WINTER PARK TOWN COUNCIL MEETING
Winter Park Town Hall - 50 Vasquez Road
Tuesday, March 7, 2017 - 5:30 p.m.
AGENDA
1.
Meeting Call To Order
a.
Pledge of Allegiance
b.
Roll Call of Council Members
2.
Town Hall Meeting
3.
Consent Agenda
a.
Approval of February 21, 2017 Meeting Minutes
4.
Action Items
a.
Special Event Permit - BluesFest
b.
Liquor License, Public Hearing – Headwaters Ecology and Community Center
c.
Final Plat Extension – Winter Park Station
d.
Spring Transit Service Plan
e.
Scope of Work - TransitPlus
5.
Town Manager's Report
6.
Mayor's Report
7.
Town Council Items for Discussion
Town of Winter Park Mission Statement - To Actively Develop as a Quality
Resort Community which Reflects the Beauty of Our Natural Surroundings
MINUTES
DATE:
Tuesday, February 21, 2017
MEETING:
Winter Park Town Council
PLACE:
Town Hall Council Chambers
PRESENT:
Mayor Jimmy Lahrman, Mayor Pro Tem Nick Kutrumbos, Councilors Jim Myers,
Chuck Banks, Barbara Atwater, Chris Seemann and Mike Periolat and Town
Manager Drew Nelson
OTHERS
PRESENT:
Finance Director Bill Wengert, Community Development Director James
Shockey, Police Chief Glen Trainor, Capital Projects and Parks Manager Gerry
Vernon
Mayor Jimmy Lahrman called the meeting to order at 8:00 a.m.
Mayor Lahrman led those present in reciting the Pledge of Allegiance.
2.
Town Hall Meeting
Nothing to Report.
3.
3.a.
Consent Agenda
Approval of February 7, 2017 Meeting Minutes
Councilor Chris Seemann moved and Councilor Barbara Atwater seconded the motion approving
the Consent Agenda. Mayor Pro Tem Nick Kutrumbos abstained due to absence. Motion Carried:
6-0.
4.
4.a.
Action Items
Special Event Permits – Shining Stars Half Marathon and 5K
Town Clerk Taryn Martin stated that the annual event would take place on Saturday, August 5th at
8:00am. Ms. Martin stated that Staff had reviewed the application and recommends approval.
Councilor Chris Seemann moved and Mayor Pro Tem Nick Kutrumbos seconded the motion
approving the Special Event Permit for the Shining Stars Half Marathon and 5K. Motion Carried:
7-0
4.b.
Minor Subdivision – Winter Park Resort Track 41
Community Development Director James Shockey stated that Winter Park Resort is proposing to
divide the area on the far north side of the Resort into four lots. Mr. Shockey stated that the Minor
Subdivision was reviewed by the Planning Commission and Staff and all recommended approval.
Winter Park Town Council, February 21, 2017 Minutes
Page 1
Councilor Chris Seemann moved and Mayor Pro Tem Nick Kutrumbos seconded the motion to
approve the Minor Subdivision for Winter Park Resort Track 41. Motion Carried: 7-0
4.c.
Northwest Transportation Planning Region Intergovernmental Agreement
Town Manager Drew Nelson stated that the Intergovernmental Agreement allows the Town a seat
on the board with other municipalities to create transportation planning measures. Mr. Nelson stated
that Staff recommends approval.
Councilor Chris Seemann moved and Councilor Jim Myers seconded the motion to enter into the
Northwest Transportation Planning Region Intergovernmental Agreement. Motion Carried: 7-0
4.d.
Condominium Management Company Sign Agreement Amendment Request – Continued
from February 7, 2017
Community Development Director James Shockey reviewed the original development agreement
and stated that Staff recommends that the Council deny the request for an amendment. Town
Manager Drew Nelson stated that Staff was unable to come to an agreement with the applicant in
negotiations. Robert Blay, Condominium Management Company Owner, provided the Council
with a proposed amendment. After some discussion, the Council stated that an amendment would
set an unwanted precedent.
Councilor Barbara Atwater moved and Councilor Mike Periolat seconded the motion to deny the
Condominium Management Company Sign Agreement Amendment Request. Motion Carried: 6-1
5.
5.a.
Progress Reports
Chamber of Commerce – Catherine Ross
Chamber of Commerce Director Catherine Ross provided the Council with detailed information
related to numbers of attendees at events throughout the Town. Mrs. Ross stated that Michael Franti
will be playing at Springtopia and the Chamber is close to booking a band for the ribbon cutting at
the new stage in Hideaway Park.
