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Home My WebLink About2006-10-12 Support Documentation CSE Special MeetingMinutes: Town of Vail: Commission on Special Events Special Meeting Administrative Conference Room, Vail Municipal Building Thursday, October 12, 2006 at 11:00 a.m. CSE Members Present: Robert Aikens, Stephen Connolly, Clint Huber, Scott Stoughton, Heather Trub and Chairman Dave Chapin CSE Member Absent. Richard tenBraak (due to a pre-determined conflict of interest, he had recused himself from all matters pertaining to the listed agenda item.) Others Present: Rebecca Young, Matt Mire, Steve Rosenthal, Matthew Green, Lachie Thomas, Greg Raile and Sybill Navas AGENDA: Review of proposals submitted in response to the RFP for a "Special Event Guide and Application," with revisions as requested by the CSE at their meeting on September 26, 2006, and determination as to whether or not to award a contract at this time, and if so, to whom. Chairman Dave Chapin called the meeting to order at 11:15 a.m. CSE member Stephen Connolly, citing a conflict of interest on account of the fact that his company submitted one of the proposals under considc.."on, recused himself fi.,u. the meeting and left the room. Vail Town Attorney Matt Mire, stating for the record that this meeting is an open public hearing, briefed the CSE members on appropriate considerations for decision. He informed the members that an allegation of bias ;,,.y..ssed on the record has been filed by the Vail Chamber and Business Association concerning a statement made by Robert Aikens as recorded at 12:10 p.m. per the tapes of the meeting of September 26, 2006. Explaining that bias does not require recusal, Mire asked Aikens if he could swear that he is able to give fair and impartial consideration based on the information presented. Aikens agreed and swore an oath to that effect. In conclusion, Matt reminded the CSE that, per ordinance, at least 4 positive votes will be required to pass any motion. Rebecca Young, rQVL-.senting Ristow and Cone, LLC, distributed an updated proposal which addressed the clarifications requested by the CSE at their meeting on September 26. She explained that Joanne Morgan was no longer able to commit to doing the design work on the proposal on account of the uncertainty as to whether or not the project would be moving forward and the fact that she had received another contract of significant size that would make it impossible for her to do both. Ristow and Cone, LLC in its updated proposal has recruited otherside creative, inc. to provide graphic design services. Steve Rosenthal, former VCBA president and CSE member, accompanied by Matthew Green and Lachie Thomas, presented the proposal offered by the Vail Chamber and Business Association. Rosenthal informed the CSE that, contrary to what seemed to be their impression, the VCBA had a great deal of experience in producing events within the CSF/sn Minutes: Special Meeting 10/12/2006 Patle I of 2 • Town of Vail; including the original Chili Cook Off, Friday Block Parties in Seibert Circle, sponsoring the Circus Chimera in Vail on three occasions, International Festival including the Riverdance group and the "Turn It Up" customer service training programs. Lachie Thomas added that the most basic Option 1 could be updated over time into Option 3, however Town of Vail IT technician, Greg Raile, stated that the Town of Vail is reluctant to commit to the use an outside server. Sybill then read an e-mail received from Joel Heath into the record, which stated that Untraditional Marketing is withdrawing their proposal "after great consideration of the depth of politics and recognizing the potential conflicts that this project is accumulating." She added that, as staff to the CSE, her recommendation is to postpone the develor...ent of the Special Event Guide and Handbook based on the following considerations: • The Town of Vail Event Review Committee (ERC), consisting of staff representatives from all departments affected by special events, has expressed their opinion that it is premature to move forward with the guide at a time when Vail's renewal projects will create several new venues. ¦ The work loads of most of the ERC representatives have been increased significantly with the quantity of construction projects underway in the town, and most have ,1?1,.