the caterer’s buffet elements and sponsor commitments so
the LOC can choose to have additional décor or not – it is not required.
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Finish Hospitality Form Links:
LOC DÉCOR PROPOSAL
Start cities have a majority of the space in
https://upcc.wufoo.com/forms/2013-loc-decor-proposal/
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VOLUNTEER PROGRAM
The host LOC will be responsible for securing and
organizing local volunteers for the Tour.
Volunteers will assist the Tour and the LOC with
coordinating activities on the day of the event.
Each Host City will have different volunteer
requirements, but the total number of volunteers is
typically 200 to 300 per Host City for Stage Starts
and 300 to 400 per Host City for Stage
Finishes/Time Trials.
The most efficient way to handle volunteers is to
have one individual on your committee in charge of this area. Local bike club members and
cycling advocates are often good choices for this job since they are a part of a network of cycling
enthusiasts who will want to get involved.
The LOC Volunteer Director will find it easiest to keep a running
list of names and phone numbers who have called inquiring
about volunteering. Once the volunteer meeting date and
location has been set, a quick call around will get everyone
informed, or a simple request for interested volunteers to call
you back closer to the race works as well.
If LOC decides that volunteer check-in is at a location other than
the start line or finish line location, then LOC is responsible for
its own infrastructure (tents, tables, chairs, generators). The
Tour will not provide these items to satellite locations.
¥ Each race scenario must have volunteers to assist the local police and Tour personnel in
providing safe road closures. A typical Stage Start venue will require approximately 200-
300 volunteers and a typical Stage Finish/Time Trial venue will require approximately 300-
400 volunteers.
¥ The number of volunteers per position and position descriptions will be provided by the
Tour in advance. The final number of course marshals is decided once the course has
been finalized and properly approved by local authorities.
¥ The Tour will host volunteer registration on the official UPC website. LOCs should direct
local volunteers to the website to sign up for course marshal positions. The LOC
Volunteer Director will have access to the contact names, volunteer lists from the website.
¥ The LOC Volunteer Director should host an Orientation one-two weeks prior to the Tour
start with your volunteers. The meeting will establish rules, guidelines, job descriptions
and expectations, as well as report time and location for the individuals who have
volunteered their time to the race. For this meeting, please provide a projector and screen
for a power point presentation. Also, the room should be large enough to accommodate
all volunteers. The Tour will provide the LOC with Orientation materials (i.e. PPT
presentation) and in most cases a representative to attend on the Tour’s behalf.
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¥ Once the number of volunteers needed is determined, a meeting space with
videocassette viewing capabilities needs to be reserved. Most meeting times are
scheduled for 7:00 p.m.; however, this time is flexible.
¥ Each volunteer will receive an official Tour Volunteer t-shirt provided by the UPC, which is
distributed on the morning of the race start/finish in your community, and not at the
Orientation meeting. It is recommended that a meeting be held the morning the race is in
your community. T-shirts will be delivered approximately one week prior to the event.
Further details will be directed to you as the race draws near. In order to effectively direct
local volunteers, it is recommended that the check-in held on the morning of the race be
properly designated with signage.
Course Marshals
¥ Determining the number of course marshal volunteers needed begins with the selection of
the route entering your community. Once the course has been logged, and the mileage
between intersections determined, the log for your community's stage start is submitted to
local police authorities for approval. The local police determine where they will place their
officers and return the log to the Tour. The local police, Tour Technical and Tour Race
Director, then place Tour Marshals. Your volunteer marshals will fill in between the local
police and Tour marshals. Using this procedure we determine the number of volunteers
needed to man the roads, driveways, and parking lot entrances and exits necessary for
the safe passage of the Tour through your community.
¥ The Tour hires a corps of seventy-five (75) foot Marshals who travel with the Tour and
work closely with local and state police agencies. This group, under the Tour Race and
Technical Directors, has a Marshal Coordinator who handles marshal operations during
the Tour. These Marshals will supplement the local agency and volunteer support.
Additional Specialty Positions
Volunteers will also be assigned to assist with the following functions. We recommend these
positions are HAND PICKED by the LOC and the Directors/committees in charge of the
respective functional groups:
¥ Media office (3-5 per day)
o Welcome media representatives and assist with all hosting of media rooms
services, questions, etc.
¥ Security (15 per day)
o Assist Tour Security with zone monitoring and secured area control.
¥ Hospitality
Set Up and/or Break Down Volunteer: Volunteers will assist Hospitality and Catering staff
with:
o Interior set up and/or break down of the Hospitality and Will Call areas including but
not limited to:
§ Set up and break down of tables, chairs and décor items
§ Placement of linens, centerpieces and marketing materials
o Report times/Shifts will be based on Hospitality open/close times (see below)
Guest Services Volunteer
o Guest Services Volunteers will be given specific assignments on site. Assignments
may include but are not limited to the following:
§ Welcome all guests who have the appropriate VIP Hospitality Pass.
§ Hole-punch the pass and provide a wristband.
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o When a wristband is issued, guests will be reminded that both the pass
and wristband are needed to re-enter the tent
§ Assist guests who do not have a VIP pass; contact the Hospitality Manager
on site.
§ Support tour security at alternate exits if necessary
§ Assist with busing of tables and removal of trash from inside tent to
collection point in close proximity
o Report times/Shifts will be based on Hospitality open/close times (see below)
Additional Hospitality Volunteer Information
o Actual report times/shifts will be provided after start and finish times are determined
o Start tents will open based on actual race start time and close one hour after the
riders have departed
o Finish tents (including Circuits and Time Trial) are tentatively scheduled to open at
1pm and close at 5pm (subject to change)
o Number of Volunteers (estimated and subject to change)
o Starts (one set of volunteers work throughout)
§ Set Up/Guest Services/Break Down 6 - 8
o Finishes - including Time Trial and Circuits (separate group of volunteers for each
position, though when signing up, volunteers may choose to work all day and do all
three positions)
§ Set Up 10 - 15
§ Guest Services 10 - 15
§ Break Down 10 - 15
o Volunteers may choose to do any or all of the above in a particular city
o It is also requested that the LOC Hospitality Chair and/or a designated individual be
available for the Will Call and Entrance staffs if there are issues. Local
representation is often quite helpful.
o Only volunteers that are “working” in the hospitality areas are to be wearing a
Volunteer shirt.
§ If a Volunteer was given or purchased a VIP Pass they are welcome in the
VIP area however they will need to change out of their volunteer shirt while
a guest in the tent. This is requested in an effort to better identify who is
“working” and available to assist management and guests.
¥ Economic Impact Survey-takers (5-8 per day)
o Move around festival, hospitality and start/finish areas requesting that spectators
complete a short, information survey.
¥ Volunteer check-in (3-5 per day)
o Assist LOC Volunteer Director on day of race with volunteer check-in and
processing.
¥ Ambassador Program (20 per day)
o The host LOC will be responsible for selecting, securing and organizing a small
group (approx. 10-20) of volunteers as race day Ambassadors for the Tour. These
individuals should be very familiar with the town and to be able to provide specific
direction and information of the day’s events (i.e. start/finish times, location of VIP,
location of Finish Festival, location of media room, hours of operation, etc.)
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VOLUNTEER UNIFORMS
The USA Pro Challenge provides all volunteers with a uniform (T-shirt) so that they feel the pride
of the race AND are easily identified.
T-Shirts for race volunteers are provided at no charge to the LOC. Ancillary event volunteers (for
events around the race but not necessarily on the course) need to have the appropriate
volunteer T-Shirts as well. The USA Pro Challenge will provide these to the LOCs at cost.
Requests for both sets of T-Shirts are required at the same time; along with the appropriate
contact and ship to information.
Ambassador hats are provided for the select Finish City volunteers identified as Ambassadors as
well. These will be distributed on-site by the Pro Challenge Volunteer Director. Volunteer
Security T-Shirts are also ordered/distributed by the Pro Challenge Volunteer Director.
LOC VOLUNTEER T-SHIRT ORDER FORM
Please provide information as requested and at the dates designated in the Timeline.
https://upcc.wufoo.com/forms/2013-loc-volunteer-tshirt-order-form/
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FESTIVAL
The Host City is required to support the Tour with the FINISH FESTIVAL
• Create THE place to be before, during and after race
• Create compelling reasons to come early and stay late
• Highly Interactive, Highly Entertaining … LOADS of FUN
Provide something for everyone:
o Live entertainment/music
o Food
o Beer & Wine garden
o Official race merchandise
o Kids activities
o Educational opportunities (health and wellness, safety clinics)
o Cycling, cycling, cycling
START VILLAGE at STARTS
The Host City is required to support the Tour with the Start Village by assisting with the following:
¥ Allocation of a suitable area for the Start Village
¥ Placement of Exhibitors
¥ A licensed area for alcohol consumption; obtained by the Host City
¥ Programming and a festival experience until 2pm
¥ Handle all Start Village permits and associated fees
¥ Electricity
¥ Provide onsite waste management including waste receptacles, liners, dumpsters grey
water collection and onsite cleanup crew
¥ Set Up and tear down of all items
¥ Upon Village closure, host city is responsible for street sweeping/power washing and the
cleanup and removal of all trash, recyclables and grey water through a contracted trash
removal provider
¥ Parking for all vendors
¥ Secure concessions / food vendors (pour only Pro Challenge beverage partners)
¥ Provide space and infrastructure for up to 5 Tour partners as needed (UPC will reimburse
up to $200 for a 10x10 partner tent)
¥ Collection of exhibitor documentation (i.e. certificates of insurance, contract, proof of
permits) FOR BOOTH SPACE SOLD BY LOC
¥ Décor of Start Village area - Purchase up to but no more than $5k in Tour branding
elements
¥ Manage alcoholic beverage sales and revenue on-site
¥ Provide royalty of 15% of net on-site alcoholic beverage sales to Pro Challenge
FINISH FESTIVAL at FINISHES/TT
UPC RESPONSIBILITIES OVERVIEW
¥ Footprint, space allocation, placement of exhibitors
¥ Décor of FESTIVAL area
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¥ Pricing of and primary sales of booth space
¥ Collection of exhibitor documentation (i.e. certificates of insurance, contract, proof of
permits) FOR BOOTH SPACE SOLD BY USA Pro Challenge
¥ UPC provided items (i.e. Merchandise tent, Beer Garden, Entertainment stage, décor,
etc.)
