Community Plan Update RFP Q&A
Below are all questions submitted before the deadline of June 21, 2021.
Q: Does the Town have a staff engineer or contract engineer that can be made available, on an as needed basis, to support the consultant team's work related to analyzing and developing recommendations for the Town's infrastructure?
A: The Town contracts with two engineers: Inter-Mountain Engineering and SGM. Inter-Mountain handles the majority of site plan review and all that goes into that, while SGM handles the more environmental/water side of things. We can certainly pull them in as needed when it comes to issues like infrastructure.
Q: What roles/level of involvement does the Town's planning staff anticipate having in the effort to update the Community Plan?
A: Medium to Heavy involvement depending on the tasks and stages of the project. We will direct the project working with the consultant and make final decisions on allocation of resources, public outreach efforts and timing, scheduling of project tasks and events, while providing the consultant the freedom to do what we're paying them to do and/or political cover when needed. The Planning Director and Planner I will act as project managers for the Town and will be making decisions based on project reports and the receipt of data from the consultants during the project. We likely will also be in charge of helping to manage any project task force or committee that gets established. We will be responsible for making sure the project stays on schedule, on budget and that it is producing the outcomes the Council lays out; at the same time, we are looking to hire someone to manage the miniutia of the day-to-day details and tasks, tract progress and report back to the Town, help us manage task force/committee...work as our partners.
Q: To confirm, the maximum budget for the project is $230,000?
A: Yes.
Q: It appears that the town would like the consultant team to be involved in with Minturn’s on-going sub-area planning efforts. Can you clarify what level of involvement the town would like the consultant team to have in these sub-area planning efforts? Would the town be open to the possibility of folding the sub-area planning efforts into the Community Plan update?
A: We're looking for the respondents or proposers to include alternative approaches to integration of sub-area master planning for the 100-Block and the parking study (or perhaps other sub-area master plans that they suggest) in the overall community plan update. So, yes, we are open and expecting proposals that show the rolling or folding in of sub-area master planning components into the larger plan update.
Q: In the RFP, there’s mention of the consultant team providing on-call services for implementation of the updated Community Plan. Is the town’s expectation for these on-call services to be included in the proposed budget for the Community Plan update? Or are the on-call services to be included as an optional add-on?
A: We do not want any on-call services to be included in the budget for the community plan update but listed or described as an add-on or separate service line item (perhaps there are other optional value added services) that the consultant offers along with ranges of pricing, examples of how they have successfully provided those services elsewhere, and how they anticipate meeting the towns needs (are they used to as needed, or a retainer contract, or some other relationship).
Q: How will the town be sharing responses to questions asked by other firms interested in the update to the Community Plan?
A: We will be adding all of the questions asked with the answers given to the website found here.
Q: What do you mean with historic vs current commercial zoning analysis?
A: The Town has noticed a loss in commercial units and/or lots available, so we would like an analysis to be done (probably through zoning maps) of how the commercial lots in Town have changed over the last 20-30 years. Essentially, what was the commercial area/lots/units throughout town 30 years ago, and what was the progression to 2021. How have the commercial zones shrunk, grew, or changed over the years?
Q: What are the parking constraints the Town is facing?
A: A majority of the businesses, and even some of the residences, don't have parking on their lot. Instead Highway 24 on-street parking is utilized, or any other public parking area which does occur on some primarily residential streets in Town, as well as in the Municipal lot. The Town is not so big that it is considered a hindrance for people to park a block or two down from where they are wanting to go, but it is certainly a concern that we make sure there is enough parking.
Q: Where does the planning commission and town council see opportunities/challenges?
A: The Town is currently experiencing growth at a rate that hasn't been seen in a very long time, and so there are opportunities and challenges wrapped up in that. With new units and a housing plan that was adopted in 2020 being applied to the larger developments, the Town is trying to ensure housing for locals and in doing so, might see a change in the demographics. Ensuring that the Town has the infrastructure to serve this growth as well as the amenities needed for a good quality of life for those demographics that currently make up our population, as well as any newcomers, is important.
Q: Who are the key stakeholders and interagency partners to engage?
A: At the beginning the key stakeholders and interagency partners will be the Town, the Town Council, the Planning Commission, and possibly United States Forest Service as we are surrounded by USFS land. As this process moves forward and public meetings are held, it could be that other members of the community will be good resources.
Q: How do you typically engage the Hispanic population?
A: The Town often relies on Eagle County for any outreach to the Hispanic community. We have started trying to translate documents and public notices into Spanish where possible.
Q: What is the most iconic aspect of Minturn?
A: The water tower, the trail system, the new Bike Park, the Eagle River.
Q: What qualities are you looking for in the preferred consultant team?
A: A team of people who work well with Town Staff, Council, Planning Commission, and the Public. Who listen to what we are saying as we are a unique Town. Someone who can help guide us through this process, as it has been a long time since the current Community Plan has been adopted.
Q: Is the Table of Contents included in the 10 page limit for the proposal?
A: No, it is not.
Q: Are the front and back covers included in the 10 page limit for the proposal?
A: No, they are not.
Q: The RFP references this project as the 2020 Comprehensive Plan; should it be 2021 or 2022?
A: It should be 2021 for these purposes.
Q: What are your expectations in regards website development?
A: It is something that we are open to, whether it is a new website or working with the existing Town website, we expect the proposer to touch on alternatives.
Q: Could you please clarify the expectation of architectural design guidelines? (The RFP notes that if the proposer chooses to submit on this - is this an important criteria for the Town?)
A: We’re currently working through code updates. Being able to focus on the 100 Block and providing expertise for updated design guidelines and standards for the 100 Block is important as a component to the overall project.
Q: Can you please clarify that the 10-page limit is 10 pages single or double-sided?
A: Single.
Q: Are divider spreads with images counted toward the 10-page limit?
A: No.
Q: RFP Section B. Insurance, states that: “The successful respondent(s) shall comply with all minimum insurance requirements included in the agreement which shall include but not be limited to: Workers’ Compensation, Auto coverage, Commercial General Liability and Professional Liability.” Can the Town please provide the insurance requirements prior to our submitting a proposal or contract negotiation?
A: Generally we are just looking for proof that you have those things, most often found in the form of the document attached. Sec. 6-4-70 of the Minturn Municipal Code is what I generally reference when it comes to Insurance Required. This is slightly different in that the proposer won't be a contractor, but someone who will contract with the Town, but it’s a good default.
Q: Will you want public engagement materials translated into Spanish?
A: If that is a service the proposer offers, then we would be interested in discussing that.