5.b.
Fraser Valley Recreation – Scott Ledin
Mr. Scott Ledin stated that the Fraser Valley Recreation board adopted their new Master Plan at
their January meeting. Mr. Ledin stated that the warm weather has been challenging at the Ice Rink
and the golf course. Mr. Ledin stated that a new Rec Center Manager had recently been hired, and
she would join him for his next update.
5.c.
Grand County Water & Sanitation District #1 – Bruce Hutchins
Not Present.
5.d.
Winter Park Water & Sanitation District – Mike Wageck
Mr. Mike Wageck stated that there had been high demands over the weekend, and that everything
is running well. Mr. Wageck stated that the District is making progress on the Jim Creek project
but is running out of time to complete construction by the end of the summer.
5.e.
Winter Park Resort – Gary DeFrange
Mayor Lahrman and the Council thanked Winter Park Resort President Gary DeFrange for his
many years of service. Mr. DeFrange stated that his successor, Sky Foulkes, would join him for his
next update. Mr. DeFrange stated that January was at 107% snowfall but that February has slowed
down a bit. Mr. DeFrange stated that the Winter Park Express continues to do well, and he will be
having a debriefing meeting with Amtrak in late March.
Winter Park Town Council, February 21, 2017 Minutes
Page 2
5.f.
Affordable Housing – John Crone
Affordable Housing Coordinator John Crone stated that residents continue to sign up for the
affordable housing waitlist. Mr. Crone stated that the Grand Foundation Board approved the Donor
Advised fund for housing assistance. Grand Foundation Director Megan Ledin presented the
Council with a draft Memorandum of Understanding.
Councilor Chris Seemann moved and Councilor Mike Periolat seconds the motion to approve the
Memorandum of Understanding with the Grand Foundation pending review by the Town Attorney
and the Town Manager. Motion Carried: 7-0
5.g.
Transit – Michael Koch
Transit Director Michael Koch stated that the Town will be placing an order within the week for
two new Gillig buses. Mr. Koch stated that he would begin service planning for spring and summer
at the March 6th Transit Advisory Committee meeting, and that he plans on inviting local businesses
to participate.
6.
Town Manager’s Report
Town Manager Drew Nelson stated that Stage is really starting to transform, and he’d like to plan
a tour for the Council. Mr. Nelson stated that Staff is moving forward with planning related to the
Facilities Master Plan and broadband.
7.
Mayor’s Report
Mayor Lahrman stated that he and Town Manager Drew Nelson would be meeting with Gary
DeFrange and Sky Foulkes in a couple of weeks. Mayor Lahrman stated that he would be doing a
presentation for the Board of County Commissioners to inform them of ongoing projects in the
Town.
8.
8.a.
Town Council Items for Discussion
Town Council Affordable Housing Philosophy/Strategy
Town Manager Drew Nelson stated that Councilor Chris Seemann had requested that the Council
discuss their philosophy and strategy as it relates to Affordable Housing. Councilor Seemann stated
that he believes it to be very important as the Town is making high-dollar decisions. Mr. Seemann
stated that he wants to be sure that the Town is approaching the program strategically rather than
opportunistically. Affordable Housing Coordinator John Crone stated that an intern will be
analyzing all town-owned land and other vacant areas to determine how the Town can best meet
the spectrum of needs. Councilor Seemann stressed the importance of seasonal housing in the
Town.
Councilor Chris Seemann moved and Councilor Mike Periolat seconded the motion to go into Executive
Session in accordance with C.R.S. Title 24, Section 6, Subsection 402-4(e) and C.R.S. Title 24, Section 6,
Subsection 402-4(a).
8.
8.a.
8.b.
Executive Session
Personnel Matters in Conformance with C.R.S. Title 24, Section 6, Subsection 402-4(e), for
the Purpose of Determining Positions, Strategy, or Instructions to Negotiators Regarding
Attainable Housing
Real and Personal Property in Conformance with C.R.S. Title 24, Section 6, Subsection 4024(a) to Discuss the Purchase, Acquisition, Lease, Transfer or Sale of Property Interests
Regarding Town-Owned Facilities
Winter Park Town Council, February 21, 2017 Minutes
Page 3
Upon conclusion of the discussion, the motion was made by Councilor Chris Seemann and seconded by
Councilor Mike Periolat and unanimously carried to return to Regular Session. Those in attendance at that
time were: Mayor Jimmy Lahrman, Mayor Pro Tem Nick Kutrumbos, Councilors Jim Myers, Barbara
Atwater, Chuck Banks, Chris Seemann and Mike Periolat, Town Manager Drew Nelson, Town Clerk Taryn
Martin, Finance Director Bill Wengert, Community Development Director James Shockey, and Affordable
Housing Coordinator John Crone.