¥ Set-Up and Tear Down of all items provided by Pro Challenge
¥ Programming of entertainment, announcements, giveaways within the FESTIVAL area
Note: Exhibitors that bring own tenting and materials will be responsible for the set-up and
tear down of those items
LOC RESPONSIBILITIES OVERVIEW
¥ Allocation of a suitable area for the Finish Festival
¥ Provide a detailed map of festival site include ingress and egress points, landscape,
benches, permanent structures, etc. in the format designated by the Tour
¥ Handling of all Finish Festival permits and associated fees. Assisting the Tour to obtain
the Special Events Liquor Permit
¥ Electricity
¥ Collection of exhibitor documentation (i.e. certificates of insurance, contract, proof of
permits) FOR BOOTH SPACE SOLD BY LOC
¥ Provide onsite waste management including waste receptacles, liners, dumpsters grey
water collection and onsite clean-up crew
¥ Upon Festival closure, Host City is responsible for street sweeping/power washing and
the cleanup and removal of all trash, recyclables and grey water through a contracted
trash removal provider
¥ Parking for all vendors
¥ Provide entertainment for the Finish Festival Stage (Tour will provide the stage and sound
equipment). Entertainment must be approved by Tour.
¥ Securing concessions / food vendors as outlined by the Tour
¥ Programming a Kids Zone within the festival footprint.
¥ Manage alcoholic beverage sales and revenue on-site
¥ Provide royalty of 15% of net on-site alcoholic beverage sales to Pro Challenge
Festival Partner Expositions
¥ A yet to be determined number of tents for display of sponsor products and industry-
related items
¥ Access to pre-determined roof top for placement of repeater and microwave
equipment
¥ A minimum area of 40,000 square feet is required for the sponsor exposition area
Partner Specifications could include:
¥ Parking for ten (10) 22' trucks
¥ Scheduling of garbage pick-up after event
¥ LOC liaison should be present to assist the Tour Production and Festival Directors
with placement of local sponsor tents. Local sponsors should adhere to the
instructions provided by the expo coordinator.
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MARKETING & PROMOTIONS
BRAND
The proper name for the Tour is the USA Pro Challenge, which may also be referred to as
simply, Pro Challenge. All references to the Tour, whether graphically or through text, should
use one of these two references. The Tour will provide a Style Guide to the LOC, which outlines
proper use of the Tour marks, color palette, fonts and images – this document should be referred
to before submitting any creative for approval.
Exposure
The LOC’s local marketing director and committee, working in conjunction with the USA Pro
Challenge marketing team, is responsible for providing promotional support through pre-race
events, media and advertising.
¥ The USA Pro Challenge organizers will assist the LOC in developing a comprehensive
plan to procure local sponsors, create promotions and provide substantial benefits to local
sponsors and the community.
¥ The marketing plan should specifically highlight areas of potential benefit for the sponsors
and community, based on the below expectations.
o Print Media Exposure: Media exposure will be garnered through international
outlets, national newspapers and magazines, local publications, major wire services
and sports publications. Newspaper special sections will also be developed with area
publications, in which local sponsors can be featured or mentioned.
o Television Exposure: Television exposure is attained through national network
coverage, national cable coverage and an international feed to foreign countries, with
the potential for vignettes showcasing your community to the nation and the world.
Host communities are consistently highlighted in backdrop coverage of the race.
o Radio Exposure: Radio exposure is gained through regionalized coverage with AM
and FM stations in the host area. Sponsors may be highlighted through radio
programs developed before, during (live coverage) and after the event.
o Digital Exposure: The USA Pro Challenge will have a strong following from Web site
writers and bloggers, who garner a significant amount of attention for the race. Social
Media also has a strong presence, via the UPC’s official Twitter and Facebook
accounts, as well as various media, city and athlete accounts.
o Improved Quality of Life: Quality of life is increased by the community's involvement
in an international sporting event; one of the most apparent benefits of staging a world-
class event in your venue. Because it is a free event, it attracts a wide variety of
people and does not discriminate.
o Positive Economic Impact: We anticipate the Pro Challenge will achieve a positive
economic impact through tangible economic benefits, including dollars spent during
the event, travel, and tourism revenues resulting from exposure. Besides the more
than 900 entourage members bringing business to your community, spectators
following the USA Pro Challenge come from around the world, as well as the
surrounding region.
LOC Marketing and Partnership Specifications
¥ Local Sponsors: The USA Pro Challenge's local partnership director and venue director
will work with each LOC in coordinating the solicitation of local partnerships. The local
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partnership director will work with the LOC to structure customized partnership packages
suitable for local partners, and deliver all of the benefits in these packages.
¥ Pre-Race Events: Pro Challenge organizers will assist, when possible, in the
development of pre-race events that highlight your community, cycling and the race, such
as fun rides, USCF races, kids’ safety clinics, stunt bike shows, etc. These events can be
used creatively to further expose local sponsors. Ancillary events taking place on the day
of your stage should be coordinated and approved by the Pro Challenge venue and
technical director. Please refer to the ancillary events list that follows for ideas.
¥ Marks, Logos and Terminology Rights: The USA Pro Challenge logo is a valuable
marketing tool. Adding credibility and creating consumer excitement, the logo, like the
Olympic Rings and other sports logos, increases credibility, strength and demand for a
product. The LOC can use the logo for promotional and sponsorship purposes, and in
conjunction with other events, as approved by the USA Pro Challenge’s marketing team.
Please refer to the Style Guide Manual, issued separate from this manual, prior to any
use of the USA Pro Challenge logo. Please also refer to
the merchandise section when considering logo use on any
item other than promotional written materials.
Collateral
¥ Rack Card Brochure and Holder: The event brochure
and accompanying holder will be available in mid-May.
These are typically multi-color, stock brochures providing
tourist and visitor information about the race. It has an
overall course map, historical facts about the USA Pro
Challenge and a preview of the upcoming event. It may
include a list of agencies in each venue that can provide
further local information about the event. The USA Pro
Challenge will provide design files to the LOC and the LOC
is responsible for printing and distributing these pieces.
¥ Poster: The USA Pro Challenge organizers produce a full-
color poster to publicize the event. The poster is designed so each venue can customize
it with local race information or a visual of final routes in the area. The LOC also can
choose to include the logos of their key local sponsors as a benefit for their participation.
The USA Pro Challenge will provide design files to the LOC and the LOC is responsible
for printing and distributing these pieces.
¥ Banners: The USA Pro Challenge may design horizontal or vertical banners for LOC
customization and purchase. These banners help lend credibility to local ancillary events
leading up to the USA Pro Challenge.
¥ Print/Digital Advertising Templates: The USA Pro Challenge will provide horizontal and
vertical design files for print and digital advertising that may be customized by the LOC to
create a consistent look and feel among all USA Pro Challenge promotion.
¥ Broadcast Advertising Template: The USA Pro Challenge will provide :10/:5 and
:20/:10 taggable spots for customization on behalf of the LOC.
¥ Radio Advertising Template: The USA Pro Challenge will provide :40/:20 and :20/:10
taggable spots for customization on behalf of the LOC.
Host City Logos
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The Tour has provided LOC “Lockup” logos to each LOC. This logo should be used when you
want to identify your city, stage and date on marketing specific to you and your area. The LOC
may also create a distinct “Host City Logo with USA Pro
Challenge Lockup” to further emphasize the city’s branding in
conjunction with the Tour. Within the context of a Host City Logo
with Lockup, the USA pro Challenge Lockup must be at least 50%
of the total area of the Host City Logo. We encourage you to
leverage your city’s existing branding within this Logo and Lockup
rather than creating something new entirely. Along with all other
creative, the Host City Logo must be approved by the Tour
marketing department and can than be used on your own
marketing materials during the term of the 2013 Host City
Agreement.
Race Week Guides Content
The USA Pro Challenge publishes multiple race week guides for informing spectators about
viewing opportunities, logistics, ancillary events and background information. These colorful
publications are the LOC’s to distribute to the public through area Convention and Visitors
Bureaus, Offices of Tourism, hotels, restaurants, shops, bike stores, etc. These publications
become available in the months preceding the USA Pro Challenge and the LOC receives an
allotment of each for their use. Exact quantities shipped to the LOC and distribution/availability
schedules are to be determined.
The content for the guides is often replicated from several consistent needs:
¥ Race Day Ancillary Event Information: Name, Date, Start Time, Quick Description
¥ Local Stage Sponsors: Name, Logo
¥ Local Points of Interest: Name, Description, Image – may replicate from website
¥ Local Historical Facts: Description
¥ Favorite Local Rides: Name, Description, Distance, Average Time Needed, Image
¥ Local Personality Interview: Text, Image, Video (optional) – The interview can focus on a
local cycling, celebrity or business owner personality and should explore some aspect of
the local community.
All Assets Due: 5/30
Summer of Cycling Campaign
USA Pro Challenge will skew our summer-long digital promotion toward the Summer of Cycling,
a successful social campaign we launched last year. Each day from Memorial Day through Labor
Day, the USA Pro Challenge will give away one item through our Facebook page, culminating in a
trip to the 2014 USA Pro Challenge Overall Start. Promotion of this campaign will include
advertising, owned (website, social) and collateral assets. Last year we included bikes, apparel,
sponsor goods and services and hospitality passes in the giveaways and we anticipate doing the
same this year. This year, we also invite each host city to submit a trip package for redemption
during the 2013 race (accommodations and hospitality passes at minimum) to the Summer of
Cycling. Your assets used here can help promote your local sponsors/partners and your
destination as a whole.
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These packages will be among the first given away during the promotion to allow ample time for
promotional impact to apply.
Assets Needed: Package Description, Total Value, Restrictions (if any) and Image
All Assets Due: 4/15 (Please note that participation in this program is optional)
LOC Poster Contest
The Tour will conduct a contest/search for the 2013 national race poster in April/May. The LOC
has the opportunity to create promotion around their own city poster and to leverage the
opportunity for marketing and PR. Final selections and methodology of promotion must be
approved by the Tour marketing team before any announcement can be made.