-z ssed their reluctance to undertake an additional project which will require their input at this time. • There have been significant changes to the Town's event permitting process over . the last year and there continue to be areas identified where improvements can be made and cu..:.u? vagaries can be clarified. • Postponement can provide an opportunity for a facilitated discussion in next few months between the ERC and Event Promoters to identify areas in the permitting process where there can be more flexibility as opposed to determining what information is essential within a specified time frame. ? Motion to not award a contract to produce a Special Event Guide and Application at this time and to request from the Town Council a rollover into 2007 of the $24,000 remaining in the 2006 CSE budget. VS/P: Robert Aikens, Clint Huber, Unanimous. Motion to adjourn at 12:15 p.m. M/S/P: Clint Huber, Robert Aikens, Unanimous. Minutes taken and submitted by Sybill R. Navas, CSE Coordinator October 12, 2006 t (,? Approved by: 1, (J' .- 9"i- Date: I V l v Q an, Commission on: ?pecial Events 1 Next Meeting: Tuesday, October 24, 2006 at 9:00 a.m. CSEisn Minutes: Special Meeting 10112!2006 Page 2 o1_2 Town of Vail: Commission on Special Events Snecial Meeting Administrative Conference Room, Vail Municipal Building Thursday, October 12, 2006 at 11:00 a.m. AGENDA: Review of proposals submitted in response to the RFP for a "Special Event Guide and Application," with revisions as requested by the CSE at their meeting on September 27, 2006, and determination as to whether or not to award a contract at this time, and if so, to whom. Order of presentations: (not to exceed 15 minutes each) ¦ Ristow and Cone, LLC: Representative of Stephen Connolly ¦ Untraditional Marketing: Tricia Capello and Joe Blair/by phone ¦ Vail Chamber and Business Association: Kaye Ferry and Lachie Thomas Adjournment: 12:00 p.m. Next Meeting: Tuesday, October 24, 2006 at 9: 00 a. m. From: "Joel Heath" <heath@untraditional.com> "'Special Events"' <specialevents@vailgov.com>, <vaildc@comcast.net>, To: <clintrox@hotmail.com>, <sfcvail@hu6,,ail.com>, <verbatimbooksellers@hotmail.com>, <rtenbraak@manorvailxom>, <scvL6toughton@mindspring.com>, <blair@untraditional.com>, <hmt@vail.net>, <rha@vail.net>, <kayeferry@vailchamber.org> "Matt Mire" <MMire@vailgov.com>, "'Joe Blair"' <blair@u,,6 c ditional.com>, "Tricia Capello"' CC: <capello@untraditional.com> Date: Monday - October 2, 2006 9:53 AM Subject: Untraditional Marketing Withdraws Proposal I just had the opportunity to sit down with my team after looking through the email chain of conversations regarding the RFP process for the "Guide to Special Events in the Town of Vail." After great consideration of the depth of politics and recognizing the potential conflicts that this project is accumulating, I have asked my team,to withdraw its application to be a vendor.for this project. Best wishes on your selection process, Joel W Heath President/CEO/Dreamer Untraditional Marketing, LLC Mountain Games, LLC. Heath, LLC p 970.926.4799 x11 f 970.926.4779 mail> PO Box 1430, Vail Co 81658 physical> 105 Edwards Village Blvd, #A103, Edwards, CO. 81632 www.untraditional.com PUBLIC NO H CE: Town of Vail: Commission on Special Events Special Meeting Administrative Conference Room, Vail Municipal Building Thursday, October 12, 2006 at 11:00 a.m. AGENDA: Review of proposals submitted in response to the RFP for a "Special Event Guide and Application," with revisions as requested by the CSE at their meeting on September 27, 2006, and determination as to whether or not to award a contract at this time, and if so, to whom. Adjournment: 12:00 p.m. Posted this 29d' day of September, 2006 By Sybill R. Navas, Coordinator Commission on Special Events Next Meeting: Tuesday, October 24, 2006 at 9:00 a. m. ?I`°c?? 1 45 /e-- rte- O&Z y U C J v /l -I- u_ I/; J/ 1 J y .r `mss c GGr L? 1 n 1 .., ii1 C? 77 t7W? 6?- ?''L t;14 7Z, 6 17'6 1 v' l 57, IIA T-7 A L - pv -57 IjeI IJ?U i L %T . A'A/ J w t r, . 1 r 9 k ?- ?Re^=uesa?:°f ' r=vrf N r; t _ y Y, v ( F- i' c - - - - - fo 'Proclu i'n S^' f-eci-aI E eats j n°''t't Guide: c RJx sr ?.'. i _ Mkt 4^=};+' ? ':1 s- r?t. - x') B" 'o S? :etc ?Is:Event` SEA P t )?' + p ._ , ., :- ,r- -, ,r. ,Y ?., ..ate.