There being no further business to discuss, upon a motion regularly adopted, the meeting was adjourned at
12:05 p.m.
The next scheduled meeting of the Town Council will be Tuesday, March 7, 2017 at 5:30 p.m.
Taryn M. Martin, Town Clerk
Winter Park Town Council, February 21, 2017 Minutes
Page 4
Special Event Permit Application
Please complete each section, additional sheets may be used if necessary. If your group will
be serving alcoholic beverages, please complete Form DR 8439 also.
Name of Applicant: Maria Chavez
Mailing Address of Applicant: PO BOX 1530 Winter Park, CO 80482
Contact Name:
Maria Chavez
Contact Number:
Contact Email:
[email protected]
303-931-3316
Type of Special Event (i.e. fundraiser, concert): Concert
Address of Special Event: 78841 US Highway 40/ Hideaway Park
Do you have written permission to use the premises?
List the exact dates and times of the event:
Yes
No
June 24 & 25, 2017
Explain the nature of your organization, its function, and who/what benefits from its operations:
non-profit organization that produces music shows to continue the education of the the Blues Music Art form. Net revenue from festi
Who or what organization will be the recipient of the funds derived from this event?
Grand County Blues Society
Number of expected attendees:
2500 - 3000
Describe the premises where the event will take place:
Full venue of Hideaway Park
What type of security will be provided? Perimater
Number of security personnel: 10 - 20 per day How will they be identified? Security Shirts
If the event is being held outdoors, how will the exterior boundaries of the premises be marked?
fencing
What type of entertainment will be provided at the event?
music
How will attendees be checked for proper age (i.e. at the door, at the bar)?
How will underage attendees be identified so as to not be served alcoholic beverages (i.e. wristbands)?
ID tent/at bar. Must have a 21+ wristband in order to be served a alcoholic beverage
How will the conduct of attendees be monitored and by whom?
security and if necessary contact 911 if there is a sever issue.
Have volunteers or members of your organization (that will be present at the event) been trained in the sale/service of alcoholic
beverages? If yes, what type of training and by whom?
Tips Trained
What type of beverages and food or snacks will be available?
food vendors, alcohol tents
What is your organization's State Sales Tax Number?
9B-16732-0000
What is your organization's Town Sales Tax Number? 1968
Explain how this event will be marketed; describe what kinds of advertising material will be distributed and the targeted recipients:
social media, posters, collaberation with the Winter Park & Fraser Chamber Special Event Marketing efforts
I hereby certify, under penalty of perjury, that the information provided to the Town of Winter Park contained in this application
is true and accurate to the best of my knowledge.
Maria Chavez
January 17, 2017
Applicant's Signature
Date
[email protected]
Applicant's Email Address
POBox 1530 Winter Park, CO 80482
Applicant's Mailing Address
n/a
Applicant's Physical Address
3039213316
Applicant's Home Phone #
STATE OF COLORADO
COUNTY OF GRAND )SS.