Coop Marketing Partnerships
The USA Pro Challenge has developed cooperative marketing efforts along with some of our
media partners. Participation is optional, but will help support the overall event and drive more
visitors to the participating LOC. Details forthcoming.
Creative Approvals
The LOC may create various additional collateral and advertising elements to assist with their
promotion of the race. All materials must be approved by the USA Pro Challenge marketing team
and should be submitted directly to Ben Rifkin.
Please allow 48 hours for approvals/changes.
The following elements MUST be included in
all creative submissions, though each will also
be evaluated on a case-by-case basis.
USA Pro Challenge logo
¥ UPC logo must be the same size or greater than the host city logo.
¥ UPC logo must be at least 1.5x larger than the next largest logo (this does not include the
host city logo).
USA Pro Challenge Website
ProChallenge.com website must be present in the artwork.
¥ UPC website must be in first position
¥ UPC website must be as large as any other website listed on the artwork.
Style Guide
¥ Headline must be Aachen font. Please see style guide for other font usage.
¥ Approved PMS colors used
¥ Integration of USA Pro Challenge Race Photos
¥ All Style Guide Assets Available Here:
https://www.dropbox.com/sh/tj23xzmi1oogp54/WwiPSIZv9j
2013 Race Dates: Aug 19-25, 2013
Social media accounts (Facebook and Twitter)
¥ Facebook: facebook.com/USAProCyclingChallenge
¥ Twitter: @USAProChallenge
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As a reminder, preliminary materials are available here:
¥ Host City Logos: https://www.dropbox.com/sh/k11tqfceso2u76n/nWwgEVteKF
¥ UPC Logo Set: https://www.dropbox.com/sh/zqhk6j9ex4zy2m3/goNQrGUeqO
¥ UPC Font Sent: https://www.dropbox.com/sh/q59u2asu1njl4cp/wfe03IU1B7
¥ UPC 2012 Race Photos: https://www.dropbox.com/sh/zoiloaxgkzr3urg/tBKnAAUZ0S
¥ Save The Date Rack Card (LOC Template):
https://www.dropbox.com/s/m12vwlkur17bl9c/UPC13_RackCard1_LOC.indd
¥ Save the Date Rack Card (National Version - PDF):
https://www.dropbox.com/s/slcs52gt1mztr5d/UPC13_RackCard1_v3-2_FA.pdf
¥ Rack Card Support Files (should all be embedded in the ID file):
https://www.dropbox.com/sh/m5vsxuc4ylivdjz/_95w77eyhg
Ancillary Events
The USA Pro Challenge encourages the LOC to create and produce local events that invite the
local community to participate in the build-up to the race and help the LOC promote their
participation in the event. Some ideas:
Sporting Events
¥ Cycling Race - "Tour de (host city)" May or may not follow same race circuit Tour prizes
donated by local sponsors (or traded with other cities hosting the Tour)
¥ Community Bike Trek - May not follow same course as Tour. Non-competitive, family-
oriented and open to public, riders of all levels. Registration fee may be required. Money
to go into purchasing t-shirts, water bottles, etc.
¥ Tour Foot Race/Run/Walk – May or may not follow same course as Tour. Registration
fee may be required. Non-competitive, family oriented and open to public
¥ Duathlon/Triathlon
¥ Health Fairs
¥ In-Line Sprint Contests
¥ Tie-Ins - Athletes or Tour tied to other sport events taking place in 2013. Racer involved
with local pro sports game, training center, Tour water bottle night at a pro sports arena
Life Style Events
¥ Exhibitions - Parades, BMX, in-line skating; Marching bands and sponsor floats
¥ Sporting Goods Demonstrations and Apparel -In shopping malls/other locations –
have radio stations do live remotes from mall or parking lot
¥ Fashion Shows
¥ Hot Air Balloon Rides
Youth Events
¥ Tour de Trike - Children's (or adults) tricycle ride/race
¥ Safety Clinics in Schools - Local bike club members visit schools and promote safety,
Tour, and local involvement
¥ Safety Demonstrations in public access areas with live remotes from participating
stations
¥ Bike Rodeos
¥ Scavenger Hunts - Schools or youth organizations place clues on Tour route
Entertainment
¥ Band Sponsor Festival ("Tour" night after hours city festival)
¥ Special Receptions at finish line
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¥ Contest to determine which individual/organization sings or plays the national anthem at
a stage start
Charity
¥ Golf Tournaments
¥ Charity Bike Ride
Business
¥ Trivia - Questions about Tour, cycling and sites in city and on race route.
¥ Answer Questions at local bars, on radio, etc., to win prizes (supplied by local
sponsors)
¥ What Cyclists Eat - tasting/preparation (energy bars, pasta, etc.)
*All local ancillary events must be approved by the UPC
PRINTING
USA Pro Challenge has an official printing partner in Tewell Warren printing, based in Denver,
CO. As part of the partnership, Tewell Warren will extend discounted printing to all LOCs for the
purposes of collateral, etc. The discount will be 35% off of their wholesale printing rates. If
interested, please reach out to John Bruxvoort, President, at jbruxvoort@tewellwarren.com.
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USA Pro Challenge Website
Our website is a great tool to promote your city and expose your sponsors. From our 2012
spectator study, the website is the number one source of information about the race and
participating communities. The host city pages will be updated with all of the information in this
section by the end of February and these pages will continue to be updated throughout the next
seven months leading up to the race.
The following information is your guide for identifying and delivering content specific to your host
city for the USA Pro Challenge website.
Please contact Ben Rifkin at 720.490.4635 and brifkin@upcc.com with questions.
Emailing Content and Photos
¥ Please place all copy into the corresponding form and submit the completed form via
YouSendIt. Please Note: Whatever copy you submit will be placed “as is” on the website –
Please proof thoroughly.
¥ Attach the form and photos to the YouSendIt email. Do not place them inside the
YouSendIt email.
¥ Please send all of your initial content no later than 5 p.m. on Thursday, February 14 to:
Ben Rifkin via YouSendIt
¥ NOTE: You are welcome to submit content for social, newsletter and website
consideration above and beyond the requirements below, including hotel/travel packages
between multiple cities and stages. Please include a photo and linking URL whenever you
submit content for consideration.
All photos submitted for the website should meet the following requirements:
¥ Image size must be larger than W 316 pixels x H 140 pixels
¥ JPEG format, 150 dpi minimum
Ongoing Updates
During the course of the next seven months, your host city will likely have additions and changes
to the website content for your host city page. Please email any changes to Ben Rifkin by the 5th
of the month via YouSendIt and allow one week for this content to be changed on the website.
Any content received after the 5th of the month will not be updated until the following month.
Please note that we will not accept changes to any host city pages after August 1, 2013.
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Poll Question
Beginning on February 18, we will include a new poll question related to a host city, beginning
with Aspen/Snowmass and rotating through the route with a new question every few weeks.
Here is an example of what the poll would look like:
The city of Aspen is known world-wide for its amazing ski and snowboard slopes. Which
mountain do you prefer?
a. Buttermilk
b. Ajax
c. Highlands
d. Snowmass
Please submit a question about your host city with four or five answer options and an image.
The question should focus on things to do and see, or unique features of your city.
Due Date: February 14, 2013
Splash Page
The splash page is the first glimpse viewers capture of
your host city and entices them to want to see more. It
displays a photo, the average temperature, elevation,
and population. Please provide the following content:
¥ Iconic image of your city/town
¥ Average temperature in your city/town in August
¥ Elevation of your city/town
¥ Population of your city/town
Due date: December 14, 2012
Overview Tab
The overview tab allows viewers to see read an
introduction about your community and attractions and
then pushes the user to your own USA Pro Challenge
stage website. Please provide the following content:
¥ Background description: Please write a 100 – 500 word description about your town and
its attractions. Please insert all copy into the
overview tab template form.
¥ Image: Image will sit at the top of the page. Should
be iconic and seasonal. Image should be 800px
wide x 600px tall at minimum and 150dpi
¥ Link: Please provide a URL link to your host city
website page.
Due date: February 14, 2013
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USA Pro Challenge Newsletter
The USA Pro Challenge newsletter is distributed to 40k+ subscribers on a varying basis, with
more frequency as race week approaches. The LOC has an opportunity to place featured
content in a newsletter. Content should be in text blog format with images and may highlight
lodging and amenities, culture, overview, attractions, top local rides, etc.
Due Date: February 14, 2013
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Host City Website
The Host City website is your website that you maintain and promote your partnership with the
USA Pro Challenge. You have the creative liberty to what you would like with you host website
within reason, of course. Below are suggested elements that you could use on your host city
website.
HOME PAGE:
¥ Latest Local Race News
¥ Blog Access
¥ Donate Link (also found on ALL tabs and pages)
¥ Social Media Plug Ins (also found on ALL tabs and pages)
TABS:
Home
Race Day
¥ Race Route & Parking Info
o Map
o Encourages Alternate Transportation
o Public Parking
o Road Closures / Length of Closure
o Where Road Closure Will Be
o Link to More Information
Festival
¥ What is the Festival?
¥ Why Should Vendors Want to be in the Festival
¥ What is the Focal Point of the Festival
¥ Sustainability in Festival
¥ Where is the Festival?