-.? R:'. .. .., .. }... .. .::?.. .. .. .T„1.: 'i. . ...: •? .: } - 'JSetemb Y-20 °2006a , /riles ,..a ttt q , Vail Chamber & Business Association Commission on Special Events Attn: Sybill R. Navas, Coordinator Town of Vail 75 S. Frontage Road Vail, CO 81657 October 12, 2006 RE: Guide to Producing Special Events in the Town of Vail Dear Sybill, 241 S. Frontage Rd. E., Suite 2 Vail, Colorado 81657 Phone: 970.477.0075 FAX: 970.477.0079 E-mail: info@vailchamber.org Website: www.vailchamber.org Please find enclosed a response to request from the Vail Chamber & Business Association for submittal for the Guide Producing Special Events in the Town of Vail. If you require any additional information, please do not hesitate to contact us. The individual with authority to bind the company, who may be contacted during the period of evaluation is: Kaye Ferry Vail Chamber & Business Association 241 S. Frontage Road E., Suite 2 Vail, CO 81657 970-477-0075 kaye@vailchamber.org We look forward to a continued strong relationship with the Town of Vail. Sincerely, Kaye Ferry Executive Director ORADO IVITY A&NTERS' .. , . October 6, 2006 RE: Reference for the Vail Chamber & Business Association Dear Commission Members: I have worked very closely with the Vail Chamber & Business Association for over a year on several projects. Since that time, the members of the Chamber and I have not only developed a strong business relationship, but an enduring friendship as well. I am especially involved with the VCBA each year for the publication of the Vail Guide and the Vail Loves You! coupon books. I rely on the Chamber employees to help edit, produce and coordinate advertising sales for both of these publications. Currently, the Guide has a distribution of 150;000 and the coupon books are a popular seasonal perk for members of the community and guests. As both are such important undertakings, I firmly support the Chamber and their abilities to successfully manage a variety of endeavors. The VCBA prides itself on being a beacon for the community, and I feel that their accomplishments reflect that. With an intimate knowledge of the town of Vail and a diverse group of employees with a variety of talents, they undoubtedly have the resources to improve upon this project. Respectf}llly, jjj///JJJ t Michael J. Campbell Colorado Activity Centers V 737 N. Ten Mile Drive • P.O. Box 129 • Frisco, Colorado • 80443 • Phone: 1/800-777-8642 • 970/668-5259 • Fax: 970/668-5748 October 6, 2006 VAIL RECREATION {> I ?: T R I C T Commission on Special Events Town of Vail 700 S. Frontage Road East Vail, CO 81657 Vail, Colorado 81657 970.479.2279 RE: Reference for the Vail Chamber & Business Association f 970.479.2197 www.voilrec.com Dear Commission Members: I have had the pleasure of working with the Vail Chamber & VAIL GOLF CLUB Business Association on numerous occasions since they organized . 1778 Vail Valley Drive eighteen years ago; most recently, I worked with them to put on 479.2260 f 479.2355 the production of Circus Chimera. I found the Chamber eager to create a quality event for the community and very responsive to the GOLF MAINIENANC"E intricacies required to pull off such an event. 1218 Vail Valley Drive 479.2262 As a wh f 479.345 1 ole, the organization was dependable, easy to work with, and hard working. They had a good command of necessary PARK MAINTENANCE protocol, and were very compliant when working with the 700 S. Frontage Rood East Recreation District. 479.2457 f 479.2197 The' VCBA looks forward to the opportunity to coordinate town VAIL 1ENNIS CFNTtk events. As such an active advocate of the Vail Business 700 S. Frontage Rood East community, I am confident that they are capable of doing so. 479.2294 f 479.2197 S'nc ly, / .)C:HN A. UOBSON ARENA 3?1 Lionshead Circle 479.2271 f 479.2267 e Ortiz VEIL YOUTH SERVICES Executive Director 395 E. Lionshead Circle Vail Recreation District 479.2292 f 479.2835 VAIL NATURE CENTER 841 Vail Valley Drive 479.2291 f 479.3459 VAIL GYMNASTICS ;45 N. Frontage Road West 479.2287 f 479.2286 Armu 8, YOUTH SPOkfS 700 S. Frontage Road Fast 479.2280 f 479.2281 Or visit us on the web at: www.voilrec.com Here today to share background of VCBA with new members. Kaye and Steve served on original Special Events committee which was managed by the VVCTB, long before and up until the formation of the current CSE---10 years ago Steve served on the CSE when it was originally formed and Rich serves now. Both have served as president of the VCBA Board. Kaye has served as president of the Board and is currently the Exec. Director as well as co-chair of the Liquor Board which also deals with Special Events. When CSE was formed, VCBA held the management contract and did all of the clerical work and scheduling. We ultimately hired Sybill to work for us in that capacity. In the past, the VCBA ( originally known as the Village Merchants' Association) put on many events in the TOV. -Salvaged the Chili