TOWN OF WINTER PARK
Applicant's Alternate Phone #
)
Subscribed and sworn to me this ________ day of ________________________ 20 ____
)
Witness my hand and official seal:
Notary Public
My commission expires
DO NOT WRITE BELOW THIS LINE - OFFICIAL USE ONLY
Planning Department: ___________________________________________________________________ Signature _______________ Date
Conditions/Restrictions: ______________________________________________________________________________________________
Public Works Department: ________________________________________________________________ Signature _______________ Date
Conditions/Restrictions: ______________________________________________________________________________________________
Police Department: ______________________________________________________________________ Signature _______________ Date
Conditions/Restrictions: ______________________________________________________________________________________________
Town Clerk: ____________________________________________________________________________ Signature _______________ Date
Conditions/Restrictions: ______________________________________________________________________________________________
Final Approval: _________________________________________________________________________ Signature _______________ Date
Conditions/Restrictions: ______________________________________________________________________________________________
Public Hearing for Final Plat Recordation – Town Code Section 8-2-4A-5
March 7, 2017
TOWN OF WINTER PARK
TOWN COUNCIL
Applicant:
Location:
Proposal:
Zoning:
Winter Park Station, LLC
Corner of Vasquez Road & U.S. Hwy 40
Six Month Extension Request to Record a Final Plat
DC
Applicable Town Code Section
In November of 2009, the Town Council passed Ordinance 430, an ordinance amending the subdivision
regulations to add a section regarding recordation of approved Final Plats. This Ordinance required a Final Plat
be recorded within 6 months of approval unless an extension was granted by the Town Council. Section 8-2-4A-5
of the Town Code states:
Upon approval of any Final Plat, the applicant shall forward all necessary final documents to
the Town for recording within 180 days of the date of approval. Failure to record the
approved Final Plat within 180 days of the date of the Town Council’s approval or the
approval of Ordinance 412, whichever is greater, shall at the Town Council’s discretion, result
in the Town Council establishing a hearing date and directing the applicant to appear before
the Town Council to show good cause why the Town Council shall not nullify the approval of
the Final Plat. Notice of the hearing shall be sent to adjacent property owners as specified in
Section 8-2-3 of the Town Code. The presumption at such hearing shall be that the
applicant’s failure to provide the documents required above for recordation constitutes an
abandonment of the prior approved Final Plat, which presumption may be overcome by the
applicant’s showing at the hearing. The Town Council may, at its discretion, extend approval
of the Final Plat for one hundred eighty (180) additional days to allow time for recordation. If
the Final Plat is not recorded within the one hundred eighty (180) additional days the
applicant may request additional hearings before the Town Council. Additional extensions
are permitted in one hundred eighty (180) day increments at the discretion of the Town
Council.
Request for Extension
Winter Park Station (Crestview Place Condominiums) was approved on January 19, 2010 (Resolution 1225) for
32 commercial condominium units on the corner of Vasquez Road and US Hwy 40. From 2010 to July 2016, the
Council has approved six-month (180 day) extensions. The most recent extension allowed the applicant until
January 19, 2017 to record the approved Final Plat.
Bank of Oklahoma Financial is requesting a 13th extension as they believe the Final Plat is important to the
viability of the property.
Staff Contact: James Shockey, AICP, Community Development Director [[email protected]] [970-726-8081]
Page 1
Public Hearing for Final Plat Recordation – Town Code Section 8-2-4A-5
March 7, 2017
Staff Recommendation
Staff recommends the Town Council approve the six-month extension request for Winter Park Station by adopting
the following motion:
I move to approve the six month extension request for Winter Park Station which hereby extends approval of
the Final Plat for one hundred eighty (180) additional days to allow time for recordation requiring the Final Plat
is recorded prior to July 19, 2017 This is a onetime extension approval and after July 19, 2017 failure to
record the Plat shall constitute an abandonment of the prior approved Final Plat and cause approval to be
nullified unless an additional extension is granted by the Town Council as permitted in Section 8-2-4A-5.
and I further move to instruct staff to prepare a resolution to this effect to be signed by the Mayor.
Alternative Motion
In the event the Town Council wishes to deny the six-month extension request, staff recommends the Town
Council make the following motion:
I move to deny the six-month extension request for Winter Park Station due to the following findings of fact:
·
·
·
______________________________
______________________________
______________________________
and I further move to instruct staff to prepare a resolution to this effect to be signed by the Mayor.
Staff Contact: James Shockey, AICP, Community Development Director [[email protected]] [970-726-8081]
Page 2
Memorandum
To:
From:
Date:
SUBJECT:
Winter Park Town Council &
Transit Advisory Committee
Michael Koch, Transit Manager
December 14th, 2016
Transit Service West of Downtown Winter Park
Overview
This memo is intended to be used as a tool to help educate and assist in the recommendation of how best
to provide service for the Spring Service timeframe (April 24th – June 18th). The 2016 Spring service was
operated from May 1st until May 31st, so please note that the proposed operating time for Spring service
this year encompasses different timeframes. We will be looking at the qualitative factors such as Ridership
Trends and Cost in helping us to determine the most efficient and effective way to provide service during
this timeframe. Customer service and satisfaction are qualitative factors to take into consideration as well.
This document will focus on the quantitative factors.
Ridership Trends
The average ridership per hour by day of the week is shown in Figure 6. Since the Spring time in the
Fraser Valley see considerably lower ridership than during the winter months, ridership data was collected
during different times of the day to see when ridership was the highest. The categories were:
-
Morning: 7:00am – 9:59am
Mid-day: 10:00am – 11:59pm
Late-night: 12:00am – 2:00am
Figure 6 – Average Hourly Spring Boardings by Day
1
Looking at Figure 6, we can see that our highest ridership was experienced during the mid-day (gray bars),
followed by the morning (orange bars), and late-night (blue bars).