¥ Downloads
o Vendor Application
o Sustainability Guidelines
o Sustainability Agreements
Events
¥ Local Ancillary Events
o What
o When
o Where
o Time
o Description
o Cost
Volunteer
¥ Want to get involved?
o Link to Volunteer Application
o Volunteer Profile
o Specific Volunteer Positions Needed (pre-race, race day, post-race)
o Qualifications for each Position
Partners
¥ Thank you to LOC Partners
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¥ Link to Email Local LOC to Become a Partner
¥ Live Link to all Partner Websites
Contact
¥ Questions about Race Coming Through the Town
¥ Link to Email LOC directly (info@breckprocycling.com)
¥ List of Contacts by Department
Links
¥ City Websites
¥ Local Vacation Planner
¥ USA Pro Challenge Website & Social Media Networks
¥ Links to Important Local Partners (logo design/website host & design)
IMAGES:
¥ Cover Image (also found on ALL tabs and pages)
o Logo (includes stage number and date)
o Iconic Town Shot
¥ Background
o Race Picture (also found on ALL tabs and pages)
¥ Most Tabs Include Local Images Pertaining to That Tab or Beautiful Scenery Visitors would
see During the Race)
BLOGS:
¥ Blog by Locals (i.e. committee members, community members, local cyclists, partners)
¥ Blog Content may Include but Not Limited to Host City Updates, Rider News, Team
Announcements, Local Involvement
Example Host City Website: http://upcc.gobreck.com/
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MEDIA & PUBLIC RELATIONS
The LOC plays a vital role in disseminating USA Pro Challenge publicity to local media and
to the community. Working with the USA Pro Challenge media department, the LOC is
responsible for securing local pre-race print, television, radio and Internet coverage to
create event awareness. Media coverage will create community interest in the USA Pro
Challenge and highlight its status as a premier cycling event, and also as a sporting event
commanding worldwide recognition.
Event awareness is created in your community by
distributing race information and story ideas to the
media; feature articles in local newspapers and
magazines; radio and television interviews and
promotions; and community programs and ancillary
events held in conjunction with the USA Pro Challenge.
To assist in your public relations campaign, the USA
Pro Challenge media department will provide you with
press releases, race and course information, team and
athlete information, promotional and publicity ideas, quote sheets and photos. It is
important to be flexible and creative when planning media and public relations campaigns.
The USA Pro Challenge's media department will e-mail an advance copy of all national
press releases to the LOC one day before it is released to our media contacts across the
country. This allows you to prepare it for release to your list of local media simultaneously
or on the following day. The release is embargoed until it is sent out by the USA Pro
Challenge’s media department. Under no circumstances should the release go out of your
office before the official release date. The information should be simultaneously released
across the board to protect the integrity of each venue and the national public relations
plan.
Press Releases
We encourage active press release campaigns. It is important to keep the local media and
your community up-to-date on USA Pro Challenge race information, as well as information
specific to your area. An active campaign builds enthusiasm and excitement for the race.
The USA Pro Challenge media department will provide you with press releases announcing
the cities, the race course, participating teams and athletes, television coverage, and
information about the title sponsors. Due to the sensitivity of information in these areas, it
is very important that all releases regarding these subjects originate from the Tour media
department and not the LOC.
The LOC should create press releases to distribute information specific to your area: local
sponsors, local media partners, ancillary events, route specifics (after details have been
officially released), traffic information, local events, etc. It is especially important to highlight
your local sponsors and media sponsors because these organizations help to bring the
USA Pro Challenge to your community.
Factual communication with the media is key to the success of your campaign. It is
imperative that all Tour facts are checked with the USA Pro Challenge media director
before information is made public. Please e-mail all releases to the USA Pro Challenge's
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media department for verification and review prior to releasing. We appreciate timeliness in
releases, and guarantee prompt turnaround on approval.
The USA Pro Challenge media department maintains a list of thousands of regional,
national and international media contacts throughout the country that are e-mailed all
official USA Pro Challenge press releases. The LOC should develop a supplemental list of
local media to ensure complete and thorough penetration of the information in your area.
The list should include regional newspapers and magazines; editors for cross-over sections
such as business, metro, lifestyle, entertainment, food, and travel; business journals; cable
programs; community calendars; shopping guides; and any other specialized media in your
area. It is important to be sure your list is current and the correct person receives the
information.
The same day as national outreach, official USA Pro Challenge press releases are sent to
the sports editors of a priority list: National newspapers, sports magazines and international
outlets.
After press releases are issued, it is important for the LOC media contact be available to
answer questions from the media regarding local information. If you have any doubts about
accurate or appropriate responses, please refer the person to the Tour media department.
Information in national press releases is subject to change. Occasionally, the participating
teams and athletes, television times and even the race route change after commitments are
made and contracts are signed. We try to avoid this by not releasing information until it is
certain, but changes do occur. All materials should be carefully dated to ensure information
is current.
All press releases should be printed on stationary that includes the USA Pro Challenge’s
graphic logo. USA Pro Challenge organizers work hard to achieve continuity in imaging of
the USA Pro Challenge and it is important that press releases conform to the image.
Press Release Specifications
¥ All press releases with USA Pro Challenge information should be pre-approved with
sign-off from the USA Pro Challenge media department prior to release
¥ USA Pro Challenge controls all information regarding race courses, participating teams
and athletes, prizes and prize money, national sponsor information, television coverage,
the title sponsor and the USA Pro Challenge
¥ Under no circumstance can national press releases be released before the date set by
the USA Pro Challenge
¥ No course route specifics can be released until the race has been formally announced
in your community
¥ Press releases should be dated and include the USA Pro Challenge framework graphic
placed on the upper left-hand side, flush with the top of the page
¥ Customized letterhead for local press releases should be pre-approved by the USA Pro
Challenge
¥ When in doubt about an appropriate response, refer media to the USA Pro Challenge's
media department
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USA Pro Challenge Press Kits
¥ The USA Pro Challenge produces a generic press kit to distribute race information in
the media rooms during race week
¥ As with press releases, it is important that all press kits conform to the USA Pro
Challenge’s visual identity and that all custom releases are pre-approved by the USA
Pro Challenge
¥ Specifications
o Release on overall race route, local route and host venues
o USA Pro Challenge quick facts and overall course map
o Release on TV coverage
o Biographies of spokespeople
o Logo sheet
o LOC related press releases, including local sponsors
o Other race related releases
Media Race Credentials
Media credential applications and general press information for the event will be sent to the
national media list in early summer. The LOC should forward the application to their
supplemental lists. We urge the LOC to talk to local media and encourage them to attend
the event. We request your assistance in targeting media outside of sports, i.e. business,
food, and metro editors.
¥ Media credentials are issued by the USA Pro Challenge media department. On race
day, ALL members of the media — international, national, freelance, and local — will be
required to have, and properly display, credentials issued by the USA Pro Challenge.
This policy applies to all print, radio, Internet and television personnel. The credentials
should be applied for via the online media credential portal on the USA Pro Challenge
website, and the application should be received by the USA Pro Challenge Media
Department prior to a yet to be determined deadline date. On-site operations are
hectic; it is difficult to approve credentials for media during the race. Applications
submitted on the day of the race will be considered on a case-by-case basis.
¥ Freelance reporters and photographers will be required to have a letter of affiliation from
the editor of the paper or publication they have
been hired by, on official letterhead, to be
considered for a credential. This policy ensures
freelancers are affiliated with a specific publication
rather than simply trying to gain access to
restricted areas. Freelance photographers hired
by a host city must submit a letter of assignment
from a member of the LOC with their application.
¥ Road access credentials and photographer vests
are issued only to experienced cycling event photographers. Credentials and
photographer vests should be worn at all times. The number of credentials issued is
kept to a minimum to protect the safety of the cyclists participating in the event. There
is only a limited amount of road space at the finish and start line areas.
o Print reporters are provided a designated media tent or room, complete with a TV
monitor for viewing the last hour of the race. This tent is adjacent to the finish line
and is open before the race finish. To allow broadcast journalists to obtain
interviews and quotes immediately following the race and/or awards ceremony, a
separate area will be set up next to the awards stage. Access to this area will be
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restricted to a very small number of broadcast reporters and will be controlled by the
USA Pro Challenge media department.
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MERCHANDISE
The LOC has an opportunity to generate revenue through the sale of officially licensed Tour
apparel, customized for each Host City, prior to race week. The official merchandise
fulfillment partner of the Tour is Gameday Merchandising, based in Denver, CO.
CREATIVE APPROVALS
Gameday Merchandising will facilitate a collection of pre-approved design templates and
will work with LOCs to customize. LOCs may use these design templates or create
customized designs with explicit Tour approval. All final artwork must be submitted to Ben
Rifkin for approval prior to production.
PRIOR TO RACE DAY
Gameday Merchandising will process all orders of officially licensed Tour merchandise.
Each LOC may purchase merchandise by the following procedure:
o LOC may purchase product at wholesale cost plus 20%
o 50% deposit due at time of order and balance due at time of ship (check or credit
card)
o Gameday must be notified of any discrepancies in what you receive versus what
was ordered within 24 hours of product delivery
o LOCs may sell merchandise within their community until August 16.
RACE DAY
LOCs may sell local branded merchandise on the day of he race in their city on
consignment:
Consignment: The LOC can provide merchandise to Gameday Merchandising on a
consignment basis. LOC will pay a consignment fee of 20% of gross sales net of sales tax.
Merchandise must be checked in at the main merchandise tent on the day of the event to
Gameday.
As a reminder, stage jerseys cannot be sold by the LOC during the race.
GAMEDAY CONTACT
Paula Robson (probson@gamedaymerchanding.com) is the account manager for USA Pro
Challenge and LOC merchandise.
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LOC PARTNERSHIP OPPORTUNITIES
The LOC has the opportunity to offset costs of participating with the USA Pro Challenge
and to highlight local and regional businesses/supporters through various partnership
participation at the stage level.
Local Partnership Package Formulation
Partnership efforts differ in each community depending on the amount of funds to be
raised, as well as the surrounding business environment.
• ALL POTENTIAL PARTNERS/CATEGORIES MUST BE SUBMITTED TO AND PRE-
APPROVED BY THE TOUR PRIOR TO SOLICITATION
• THE FOLLOWING INFORMATION MUST BE PROVIDED TO THE TOUR IN
ADVANCE OF ANY CONTRACTUAL AGREEMENTS WITH LOCAL PARTNERS:
- List of Prospective Partners
- List of Proposed Benefits
- Copy of Final Partnership Packages
There are different approaches that work very well for local solicitation of dollars.
¥ One approach to obtaining partners begins with setting a financial goal. This goal is
derived from the hard dollar costs you have attached to city services/police costs, public
works, as well as any other self-determined promotional dollars your committee feels
are necessary to market the event to the local public.
¥ Once a dollar amount is determined, a list of potential partners can be formed with
regard to the marketing interests of the company, based on their type of business.