Cook-Off when BC decided not to produce it any more and successfully. ran it for 3 years. -Brought Riverdance to Vail at the bottom of chair 1 with reserved seating on the road and general admission up Pepi's face -3 years of Circus Chimera -Created Family Fest which turned in to Sports Fest that was taken over by Highline and moved to BC -TIU! which is a different kind of event but has run 26 sessions each year for 12 years. For this program we develop the content, create the advertising and produce a 10 page work book for all 900 attendees as well as promote the classes. This also entails all of the logistical components of room rental, set up, refreshments etc. The VCBA has served as a conduit between the business community and most of the event producers acting as liasons and arbitrators on many issues. We also served as the catalyst and moderator for the original discussion of the role of events on the TOV and the responsibility of producers to the local business community. All events producers, organization heads, Vail Resorts and TOV participated in creating a detailed set of guidelines and recommendations. We have a full time staff of four as well as several part-time employees that work on specific projects. For the Special Events Guide we have contracted with Lachie Thomas and Associates for support with the design and graphic elements of this project. i?odnejsn?(iunoial6eamnnM woos noA as "}sn,'"uno?a 6na" sin.'suoi do ui o?on wo?aaUlwnslA/??MMM l80??IY?l1NflOJ3l9l 6u?}i?xa pynFuoi}oiiuo}ui }`y6'If punOJ joaA fob wo?-Jawwns?!OAA }D.p91"10}0 p,a10 SOJIDQ "puo;o6o?iyD''Januad woj} puD'o} sdo}s uou r J awwns ?enoaB?liDn wo?? sa}nuiw p£ }snI - }i -dny A}uno' Yµ - .r _.a?`6o3",o}ui•a?iAJasx?io }o ssauypuau1 puo a?uaiuanub?xayj ,(olu3' , - O? k ,z S/?D 2 JOR 2 DA Dh 00? 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For example, when a form requires users to enter their contact details, descriptions and other relevant data, they can actually enter their cursor into the appropriate section and begin typing their response. This allows users to enter all the form's questions directly into the PDF. They can consequently save the document and print it. Upon completion of needed permits, the applicant can then mail, fax, or physically bring the document to the Town of Vail to be processed. Option 2 All the design requirements for this second option will remain the same as Option 1, meaning tha T &.be desigrjed?s ?--. in such a way that will communicate the towns branding and vision. The difference with,Optior}?2 will- the adtiitional* Y delivery method. ' yam` ;.r L a tLJVy/j az 4 _ Veli - Chamber & -Propposal Town iaI E' ,. ve nts.Ge .of?Uail:-?? S ec.. L ave "two o bons for del"nre' They-can"either select a pnnt. button, uponcompietion,of the permits/forms, the user will . , p, rY as, an option or they will Have the additional choice to select an email on 'n:x' ! i T Yt For the email option, in'stead of asking the user to print the document to faX, mail or use some other means of delivering th'e.docurnenris t,.all their information s'stripped.of graphicsand all the'infonnation they have :entered is compiled into its tent form _Th data will be sentvia"an email t-- an email address of:the town's choosing: A confirmation email detailing all the data'will.be sent back toahe user once the document.has been submitted '..Benefits of Option2 1 Reduction in?paperwork for the Town of Vat .2 A stm ler, time saving submission method for the applicant. )?: X: P u.sers. t 3 Reduction in paper pnnfed,b x ?n This third option:bwlds upon the ideas of both Option 1 and Option 2, witti'.the overall goal to make the.process as simple as possibldJor. the user to submit the document; as well as creating a document that can be easily read and, ,.- a lication _ s : understood Option 3:take.s the application process one step further and creates'a full circle from"the app se for the.collection = process to the approval from the Town'of Vail: The improvement will be.the=development of databa of.information from the special events forms'.. In Option 2,'after the.user^has completed their"desired form they.tiave." the ability to email "the,contents of the form to any.email address the.Tovumof Vail desires.:: In Option,3,.the'information' Coldfu will. not only be compiled into an email but also compiled into an XMUsion format and submttte into an on ine database: y When a:user submits their form. it will trigger a series of events 1) The data will be created in the database 2) An email will be sent to the town letting: them know an application has been submitted. 