The parameters for these categories were established to reflect morning commutes, mid-day activity, and
late-night activity. It’s noteworthy to mention the morning and late-night categories have the same number
of hours in them. As many establishments within Winter Park and Fraser have limited or no operating hours
during this time of the year, these categories best indicate when activity involving the transit system would
typically be taking place.
Cost
The cost to provide service for last Spring season was $45,825. This provided the system with 611 hours
of service and provided 2,329 rides. Table 2 shows the total cost, ridership, hours provided cost per rider
by time of day.
Table 2 – Performance Statistics by Time of Day
Spring Service Costs by Time of Day
Time
Morning
Mid-Day
Late-Night
System Total
Total
Pax
Total Rev
Hours
328
1,897
104
2,329
93
434
84
611
Cost
Cost/ Pax
$ 6,975.00 $ 21.27
$ 32,550.00 $ 16.48
$ 6,300.00 $ 58.19
$ 45,825.00 $ 19.68
Options for Spring Service
Each of these two options takes into consideration the performance statistics provided in the previous two
sections.
Option 1: Operate a Deviated Fixed-Route with No Service during the Late-Night
Operate a fixed-route between Safeway and Cooper Creek Square during the hours of 7am-12am(midnight)
seven days a week. During this time there were be scheduled times for the bus to deviate off its route,
when requested, to drop-off and pick-up at designated bus stops.
2
Option 1 Pros and Cons
The drawback of this option is that there will be no public transit service provided after the midnight hour.
Patrons of establishments staying open later than midnight would need to find a ride home elsewhere, or
be within walking distance to their destination.
The pros of this option would be that there are not typically many establishments open after midnight during
the Spring/Mud season, so we wouldn’t need to spend tax dollars on operating empty busses during a time
when little-to-no tax revenue was being collected.
Option 2: Operate a Deviated Fixed-Route with Limited Service during the Late-Night
Operate a fixed-route between Safeway and Cooper Creek Square during the hours of 7am-12am(midnight)
Sunday - Wednesday. Thursday – Saturday one call-and-ride vehicle would be available for pick-up and
drop-offs at designated bus stops.
Option 2 Pros and Cons
The drawback to this option is that there may times during the late-night where we are spending tax dollars
on public service when little-to-no tax dollars are flowing into the system. It’s costly to operate even a small
vehicle for 2 hours when only one or two establishments may be open and actively bringing in any
substantial amount of tax dollars.
The pros to this options include providing service at a lesser-cost than operating a large transit bus. Should
more establishments remain open for special occasions (i.e. parties, garage band shows, etc) patrons
would have viable transportation to travel between the venue and their destination. This option also
provides a safe ride home late at night regardless of whether a rider was visiting our bars and restaurants
or if they were visiting a private residence.
Option 3: Operate a Deviated Fixed-Route during All Service Hours
Operate a deviated fixed-route between Safeway and Cooper Creek Square between the hours of 7am2am seven days a week. During the entirety of the service day, there will be scheduled times for the bus to
deviate off its route, when requested, to drop-off and pick-up at designated bus stops.
Option 3 Pros and Cons
The drawback to this option is that we run a high potential of operating a large transit bus empty for most
days of the week. We would be spending a relatively high amount of tax dollars for a very low return on
investment.
The pros to this option is that it could potentially nudge more establishments to stay open later in the
evenings. In the instance we had a surprising surge of weekend visitors, we would have capacity to meet
their needs. This option also provides safe rides home late at night regardless of whether a rider was
visiting our bars and restaurants or if they were visiting a private residence.
Considering our low number of visitors to the Fraser Valley during this time of the year, the issue doesn’t
seem to be lack of available transportation options, but rather a lack of visitors interested in traveling to
mountain resort towns at this particular time of the year.
3
Recommendation to TAC
Town Staff recommends that we utilize Option 1 to operate a deviated fixed-route system that stops
operations at midnight. The data collected from last season indicates that there is not enough ridership to
support the decision to spend tax dollars during a time when the tax revenue flowing in does not support
any level of public transit service. Option 2 could be utilized should we hear a substantial voice from local
business owners that they are actively recruiting visitors to the area during this time of the season and
expect to be open well-past past the midnight hour. The high cost and low ridership issues need to be
continually evaluated to ensure that our transit system operates effectively and efficiently, balanced against
the need for safe rides home late at night.