¥ Next, form basic partnership packages using the benefits inventory list provided by the
Tour, with dollar amounts fixed, for a presentation to the company. The Tour will provide
materials (demographics, USA Pro Challenge Fact Sheets, etc.) to the LOC for
solicitation needs.
¥ The Tour’s Sales Team approaches partnership on a national level. Partners on the
national level may become involved locally, but it is not guaranteed. We encourage
approaching local distributors of Tour national partners for possible partnership or
product for other events held in conjunction with the Tour in your community.
¥ If the Tour organization has a contractual obligation, which offers exclusivity, the Tour
organizers are obligated to protect the product or service category they represent. It is
the obligation of the LOC to inform the Tour of all possible conflicts of interest that may
occur in the sponsorship area. All prospective local lead lists MUST be submitted in
writing to the Tour and approved, prior to solicitation.
It remains the sole right of the Tour, at any time, to deny local partnership of any company
in direct conflict with a national partnership.
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Protected Categories (Exclusivity)
The following categories are currently held as exclusive by the USA Pro Challenge for the
purposes of partner solicitation. These categories are subject to change over the course of
the planning process and could open up for local revenue opportunities. UPC will inform all
Host cities regarding any additions/deletions made based on National Partnership in a
timely manner. The UPC will set internal deadlines to release categories in a timely
manner, over the next several months, if they are not sold at the exclusive level
¥ Auto
¥ Bank/Credit Card/Financial
Services
¥ Alcoholic Beverages
¥ Non-Alcoholic Beverages
¥ Health Insurance
¥ Hospital
¥ Lasik Surgery
¥ Racks
¥ Telecomm
¥ Waste Management
Restricted Categories
The following categories are open to LOC partner solicitation with explicit written approval
from the Tour.
¥ Apparel
¥ Insurance (exclusive of Health)
¥ Cable/Satellite TV
¥ Candy
¥ Consumer Electronics
¥ CPG (Yogurt, Snack Foods)
¥ Cycling Apparel/Technical Wear
¥ Energy Bar
¥ Energy/Utilities
¥ Fitness (i.e. 24 hour)
¥ Gas/Convenience
¥ Grocer
¥ Home Furnishings Retailer (i.e.
American Furniture Warehouse)
¥ IT
¥ Quick Service Restaurant and Fast
Casual
(NOTE: Burger category is off
limits/exclusive to
Smashburger)
¥ Rental Car
¥ Sporting Goods Retailer (i.e.
Sports Authority, Dick’s, etc.)
The following categories will NOT be allowed for inclusion in the 2013 USA Pro
Challenge:
• Firearms
• Pornography
• Medical Marijuana and Tobacco
Please continue to send ALL PROSPECTIVE PARTNER LISTS to Kelly Leighton for
approval BEFORE solicitation.
The following must be provided to the Tour in advance of any contractual agreements with
local sponsors:
¥ List of Prospective Partners
¥ List of Proposed Benefits
¥ Copy of Final Partnership Packages
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Potential LOC Partnership Categories
Below are categories that are subject to change over the course of the planning process.
They are viable targets to help accomplish your local partnership initiatives. UPC will
inform all host cities regarding any additions/deletions made based on National
Partnership.
§ Arcade
§ Auto Parts
§ Barber Shop
§ Blind Store
§ Book Store
§ Brewery
§ Bridal/Tuxedo
§ Candle Store
§ Car Wash
§ Card/Gift Shops
§ Carpet
§ Cleaning Service (i.e.
Molly Maid)
§ Coffee Shop (not
brand)
§ Day Care Center
§ Doctor Office
§ Dry Cleaners
§ Pharmacy
§ Eye-Care Center
§ Fire Department
§ Flower Shop
§ Frame Store
§ Furniture Store
§ Golf Course
§ Handbag Store
§ Hotel/Lodging
Partner
§ Ice-Cream/Yogurt
Store
§ Jewelry Store
§ Kitchen Appliance
§ Lawyer Office
§ Lighting Store
§ Local Cable
Company
§ Local Printers/or Print
Chain such as Kinkos
§ Massage
§ Mattress Store
§ Media Outlet (local
Television, Radio,
Newspaper)
§ Movie Theater
§ Music Store (i.e.
Tower Records)
§ Nail Salon
§ Nursery
§ Office Supply
§ Orthodontist Office
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LOC BENEFIT INVENTORY
The USA Pro Challenge provides a unique opportunity to garner global exposure, create economic
impact, and provide priceless experiences for local residents, sponsors, visitors and spectators.
Each Tour Host City will receive an attractive package of assets to assist with local fundraising efforts,
provide hospitality opportunities for key guests, and to promote/market their community and local
businesses. The Tour provides assets for partnership packages, including:
• Pre-Race Publicity
• On-Site Exposure – signage, public address announcements
• VIP Hospitality and Experiences
• Festival Booth Space
• Marketing Collateral – posters, flyers, other
• Website – sponsor logos, links
• Ceremonies and Awards
• Media – Print, TV, Radio exposure
• Merchandise Opportunities
• Big Screen Commercials
DESCRIPTION OF ASSETS
On-Site Public Address Announcement
Eight (8) Live read PA Announcements during respective stages
Due Date: July 14
SPECS:15-seconds of copy
Submitted via YouSendIt
Sample PA Announcement:
As North America’s leading environmental solutions company, Waste Management helps
business and communities find sustainable ways to Think Green and save green. Learn
more at think green dot com.
On-Site Jumbo-Screen Commercial
Eight (8) 30 sec. Jumbo Screen Commercials (commercials will be integrated in within National
Partnerships commercials during respective stage)
Due Date: July 14
SPECS: 30-second commercial spot
• 4:3 ratio Quicktime (.mov) h.264
• High Quality (4000 kbps) / AAC Audio
Submitted via YouSendIt*
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Festival Exhibitors
Please use the Festival Exhibitor letter and “Needs Form” (available in Appendix) for all Host City
exhibitors and submit via YouSendIt (one form per exhibitor)
Due Date: July 14
¥ Five (5) 10’x10’ spaces for Local Partners-Start Cities
¥ Seven (7) 10 x 10’ space for Local Partners-Circuits, Time Trial, Finishes
¥ One (1) 10’x10’ space for Host City/Race Information Booth
¥ One (1) 10’x10’ space for LOC Non-Profit
Festival “Thank You” Board
Due Date: August 1
¥ Please send a list of the ten (10) local Host City partners that you would like featured on
the Festival Thank You Board
Submit via YouSendIt.
Host City Partner Banners
Due Date: August 1
Further information will be provided to you regarding pricing and ordering Host City Sponsor Banner
Caravan Rides
Due Date: August 1
LOC receives two (2) spots in a VIP car in the Official Race caravan on the day of their stage. Please
note: Transportation to/from respective starts and finishes is not provided by the Tour.
Please fill out the “Caravan Ride Information” form in the appendix and submit via YouSendIt
Official Event Guide Ad
USA Pro Challenge will provide LOC with one 1/2p advertisement in the printed Official Event Guide
(Velo).
Due Date: 6/28
Specs: 7.583” x 4.854” horizontal, CMYK, Minimum 266 dpi, Submitted as PDF/X1a with all
images embedded
Submitted via YouSendIt
LOC VIP HOSPITALITY PASS ALLOTMENTS & LOCAL DIGNITARY PASSES
¥ LOC Start Cities receive: Thirty (30) VIP Passes to Start Lounge at Respective Stage for Partner
Packages, etc
¥ LOC Finish/Time Trial Cities receive: Forty (40) Passes to Founders’ Box at Respective Stage for
Partner Packages, etc
¥ Four (4) Post Party Passes-All Host Cities
All Host Cities receive an additional allotment of 10 Passes* (for local dignitaries) at respective stage
All Host Cities will have the opportunity to purchase additional VIP Hospitality Passes at a discounted
rate. Details will follow.
Distribution: Passes (original allotment, +10 and any purchased later) will be sent prior to the race.
*The +10 passes are intended for Host Cities to use for city officials and dignitaries. Names for these
individuals tend to change regularly. With this in mind the protocol is as follows:
¥ LOC may choose to give the +10 Passes out in advance or put them in Will Call.
¥ If the choice is to put any or all of the +10s in Will Call: 8/6/2013
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o Put the pass(es) in an envelope with the respective name on the envelope and drop the
envelope(s) off with the VIP Will Call person at the Start or Finish VIP tent with a list!
o Envelope(s) and list need to be dropped off on the day of the event, prior to the opening of the
VIP Hospitality tent
¥ Please refrain from putting more than the +10 in Will Call if possible as Will Call is quite full from
other sources.
LOC CREDENTIALS
Credentials are provided to LOC members so that they are easily identified on race
day. They allow the LOC member to move about the site freely in order to execute
their responsibilities.
¥ Twenty (20) LOC credentials with ALL ACCESS will be provided
¥ Up to eight (8) credentials with limited access (non-hospitality) may be
provided at the discretion of the USA Pro Challenge.
¥ Anyone entering the VIP Hospitality areas, including children aged 2 and up,
will need either a credential with All Access or Hospitality Access or a VIP
pass for that particular start of finish.
¥ Upon entry to the Hospitality areas each day, all guests/staff will have their
passes punched and be provided a wristband. Both items will be necessary
for re-entry.
¥ Official UPC Credentials(with appropriate access icons) or Passes only, allow access to the VIP
Hospitality area
¥ LOC Credentials with All Access allow access to VIP Hospitality for the named person wearing
the credential
o In most instances LOC Committee members will be very busy on race day however,
entertaining your guests and supporters is very important
¥ Credentials DO NOT have escort privileges
¥ A list of names for credentialing (with appropriate access/designation) must be submitted no later
than July 12.