3)' An email will be sent to the applicant informing them the application has been successfully submitted. . . Benefits of Option 3: 1) Potentially remove all paperwork by creating an online application. 2):::. People who prefer to print and submit the documents still can do so., 3) The application process can be completed online." 4) All previous applications are stored in the online database to be viewed whenever required: 5): No PDF documents will be saved to the website, only the text data within each PDF. 6) The applicant can track the progress of their application online. 7) The Town of Vail will, be able to easily obtain customized statistics and reports to' do with applications for town . special events. 8) The Special Event SNAPSHOT form will no longer be needed as this would duplicate the applicant's information. {.??• _ , ' 4 ;3 yY ., r -.. "T rd «a -. f? ? ? ? _.3 ?! Our a §a t ? _ •,_. _ ... r ,. ` '? ^ ? - 4 ? .R rt n ?...'°s? o.€ .,r.?f:,.. 3 , s? ,.. '?. i' -,. :• '??' .r-..KS....-. »?„M .erg .. ?'.abr'y??"urus. `i- ?_s. _ .a _.s-is_a ._ ? ?? ? .'?'? iz a? ?f. Ir ' 0 Y ?? SIa tf,?? i > > s' :c ?r . ? ? s Y ;?? n?, ?''$ r ?', ry t ? ;.;.'bF _y y?1 '/' k- ? ? ?+r? t 1 q . ?f sw 'a? c ? { rl?? i ? -y, , a ?s r ??. ?. #.? :r .? ?_ ? ?{ ?`s,i ,?' i :r?w s .v ?? z?? r?d ?''?4 z' i ??7 ?h '? ? r? 'J,? Total Expense $17,800 $19,800 $22,300 *Work will include -:; • Reviewing other special. events handbooks to compare and contrast • . Meeting with Town of Vail officials .. Revising forms/permits • Adoption of more user friendly presentation .. Photography .. . • Collection of information • Compiling and formatting data and documentation , • Condensing and creating content • Use of VCBA office equipment Additional Hosting Expense: - Option 1 No addition expense, unless the Town of Vail purchases software Option 2 $15/month Option 3 $30/month This system will require support for a webserver with MS SQL server and ColdFusion (only ColdFusion server for Option 2). For Option 3 we are happy to host this system independently of the Town of Vail website on a separate ColdFusion and MS SQL servers. This will be an additional charge of $30/month. Included in this will be a domain name of the Town of Vail's choice (depending on availability) that will be used for the email links (for example, vailpermits.com is ava Option 2 will be a charge of $15/month. a:g. . Maintenance Options: Future updating or changes depends upon whether the Town ofVa themselves to the. PDF documents.or maintenance w?_II be contract J G' ? * TkY **-? purchase the ll software to rnake changes,', i , a f of$5/hour VCBA to h the haro ug j t ( 001 nk. /$n.Rr•h Y'b^ 7' d ?:,, Cx3 A ??`L - . r dt a 3?IK A 7 -? "r „a„ Town of Vail =Speaal Events Guide Proposal Part A endk`- s r i?x Y - fa: i0", note. for Option d_d _ Of a rt othe"r .: royal`} and _ or aFR `ce ther_e are several'differentforms,renfTown of Vall departments n eede d f several _ •?::- Sin considerations; tf%following,steps are'a,real world example`for how.,Optiori 3 willwork :., :£ i) y A user will complete an application for special event license and submit their form e. 2); qs the form is submitted, the data is-entered into the.database: ' 3 After entry to the database, an email is sent to the applicant as we [as the appropnate department h the town: )... y 4) >'}.' If the form is the main .special'events application, it will. be forwarded to the appropnate department's email.:, . ., k r address: (likewise if the-applicant completes.a liquor license, the appropriate department will be=informed that, the "-Have a new application submitted.) The email-that is-sent back to the applicant will contain a link. When the.user selects the link it will _take them toa p'ageafiat will allow them to yie'the full.details of their application as well as d any progress has been madey on the approval 6)', The email that is sent to the appropnate department'will containa Imk When the town employee selects the I'ink,they_will be taken to a slightly different page than in point 5. Initially; they will have to login ;with a previously created.username andpassword: This page will allow them to view all the details of the application, as well .: a rove deny or add-notes for approval At a later. date:`. :, .:, pp, . . 7) Whe : _rrt `6-;'town employee adds;a note, denies, or approves.the. application, an email,.will then: b- sent back to the applicant.nforiming them, of the particular update to their application , . • '" - % i ?? l j .1 .d, . t 8 b .. 