4
February 28, 2017
Mr. Michael Koch
Town of Winter Park
P.O. Box 3327
Winter Park, CO 80482
Dear Michael,
TransitPlus is pleased to submit this proposal for work on developing a transit services RFP for the Town and
other planning support. I am proposing allocating up to $15,000 for the development of the RFP and up to
$5,000 for other planning support. The other planning support could include assistance on route
restructuring or grant or compliance activities. A detailed scope for the RFP development is attached, and it
has a very tight timeline.
The level of effort on the RFP development is somewhat uncertain, but I propose that all work be undertaken
with an effort to give you an opportunity to learn the process so you will be prepared to do it on your own
in the future. One unknown is what it will take to reach agreement with the resort on the relationship of
shared services and facilities. An agreement will be needed between the Town and Resort to reflect the
changing service relationship. It will be necessary to work with you, Drew, and the Town Attorney to draft
all the documents needed for the procurement process.
TransitPlus has an existing contract with the Town, with about $4,000 remaining. We could use those funds
first and add a new contract for $16,000 or close out the old contract and do a new agreement for the full
amount.
I would be happy to discuss this with you at your convenience.
Sincerely,
Suzanne O’Neill
P.O. Box 637
l
Elizabeth, Colorado 80107 l
(720) 222-4717
l
www.transitplus.biz
Scope of Work for Developing RFP for Transit Services
Deliverables
-
RFP Document
Independent cost analysis
Support for holding a pre-proposal meeting
Respond to proposer questions
Guide the evaluation of proposals
Price analysis if needed
The RFP will include:
-
A description of the procurement process (one that meets the requirements of the FTA Third-party
Contracting Circular);
A description of the services being procured with adequate detail and background on how services are
operated so perspective bidders can prepare a responsive bid;
A description of what must be included in the proposals to enable the Town to evaluate the ability of
bidders to provide the desired services and to address key issues;
A sample contract;
An operations manual.
This scope of work assumes:
-
The Town Attorney will prepare the sample contract, but that the consultant will work with the Town
Administrator to support the development of a contract that reflects the desired services.
-
The Town Transit Manager will update the operations manual and be actively involved in the RFP
process (e.g. running the pre-proposal meeting, leading the evaluation of bids, preparing final
recommendation). The consultant will train and support him in this process.
-
The development of the legal agreement between the Town and Resort will be handled by the
attorneys of each party, and are not covered here. The consultant will participate as needed in
defining issues that need to be decided for developing the RFP and participate in one or more
meetings, as needed, to determine how the issues will be addressed.
Key Issues
To prepare the RFP, agreement will be needed on key issues involving the Town and Resort transit services.
The RFP will describe the basic services that are being procured (including the need for service that needs
to respond to peak demand), the fleet that will be operated, and facilities for the provider to work out of.
In addition, the relationship of the Town transit provider to the provider of the Resort transit services needs
to be defined.
Addressing these questions requires that the Town and Resort determine how they will move forward
during the period of the contract – assumed initially to be about five years (typically a one to two year base
contract with optional annual extension for a total of five years). Presently, the Resort and Town share an
operating facility and operations staff. It is anticipated that a new facility will not be available for about five
years, effectively outside the term covered by this procurement. What are the requirements of the Town
and Resort for fleet, facilities, and management staffing in the winter and off-seasons? What agreement is
needed to document the agreement between the Town and Resort?
Schedule of Activities
Following is a general schedule for the procurement, and it has little slack in it.
March 31:
Draft RFP is available for review
April 7:
RFP is ready to send out to prospective bidders
May 21:
Proposals due
May 31:
Town and Resort enter into new agreement on transit fleet, and services.
May 31:
Recommendation on award
June 1 – mid-August:
Contract is signed and time is available for transition as well as protests
The key question is whether the necessary agreements can be reached to prepare an RFP during the month
of March, 2017. This involves time on the part of the Town, the Town’s attorney, and the Resort.
Discussion of how realistic this timeframe is and a decision on the process for achieving the needed
agreements is important.
The above schedule allows the RFP to be on the street for 45 days; this could be shortened to 30 days,
allowing two more weeks to develop the RFP. A minimum of 30 days is required for proposers to respond
to the RFP. The above schedule also allows for 2.5 months for implementation. Generally 120 days is
desirable and 60 days is the minimum allowed between award and contract start-up. If it is a new
contractor, it will be challenging to complete the transition in this period. While 75 days is reflected here,
likely two weeks will be required to enter into a contract. Two months is also the minimum to allow a
system to respond to any protests before entering into a contract.