¥ Credentials will be mailed to the LOC in early August
Additional VIP Hospitality Pass/LOC Credential information:
¥ Please refrain from creating “passes” or name tags that hang on lanyards, to identify city officials,
dignitaries, etc.; they create confusion for the guests.
o In most instances the people wearing theses passes or name tags assume that they have
access to the VIP Hospitality area – and they do not, unless of course they also have a
credential or VIP Pass.
o The guest experience is key and drives this request; other types of identifiers – magnetic
nametag for instance – are suggested.
o If there truly is a need for creating something, please get the approval of the Director of
Hospitality in advance so that it can be incorporated into the communications to security and
those working the entrances to the VIP Hospitality areas
LOC CREDENTIALS
Credentials will be sent to LOC Chair in early August – please submit per timeline
https://upcc.wufoo.com/forms/2013-loc-credential-request/
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APPENDICES
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2013 MEETING SCHEDULE
February
¥ 11-15: LOC Site Visits and Meetings
(Start/Finish Lines, Media Ops, Festival/Village checklist)
March
¥ 11-15: LOC Site Visits and Meetings
(Start/Finish Lines, Festival/Village Entertainment)
- Present Entertainment program
- Ancillary Events (pre and race week)
April
¥ 15-17: Site Walks ONLY (Footprint, VIP, Media Ops site walks)
May
¥ 1-3: LOC Conference Calls: (Cities and Internal)
June
¥ 12: UPC LOC SEMINAR
July
¥ 2-3: Final LOC Site Visits and Meetings
August
¥ 19-25: 2013 USA Pro Challenge
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USA PRO CHALLENGE KEY STAFF CONTACT LIST
UPC Contact List
Shawn Hunter, CEO/Co-Chairman
O: (720) 490-4623
Ben Rifkin, SVP Marketing and Operations
(LOC Communications, Operations, Marketing,
Merchandise, Website)
O: (720) 490-4635 C: (970) 401-2038
brifkin@upcc.com
John Greene, SVP of Corporate Partnerships
O: (720) 490-4629
jgreene@upcc.com
Rick Cord, VP of Corporate Partnerships
(Sponsorship, Festival)
O: (720) 490-4629 C: (303) 886-7401
rcord@upcc.com
Allison Levy, Hospitality Director
(Hospitality, Accreditation,
Uniforms, In-Processing)
O: (720) 490-4636 C: (303) 901-2701
alevy@upcc.com
Alexis Yennie Baker, Manager of Corporate
Partnerships & Shawn Hunter’s Assistant
(Asset Fulfillment)
O: (720) 490-4627 C: (720) 392-8288
ayennie@consumercp.com
Lexi Nichols, Coordinator
(Social Media)
lnichols@upcc.com
Ben Davis, Media Relations
(PR, Media Credentialing, Government Relations)
ben@onsightpa.com
Steve Brunner, Media Ops/Sales
(Race Week Media Operations)
C: (719) 322-7022
sbrunner@upcc.com
Medalist Sports Contact List
Jim Birrell, Race Director
O; (770) 631-1239
Kelly Leighton, VP, Event Management
C: (770) 377-0408 or O; (770) 631-1239
kelly.greene@medalistsports.com
Tori Trice, Event Manager (LOC Support)
C, (706) 975.7215
tori.trice@medalistsports.com
Chuck Hodge, Technical Director
(Route, State/City Agencies)
O: (864) 414-9290
chuckhodge@me.com
Jeff Corbett, Technical/Course Director
(Course/County)
C; (803) 447-4068
jeff.corbett@medalistsports.com
Larry Gonzales, Production Director
(Start/Finish Line Logistics)
C; (805) 953-8313
larry.gonzales@medalistsports.com
Heidi Hughes, Operations Director
(Lodging, Meals)
C: (435) 658-0808
heidi@summiteventsdmc.com
Lynn Katano, Volunteer Director
C; (323) 514-3488
UPCCVols@aol.com
John Wood, Transportation Director
C; (678) 643-8832
john.wood@medalistsports.com
Brent Snodgrass, Production Manager
C, 706.255.4944
brent.snodgrass@medalistsports.com
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FESTIVAL EXHIBITOR LETTER
Dear Exhibitor:
Thank you for participating in this year’s FESTIVAL at the 2013 USA Pro Challenge!
As part of the process for participating in the FESTIVAL, the following forms or documents need to be
completed, signed (if applicable) and submitted as soon as possible.
1. Exhibitor information Form (for contact details, logistical needs, etc.)
2. Certificate of Insurance (referenced in Sec. 10 of “Event Booth License Agreement” OR
Sec. 17 of “Sponsorship Agreement”)
3. Permit Forms (if selling) as outlined below
Insurance Information:
Certificate Holder:
Classic Bicycle Racing, LLC
1515 Arapahoe
Tower One, 10th Floor
Denver, CO 80202
Coverage Levels Required
¥ Commercial General Liability: $1,000,000 per occurrence and $2,000,000 Aggregate
¥ Auto Liability: $1,000,000 combined single limit each accident
¥ Worker’s Compensation: Statutory; and Employer’s Liability with limits not less than
$1,000,000 each accident, $1,000,000 disease-each employee and $1,000,000 disease-
policy limit.
The General Liability and Automotive Liability policies must name the following parties as
additionally insureds and these parties must be listed on the Certificate of Insurance as
follows:
“Classic Bicycle Racing, LLC, Medalist Sports, LLC, the USA Pro Challenge, its Officials,
Sponsors, Promoters and Organizers; the State of Colorado, the Host Cities, Property Owners,
Law Enforcement Agencies or Public Entities providing support for the Event; and each of their
respective parent, subsidiary and affiliated entities, officers, directors, partners, shareholders,
members, agents, contractors, employees, volunteers, successors and assigns (collectively, the
“CBR Parties”).” 8/6/2013
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If Selling:
If you are planning to sell within the FESTIVAL, you must complete and return the following forms as
soon as possible:
1. Doc 1 – state permit
2. Doc 2 – out of state bus. registration form (if not registered in the state of Colorado)
3. Doc 3 – city permits/ sales tax docs as required per city
Please be advised the failure to submit completed and accurate forms could prevent you from
participating in the FESTIVAL. If you have any questions, please do not hesitate to contact me.
PLEASE SUBMIT ALL FORMS and RELATED QUESTIONS TO:
Nicole Jarman
NJarman@upcc.com
(c) 303-242-1032
(f) 303-592-3888
Thank you and we look forward to seeing you this August!
Best Regards,
Nicole Jarman
Manager, Festival & Entertainment Services
USA Pro Challenge
(c) 303-242-1032
NJarman@upcc.com
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FESTIVAL Exhibitor Information Form
Please complete the two-page Exhibitor Information Form below and fax or email to the following by
Friday, July 14th:
Nicole Jarman
Manager, Festival & Entertainment Events
USA Pro Challenge
Cell: 303-242-1032
Fax: 303-592-3888
Festival Location: _____________________________________ ___________
(Name of city/cities or ‘Full Race’) (Date/s)
Company Name: ___________________________________
(As it should appear event signage or marketing materials)
Contact Person: ___________________________________
Title: _____________________________________
Phone: ____________________________________________
Fax: ______________________________________________
Email: _________________________________________________________
Mailing Address:_________________________________________________
City: ______________________ State: _______________
Zip: _______________________
Contact Person during event week if different from above:_________
Please check here _________ if you will be bringing your own tent.
Please check here _________ if you would like to use a tent provided by UPC.
USA Pro Challenge must approve all activities planned at your booth. Please provide a detailed
list of all activities as well as any product(s) you plan to display or distribute.
Are you planning on selling goods or merchandise? ___ Yes ___No
If yes, permit applications / sales tax docs. May apply per city.
Booth
Space
Size:
UPC
Internal
Use
Only
10x10
_____
10x30
_____
10x20
_____
Other:
___________________
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Are you planning on sampling food/beverage products at your booth? _______Yes ______No
If yes, health permits may apply per city. They will be provided to you.
Description of all Booth activities:
_____________________________________________________________________________
_____________________________________________________________________________
__________________
Will the exhibit require electricity? _______Yes ________No
If Yes, _________ 100 V _________ 220 V _________Other
# of Amps required _________________________________
Please describe for what you will be utilizing the
power:________________________________________________________________________
____________________________________________________________________________
Every exhibitor receives the following:
¥ One (1) tent
¥ One (1) Table – 6 ft*
¥ Two (2) Chairs*
¥ One (1) waste basket
*Based on a 10 x10 tent
Please describe any special needs:
_____________________________________________________________________________
_____________________________________________________________________________
__
Each exhibitor is responsible for the transportation, set-up and take down of their exhibit(s)
materials (e.g. Banners; displays; etc.)
Each exhibitor must fill out the Festival Event Booth License Agreement*, as well as any State or
Local Forms if you are planning on selling.
Each exhibitor will receive a Festival Kit a few weeks before the race that will provide all of the
pertinent information that you will need throughout the week, (hours of operation load-in and load-
out times, parking instructions, etc.)
If you have any questions, please call Nicole Jarman at 303-242-1032
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Caravan Ride Information
PLEASE RETURN BY AUGUST 1 TO: TORI TRICE
HOST CITY:
PRIMARY CONTACT INFORMATION
Last Name: First Name:
Primary Contact Title:
Cell: Work:
Email:
Emergency Contact: Primary Phone #:
CARAVAN RIDE PARTICIPANTS’ INFORMATION
Caravan Ride #1 Participant
Stage#
⃝ Mr. ⃝ Mrs.⃝ Ms.⃝ Other ⃝ Male ⃝ Female
Last Name: First Name:
Preferred name:
Business Title:
Cell: Work:
Email:
Emergency Contact: Primary Phone #:
Caravan Ride #2 Participant
Stage#
⃝ Mr. ⃝ Mrs.⃝ Ms.⃝ Other ⃝ Male ⃝ Female
Last Name: First Name:
Preferred name:
Business Title:
Cell: Work:
Email:
Emergency Contact: Primary Phone #:
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HOSPITALITY/CREDENTIAL/VOLUNTEER FORM LINKS
¥ Start Hospitality Forms:
CATERING RFP
Template to be used to secure caterer for Start Lounge
http://usaprocyclingchallenge.com/2013-start-hospitality-catering-rfp
SELECTED CATERER INFO
To be submitted once Start Lounge caterer is selected (per timeline)
https://upcc.wufoo.com/forms/2013-vip-hospitality-caterer-information/
CATERER PRODUCTION NEEDS
To be submitted so Tour is prepared for caterer needs (per timeline)
https://upcc.wufoo.com/forms/2013-catering-production-needs/
CATERER CREDENTIALS
Credentials will be distributed day of event – please submit per timeline
https://upcc.wufoo.com/forms/2013-catering-credential-request/
LOC DÉCOR PROPOSAL
Start Cities can create a unique atmosphere that showcases their city/town
https://upcc.wufoo.com/forms/2013-loc-decor-proposal/
¥ Finish Hospitality Décor Form:
LOC DÉCOR PROPOSAL
Based on space availability, there may be an opportunity. Not required.
https://upcc.wufoo.com/forms/2013-loc-decor-proposal/
¥ Volunteer T-Shirt Order Form:
LOC VOLUNTEER T-SHIRT ORDER FORM
Please provide information as requested and at the dates designated in the Timeline.
https://upcc.wufoo.com/forms/2013-loc-volunteer-tshirt-order-form/
¥ LOC Credential Request Form:
LOC CREDENTIALS
Credentials will be sent to LOC Chair– please submit per timeline
https://upcc.wufoo.com/forms/2013-loc-credential-request/
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Website Overview Tab Form-City Page
Host City:
Description:
Image:
Link:
Date Submitted:
Submitted By:
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Host City
Event Date
Event Name
Event Start
Time – End
Time
Location
Short
Description
Date
Submitted
Submitted By
Only sanctioned USA Pro Challenge events, please.