111 Y V yy? 5 1n^ 3 c ,• S - Y REQUESTED CLARIFICATIONS AND UPDATES Proposal to Produce "Guide to Producing Special Events in the Town of Vail" Ristow & Cone LLC October 12, 2006 Table of Contents IT Qualifications UPDATED & CLARIFIED Work Examples Fees UPDATED & CLARIFIED Project Outline IT Oualifications "Extensive meetings and conversations with Town of Vail staff including members of the Community Development and Information Technology departments confirms that the concept being contemplated by Ristow & Cone LLC is not only feasible but will be helpful to Town staff." included within original proposal CLARIFICATION It is the opinion of Greg Raile, Town of Vail IT Director, that this is NOT an overly complicated project from an IT perspective. The Ristow & Cone finished project will be developed according to the TOV site's parameters. Raile will be kept abreast of all developments and included in any decisions. Ristow & Cone UPDATE Regarding IT and website experience, Ristow & Cone is currently under contract to Vail Valley Dining to provide input used to make www.VailVailvDininci.com a user friendly site. Stephen Connolly is responsible for the bulk of the editorial content found on the site. He also contributed to refinement of the search features. CLARIFICATION Contained within the letters of reference submitted with the original proposal, were references to work examples provided to Mike Ortiz at the Vail Recreation District and Jeff Brausch from THE DIVISION. Graphic Design UPDATE Due to project delays, Joanne Morgan Graphic Design will not be involved with the Ristow & Cone bid. While we regret losing a very capable artist, we are pleased to announce the addition of a new vendor that is even more qualified for the project. otherside creative, inc. is a Denver-based boutique graphic design firm specializing in online projects. Founded by principle Andrew Roberts, otherside creative provides'services for a wide variety of clients. From startups to Fortune 500 companies, all clients receive an enthusiastic approach to all of their assignments. Not only is Roberts a graphic designer, he is also an illustrator and very well versed in both the graphic AND technical sides of web based projects. Roberts holds a B.A. degree in Fine Arts from West Virginia University. Since graduating in 1999, he has led a variety of multimedia projects. Roberts was the lead designer for the graphic look of Echosport (a small outdoor equipment startup). He also managed projects for Exxon, Heinz and Bechtel. Roberts managed several projects that are specifically related to "The Guide for Special Events in the Town of Vail". Product Knowledge Online Reference (PKOR) - instruction manual. Roberts wrote the book on how to author and edit a PKOR website. The Town of Broomfield - style book. Roberts created icons, print fonts and usage guidelines for the corporate identification used by Broomfield, Colorado. Frontline Technology - internet training. During his tenure working for this industry leader, Roberts provided web based and CD instruction to clients including Global Crossing, Chevron and Adobe. Current clients include Coors, the NFL; McData and Descente. UPDATE The workflow used by Ristow & Cone will change slightly. InDesign will be the professional layout software utilized by otherside creative. InDesign is an Adobe Systems product. This will allow for the content to be started in MS Word and then transferred into a single vendor's product line (InDesign for layout utilizing Flash, Photoshop and Illustrator) and then into Acrobat PDF to add interactivity input by end users. With the exception of MS Word, all of these are products of the Adobe Systems family. This will allow for updating to be easily accomplished and from a wider selection of artists if needed. S ?? 19 SOX r GP' ` r / .i f?.rY?n lJ ?p11R - t.. ?p5ZEC 98.0 of ^ & PRO PyPYt6 Ev[V Svo , M1, aQQ up5.• S `E NA cam:-"?UG,? HD•c6l- A, HPROFt "'A 'S _-.-ca4t ?