Ancillary Event Website Request Form
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YouSendIt Dropbox Instructions
Step 1: Open Web Browser
Step 2: Enter the following URL into the address box
http://dropbox.yousendit.com/UPC-PARTNERS
Step 3: Press Enter
Address
Box
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Step 4: USA Pro Challenge Dropbox Landing Page Will Appear
Step 5: Enter in your email address
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Step 6: In the Subject Line box enter in your LOC name and the name of the deliverable
you are submitting (i.e. Vail, The Denver Post ¼ page ad)
Email
Address
Box
Subject
Line Box
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Step 7: Click-On Browse Icon
Step 8: A window will appear for you to select the file you would like to upload
Step 9: Double-click on the file you would like to submit
Browse
Icon
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Step 10: Once you have double-clicked the file you would like to submit, you will be
redirected to USA Pro Challenge landing page
Step 11: Click on Send-It Icon
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Step 12: A screen will appear while your file is processed through YouSendIt
Step 13: A screen will appear once your file has successfully been uploaded to
YouSendIt
Send-It
Icon
8/6/2013
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Step 14: Congratulations you have successfully uploaded your deliverable to the USA
Pro Challenge YouSendIt Dropbox!
NOTE: As you are saving files to be submitted please use the following format:
sponsorname_deliverablename_date
Example: wastemangement_paannouncementcopy_031512
**If file is not submitted in this format it will not be considered delivered**
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MEDIA ROOM LAYOUTS
Press Room General Layout
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Press Conference Layout
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GUIDE FOR Host Cities: BOX LUNCH RFP
USA Pro Challenge
Host Start Cities
Local Organizing Committee Leaders
REQUEST FOR PROPOSALS (RFP) EXAMPLE
USA Pro Challenge Caravan Box Lunches
As part of the daily requirements for managing the USA Pro Challenge professional cycling race
coming to (your host city) on August (your host city date), a box lunch is provided to teams and
designated working staff traveling with the official caravan. (insert your city) is seeking proposals
based on the following requirements.
¥ 600 boxed lunches to include (but not limited to): sandwich, fruit, chips, cookie
¥ Sandwich choices to include three varieties (35% Turkey or Chicken; 30% Roast Beef;
30% Ham or alternate Chicken or Turkey; 5% Veggie)
¥ Completed, ready-to-distribute boxed lunches must arrive at the designated official Tour
location on a specific time schedule
¥ Boxed lunches must be packaged and easy to distribute
¥ Sandwiches must be easy to eat with hands (not overstuffed) and condiments need to
be on the side
¥ Sandwich bread should be either whole grain, rye, pumpernickel, sour dough – or other
varieties not including white bread
¥ Your response should include your menu ideas, delivery mechanism, budget proposal,
packaging method, contact person
¥ Lunches must be dropped off 2.5 -2 hours prior to the race start.
¥ Caterer must box/bag lunches by type (ie veggie, ham, etc).
Please submit your proposals to (insert host city contact) no later than May 1, 2013. Final
selections will be made by the first week of July 2013.
-------------------------------------------------------------------------------------------------------------------------------
To Host Cities – If you have any questions about the menu or need help gauging appropriate
pricing, please contact the Tour’s Director of Operations, Heidi Hughes at
Heidi.hughes@medalistsports.com.
Heidi will need your completed box lunch selection with vendor contact information by June 1,
2013, allowing for time to make any necessary adjustments. She will make sure your selected
caterer has the appropriate logistical information for race day.
Thank You!
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AWARD CEREMONIES
Stage #:
CITY, CO
DATE: August XX
Award Ceremony Participant Timeline –
XX p.m. Hospitality opens
p.m. City/LOC presenters meet LOC rep at Hospitality tent
p.m. Presenters escorted over to the Green Room behind the
Awards Stage
*time is approximate and may change based on rider arrival time
p.m. Finish of Stage X
Awards begin immediately after finish
PART 1: City Officials Introductions/Welcome:
Tour Announcer will introduce representatives on stage just prior to Awards
1. _NAME & TITLE_________(*speaker)
PART 2: LOC Awards Ceremony Presenters:
1. 3rd Place Presenter (floral arrangement): NAME & TITLE
2. 2nd Place Presenter (floral arrangement): NAME & TITLE
3. 1st Place Presenter (Unique gift from the City): NAME (Mayor/City Official)
PART 3: JERSEY PRESENTATION – (NATIONAL SPONSORS)
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START CEREMONIES
Stage #:
CITY, CO
DATE: August XX
Start Ceremony Participant Timeline –
Xx am - Start Hospitality opens
a.m. National Anthem singer report to Announcers Stage for Sound Check
a.m. Rider Sign-In begins (1 hour prior to Start)
a.m. City/LOC representatives meet Kelly Greene at the Announcers Stage
a.m. Tour Announcer will introduce and interview representatives
a.m. Rider Call-Up
a.m. National Anthem
a.m. Start of Stage X
Please provide the following information:
City Officials Introductions/Welcome:
1. NAME & TITLE
2.
3.
4.
5.
Start Ceremonies
Color Guard (if applicable): NAME & TITLE
LOC National Anthem: Band or Singer(s) – NAME & TITLE
*(please indicate the size of band/choir, if applicable)
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USA Pro Cycling Challenge Time Trial Route
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USA Pro Cycling Challenge Time Trial Route
Pedestrian Zones
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Frontage Road Parking - Public
Frontage Road Parking - Event Staff
I 0 10.5 Miles This map was crea ted b y th e Town of Vail GIS Tea m. Use of this map sh ould be for ge neral p urp ose s only. The Town o f Vail do es not warran t the accuracy of the information contained herein.(whe re sh own, parcel line wo rk is app ro ximate )
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1 0 :3 0 A M A u g u s t 2 2 , 2 0 1 3 t h r o u g h A u g u s t 2 3 , 2 0 1 310:3 0 A M A u g u s t 2 2 , 2 0 1 3 t h r o u g h A u g u s t 2 3 , 2 0 1 3
8/6/2013
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: August 6, 2013
ITEM/TOPIC: First reading of Ordinance No. 12, Series of 2013, An Ordinance Approving the
General Planning Document for the 2015 World Alpine Ski Championships, and Setting Forth
a Special Review Process to Allow for Staff Approvals for Temporary Signs, Structures, Street
Decor, and other Temporary Improvements for the World Alpine Ski Championships of 2015.
PRESENTER(S): George Ruther
ACTION REQUESTED OF COUNCIL: Approve, approve with modifications, or deny
Ordinance No. 12, Series of 2013, on first reading.
BACKGROUND:
The Town of Vail will be hosting the 2015 World Alpine Ski Championships from February
2nd through February 15th, 2015. In Order to facilitate the preparation necessary for such an
event, Staff is requesting Town Council to determine that in the areas of temporary signs,
structures, and street decor, to exempt the sponsoring organization of the World
Championships, the Vail Valley Foundation, from complying with all the Town's zoning, Design
Review Board, and sign code requirements and to set forth a special process to handle such.
STAFF RECOMMENDATION: Approve, approve with modifications, or deny Ordinance No.
12, Series of 2013, on first reading.
ATTACHMENTS:
Ordinance No. 12, Series of 2013
8/6/2013
Ordinance No. 12, Series of 2013
ORDINANCE NO. 12
Series of 2013
AN ORDINANCE APPROVING THE GENERAL PLANNING DOCUMENT FOR THE 2015
WORLD ALPINE SKI CHAMPIONSHIPS, AND SETTING FORTH A SPECIAL REVIEW
PROCESS TO ALLOW FOR STAFF APPROVALS FOR TEMPORARY SIGNS,
STRUCTURES, STREET DECOR, AND OTHER TEMPORARY IMPROVEMENTS FOR
THE WORLD ALPINE SKI CHAMPIONSHIPS OF 2015.
WHEREAS, the Town of Vail shall be hosting the 2015 World Alpine Ski
Championships from February 2nd through February 15th, 2015; and
WHEREAS, said event is the major international ski competition in non-Olympic years;
and
WHEREAS, said event is a major undertaking requiring temporary structures, signs,
street decor, and other temporary improvements in order to be properly staged; a nd
WHEREAS, said event is determined to be of major importance to the Town
for economic, cultural, and social reasons; and
WHEREAS, in order to facilitate the preparation necessary for such an event, the
Town Council has determined that in the areas of temporary signs, structures, and street
decor, it is necessary to exempt the Vail Valley Foundation, which is the sponsoring
organization of the World Championships, from complying with all the Town's zoning, Design
Review Board, and sign code requirements, and in their stead, to set forth a special process
to handle such, temporary signs, structures, street decor, and other temporary
improvements for the event.
NOW, THEREFORE, BE IT ORDAINED BY THE TOWN COUNCIL OF THE TOWN OF VAIL,
COLORADO:
Section 1
The Vail Town Council hereby endorses the general planning document for the 2015 World
Alpine Ski Championships.