+vf 1. newt z f Oe-1, ".Ca* hme . Th. f17er of lb. ticket t"N.1bel sprees 'hp aeagemant -, m its sale dlsarulltle. relum aim. nr -, fr- tha arnm , ..Y mn ah. ias aktmnad edrtiat<ior hr :k-. ticket N agfe:x to akxtr.e a) Sawa, and nur he tied tram the Dremaes f¢r hdura to da m, ) flaS NFt vv.DWa?f 1 Y ' BART ,myf ""fat ,f lua•Qa^s WS: *^? yam„ sk wd a M° Ip .a1d D t. to use ar Cams 6-4,p camoanr and its Hekers plDta7raah ur athar hkrmss in tm f¢r edfani:iog er OahbD¢Y Durpnte u-tfrer eueftu,+?n4ua. Haldur aswinea U; rick assaerettd .0h the evert aad ahk ar her - !titanr o¢behad till • hens, nesut¢: s. estate veale¢s, < YVIX6faMY tied =girr) Caars +a¢er, Dramntm, and A Ober emnt t ,h. r resaec4ce slldiatos p -M. agaelA dire9arA Off c,vs, d assipnt 4c "gtkeace.") a) sad tell mc{ud tr7, hat net Dmtrd t¢, sa¢tll In?u: y tie rrpanriy )a45. q prlar :a mms nr mbsaµant at aad apd4e caused by stir ?rt a a N?easx ar afkenneA ms Brea+uy; fempmr `8401- Beer - MUM 52 c• Fees In exchange for the services provided, Ristow & Cone LLC seeks a fee of $25,000.00 paid in installments as negotiated with the CSE. It is anticipated that the fee will be disbursed according to the following breakdown: Graphic Art Services Interviews, Research, Writing, Project Management Proofing and Final Edit Contingency $4,875.00 (65 hours @ $75/hour) $17,000.00 (170 hours @ $100/hour) $1,000.00 (10 hours @ $100/hour) $2,125.00 Total Project Fee included in original proposal $25,000.00 Following is a short history of the project and information pertinent to its cost. Discussion of a Special Events Handbook started in May 2005. The original cost for the project was $25,000.00. Input from Suzanne Silverthorne, long time local media specialist and current Director of Public Information for the Town of Vail was used to help determine this cost. Submitted in the fall of 2005, the 2006 Funding Request from the CSE to the TOV Council contained a line item of $25,000.00 for the production of a Special Events Handbook. After the budget was approved, CSE Member Connolly lobbied that only necessary administrative fees be funded and all other funds be spent on events. The Commission agreed. Research and the Handbook were tabled for 2006. In July of 2006,.funds were returned to the CSE budget from events that were canceled. The Commission was unable to find appropriate events to reallocate all of the funds. In August, the CSE again discussed the Handbook and determined that an RFP was NOT the best way to find a vendor for the project. It was determined that someone close to the CSE and its functions would best be suited to produce the Handbook. The project was offered to the CSE Administrator for a fee of $25,000.00 (in addition to the regular contract fee already in place). Stating that she did not want to dedicate the necessary time to the project, the Administrator declined to accept the project. CSE Member Connolly expressed interest in producing the Handbook. The Town Attorney determined that.' the project is administrative in nature, THERE IS NO CONFLICT OF INTEREST and IT IS PERFECTLY LEGAL FOR THE CSE TO AWARD THE CONTRACT TO A VOTING MEMBER. At the regularly scheduled meeting of the CSE in July, the Board, including VCBA President Rich tenBraak, voted unanimously to award a contract to Stephen Connolly to do the work for $25,000.00. This project is as much about the process as it is the finished Handbook. Forms and applications comprise a small portion of the project. In reviewing the Project Outline submitted by Ristow & Cone (attached), only "Special Event SNAPSHOTS" and the "Special Event Application" items exist on the TOV.:website. (Maps exist, but are not linked to the Special Events section nor have they been modified to address our needs.) Producing the Handbook is an exercise that will help the Event Review and Permitting processes. Ristow & Cone usually bids on a "per project" basis, taking into consideration both the necessary work and the available budget. Regardless of the fee, the cost of doing business needs to be taken into account. All of the standard overhead expenses pertain including telephone, mobile phone; :copier, fax, computer, high-speed internet, automobile, permits and insurance. Because of the knowledge of the project, when compared with any other vendor, Ristow & Cone guarantees that the quality of work will be higher and the reliance upon the Administrator will be less. The Town of Vail will get more than what it pays for. Current rates in the valley for similar services vary. According to Pat Peeples, principle of Peeples Ink. (the PR firm for the Town of Vail's Local Marketing District) rates for technical writing vary from $80 to $125 per hour. The rate charged by Design Workshop (vendor to the Town for the 20/20 visioning project) for Project Assistants was $75 per hour. RTP charges the Town between $100 and $125 per hour to produce web based FutureVail updates. The Town of Vail regularly obtains Project Based bids to cap expenses. Graphic Design & Web Consultation Project Management Interviews Research Original Writing Reformatting Forms and Attachments Proofing and Final Edit $5,000 (project fee;, $85/hou r) $9,625 (55 hours @ $175/hour) $1,500 (15 hours @ $100/hour) $2,000 (20 hours @ $100/hour) $6,250 (50 hours @ $125/hour) $1,950 (30 hours @ $65/hour) $1,500 (10 hours @ $150/hour) Total Ristow & Cone LLC bid $27,825 (180 hours) $25,000.00 Outline 'Introduction Importance of Special Events to the Town of Vail Role of the CSE - One Point of Contact and Potential Funding Source Permit Process/Timetable Application Information Event Review Committee Regulations Merchant Notification and Rules of Engagement TOV Licenses and Ordinances Safety Plan Insurance Requirements TOV Services For Hire Police Fire Department Public Works ' Local Services Ambulance/EMT Services Trash/Recycling/Portable Toilets Barricades Local Event Producers and Consultants Volunteer Outlets Venues Capacities Setup/Layout/Display Issues and Concerns Available/Needed Services Management Contacts Parking Capacities and Concerns Maps (exists but not currently connected or as needed) PR / Advertising Special Event SNAPSHOTS (exists) Online Calendars Local / Front Range Media Outlets Local Marketing District Lodging Reservation Resources Special Event Permit Application (exists but not as needed) Application Forms - TOV and Dobson Attachments Page 1 of 2 Stephen Connolly From: "Special Events" <specialevents@vailgov.com> To: <Sfcvail@hotmail.com> Cc: <vaildc@comcast.net>; <clintrox@hotmail.com>; <verbatimbooksellers@hotmail.com>; <rtenbraak@manorvail.com>; <scottstoughton@mindspring.com>; <rha@vail.net>; "Greg Raile" <GRaile@vailgov.com>; "Kris Friel" <KFriel@vailgov.com> Sent: Wednesday, September 27, 2006 2:55 PM Subject: CSE request for more info Hello Stephen- Per our telephone conversation of yesterday evening, I am putting in writing the CSE's requests for additional information with regard to your proposal to produce a "Guide to Producing Special Events in the Town of Vail." 1. Please expand upon your IT qualifications, or clarify who will be your consultant with regard to the technical aspects of the project. 2. Several CSE members expressed concern that in comparison to the other proposals received, the cost of your proposal was quite high relative to the final product. Although the CSE did determine that the straight forward guide and application package without the online submittal and database system is indeed the product that they are seeking to produce, they felt that the cost should be lower than a data-base backed guide. There was general consensus that $100/hour was quite a high rate of pay for re-writing permits- but that different aspects of the project require different skill sets. They would like you to submit a budget where the hours are more clearly itemized- as in, interviews, meetings, writing, IT design, etc. Let me reiterate, the CSE felt that your proposal was excellent, and that your involvement in events in our community gives you the expertise to produce an excellent product. They take quite seriously their responsibility as a Town of Vail Board operating in the public interest and charged by the Town Council with the management of tax generated dollars and are committed to insure the best possible value for the community. The CSE did request a revised bid from Untraditional Marketing as well. A special meeting of the CSE is scheduled in the Admin Conference Room at the Town of Vail Municipal Building on Thursday, October 12 at 11:00 a.m., for the purpose of evaluating the additional information and coming to a decision as to how to move forward. Thank you for your continued committment to Special Events in the Town of Vail. Sybill Sybill R. Navas Coordinator, Commission on Special Events, Town of Vail 10/11/2006 Page 1 of 1 Stephen Connolly From: "Joanne Morgan" <morgangd@comcast.net> To: "Steven Connoly" <sfcvail@hotmail.com> Sent: Sunday, October 01, 2006 1:55 PM Subject: job Stephen, Due to some design commitments I have had on hold [and have now decided to take on] I am going to have to withdraw from the SEC's book project. My impression is that the Council may not decide this matter in the short term and in the meantime I must pursue opportunities that present themselves. One is a sizeable undertaking that will most likely take a year to complete. Thanks for inviting me to participate. I hope you will be successful in your "quest." Joanne Joanne Morgan Graphic Design 9-70,749.10641 9'70,390.7240 cell 10/11/2006