Section 2
It is understood that in order to facilitate the 2015 World Alpine Ski Championships,
certain temporary improvements shall be utilized by the event organizers, and that these
improvements shall include, but may not be limited to, the following:
A. Flags and banners
B. Temporary structures
C. Outdoor lighting
D. Snow and ice sculptures
E. Entertainment and hospitality venues
F. Parades
G. Opening and awards ceremonies
8/6/2013
Ordinance No. 12, Series of 2013
H. Race finish stadium
I. Opening ceremonies stadium
J. Food, trade, and festival centers
K. Media centers
L. Temporary signs and transportation
In order to facilitate the construction of the temporary improvements set forth above
which are necessary for the conduct of the 2015 World Alpine Ski Championships, the
following process shall be substituted for the customary review process for zoning, design
review, and sign review as set froth in the Municipal Code of the Town of Vail.
A. All temporary signs, structures, and street decor, and other temporary
improvements necessary and desirable for the conduct of the 2015 World Alpine Ski
Championships shall be submitted to the Town of Vail for review in a reasonable time prior to
their construction or placement within the Town.
B. The Town of Vail will review the requested structures, signs, or improvements
in cooperation with representatives of the event organizers. The event organizers and the
Town of Vail shall work closely on an ongoing basis to facilitate the approval process and to
implement the general planning document. If the temporary signs, structures, or other
temporary improvements meet the approval of the Town of Vail, they may be implemented by
the event organizers.
C. If the event organizers and the Town of Vail disagree on the approval of any
temporary signs, structures, street decor, or other temporary improvements, a final decision
shall be made by the Vail Town Manager.
D. The event organizers or a Town of Vail representative shall report to the Town
Council on a monthly basis to update them on the planning process for the 2015 World
Alpine Ski Championships at a regularly scheduled Town Council Work Session.
Section 3
Nothing in this ordinance shall relieve the event organizers from the obligation to conform to
all adopted building and construction codes, including the Uniform Building Code, the
Uniform Fire Code, and the National Electric Code. Nothing herein shall be deemed to relieve
the event organizers from complying with any and all applicable ordinances, laws, and
regulations relating to life, health, safety and public welfare. The event organizers shall obtain
all required permits and be subject to all required building inspections for the construction of
any temporary structures.
Section 4
If any part, section, subsection, sentence, clause or phrase of this ordinance is for any
reason held to be invalid, such decision shall not effect the validity of the remaining portions
of this ordinance; and the Town Council hereby declares it would have passed this
ordinance, and each part, section, subsection, sentence, clause or phrase thereof,
regardless of the fact that any one or more parts, sections, subsections, sentences, clauses
or phrases be declared invalid.
8/6/2013
Ordinance No. 12, Series of 2013
Section 5.
The Town Council hereby finds, determines and declares that this ordinance is necessary
and proper for the health, safety and welfare of the Town of Vail and the inhabitants thereof.
Section 6
The repeal or the repeal and enactment of any provision of the Municipal Code of the Town of
Vail as provided in this Ordinance shall not affect any right which has accrued, any duty
imposed, any violation that occurred prior to the effective date hereof, any prosecution
commenced, nor any other action or proceedings as commenced under or by virtue of the
provision repealed or repealed and reenacted. The repeal of any provision hereby shall not
revive any provision or any ordinance previously repealed or superseded unless expressly
stated herein.
INTRODUCED, READ ON FIRST READING, APPROVED AND ORDERED PUBLISHED
ONCE IN FULL, this 6th day of August, 2013. A public hearing on this ordinance shall be held
at the regular meeting of the Town Council of the Town of Vail, Colorado, on the 20th day of
August, 2013, in the Municipal Building of the Town of Vail.
__________________________________
Andrew P. Daly, Mayor
ATTEST:
____________________________________
Tammy Nagel, Acting Town Clerk
INTRODUCED, READ, ADOPTED AND ENACTED ON THE SECOND READING AND
ORDERED PUBLISHED (IN FULL) (BY TITLE ONLY) THIS 20TH DAY OF AUGUST, 2013.
__________________________________
Andy Daly, Mayor
ATTEST:
____________________________________
Tammy Nagel, Acting Town Clerk
8/6/2013
Ordinance No. 12, Series of 2013
8/6/2013
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: August 6, 2013
ITEM/TOPIC: Second reading of Ordinance No. 10, Series of 2013, An Ordinance making
supplemental appropriations to the Town of Vail General Fund, Capital Projects Fund, Real
Estate Transfer Tax Fund and Heavy Equipment Fund of the 2013 Budget for the Town of
Vail, Colorado; and authorizing the expenditures of said appropriations as set forth herein; and
setting forth details in regard thereto.
PRESENTER(S): Kathleen Halloran
ACTION REQUESTED OF COUNCIL: Approve or approve with amendments Ordinance No.
10, Series 2013
BACKGROUND: Please see attached memo
STAFF RECOMMENDATION: Approve or approve with amendments Ordinance No. 10,
Series 2013
ATTACHMENTS:
Supp 2
8/6/2013
TO: Vail Town Council
FROM: Finance Department
DATE: August 1, 2013
SUBJECT: 2013 Supplemental Appropriation
On Tuesday evening you will be asked to approve Ordinance 10, second supplemental
appropriation of 2013 upon second reading.
Changes from first reading
The following items reflect information requested by Council or updates since first
reading:
General Fund
On July 16th, Town Council requested information on remaining funds in the 2013
budget for the Commission on Special Events (CSE) relating to a $15,000 off-cycle
funding request from Living Well. The CSE has approximately $32,700 remaining
however the CSE will consider funding requests on August 7th for the Vail Holidaze
event (due to Vail Resorts pulling funding from the event) and the NORAM Cup by
Ski/Snowboard School Vail. Staff requesting feedback on off-cycle funding request for
Living Well.
Budgeted revenue for Lift tax has been increased by $290,000 based on current
overage, and assumes modest activity for November/December.
The Vail Library is requesting to use $6,000 of Friends of the Library grant dollars to
fund conservation treatment and a frame for a quilt to be hung inside the library.
RETT Fund
A request of $1.5 million is included for the Ford Park Improvements project based on
current construction estimates and bids received, pending the outcome of Council
discussion on August 6th.
8/6/2013
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8
8/6/2013
Ordinance No. 10, Series of 2013
ORDINANCE NO. 10
SERIES OF 2013
AN ORDINANCE MAKING BUDGET ADJUSTMENTS TO THE TOWN OF VAIL GENERAL
FUND, CAPITAL PROJECTS FUND, REAL ESTATE TRANSFER TAX FUND, AND HEAVY
EQUIPMENT FUND OF THE 2013 BUDGET FOR THE TOWN OF VAIL, COLORADO; AND
AUTHORIZING THE SAID ADJUSTMENTS AS SET FORTH HEREIN; AND SETTING FORTH
DETAILS IN REGARD THERETO.
WHEREAS, contingencies have arisen during the fiscal year 2013 which could not have
been reasonably foreseen or anticipated by the Town Council at the time it enacted Ordinance No.
16, Series of 2012, adopting the 2013 Budget and Financial Plan for the Town of Vail, Colorado;
and,
WHEREAS, the Town Manager has certified to the Town Council that sufficient funds are
available to discharge the appropriations referred to herein, not otherwise reflected in the Budget, in
accordance with Section 9.10(a) of the Charter of the Town of Vail; and,
WHEREAS, in order to accomplish the foregoing, the Town Council finds that it should make
certain budget adjustments as set forth herein.
NOW, THEREFORE, BE IT ORDAINED, BY THE TOWN COUNCIL OF THE TOWN OF
VAIL, COLORADO that:
1. Pursuant to Section 9.10(a) of the Charter of the Town of Vail, Colorado, the Town
Council hereby makes the following budget adjustments for the 2013 Budget and Financial Plan for
the Town of Vail, Colorado, and authorizes the following budget adjustments:
General Fund $ 365,450
Capital Projects Fund 124,869
Real Estate Transfer Tax Fund 3,390,440
Heavy Equipment Fund 105,000
Total $ 3,985,759
2. If any part, section, subsection, sentence, clause or phrase of this ordinance is for any
reason held to be invalid, such decision shall not affect the validity of the remaining portions of this
ordinance; and the Town Council hereby declares it would have passed this ordinance, and each
part, section, subsection, sentence, clause or phrase thereof, regardless of the fact that any one or
more parts, sections, subsections, sentences, clauses or phrases be declared invalid.
3. The Town Council hereby finds, determines, and declares that this ordinance is
8/6/2013
Ordinance No. 10, Series of 2013
necessary and proper for the health, safety, and welfare of the Town of Vail and the inhabitants
thereof.
4. The repeal or the repeal and reenactment of any provision of the Municipal Code of
the Town of Vail as provided in this ordinance shall not affect any right which has accrued, any duty
imposed, any violation that occurred prior to the effective date hereof, any prosecution commenced,
nor any other action or proceedings as commenced under or by virtue of the provision repealed or
repealed and reenacted. The repeal of any provision hereby shall not revive any provision or any
ordinance previously repealed or superseded unless expressly stated herein.
5. All bylaws, orders, resolutions, and ordinances, or parts thereof, inconsistent
herewith are repealed to the extent only of such inconsistency. This repealer shall not be construed
to revise any bylaw, order, resolution, or ordinance, or part thereof, theretofore repealed.
INTRODUCED, READ, APPROVED, AND ORDERED PUBLISHED ONCE IN FULL ON
FIRST READING this 16th day of July, 2013, and a public hearing shall be held on this Ordinance
on the 6th day of August, 2013, at the regular meeting of the Town Council of the Town of Vail,
Colorado, in the Municipal Building of the town.
_______________________________
Andrew P. Daly, Mayor
ATTEST:
___________________________
Lorelei Donaldson, Town Clerk
READ AND APPROVED ON SECOND READING AND ORDERED PUBLISHED IN FULL this 6th
day of August 2013.
_____________________________
Andrew P. Daly, Mayor
ATTEST:
________________________________
Lorelei Donaldson, Town Clerk
8/6/2013
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: August 6, 2013
ITEM/TOPIC: Adjournment (8:30 p.m.)
8/6/2013