2024_RFP_Comp Plan.pdf

REQUEST FOR PROPOSALS

TOWN OF TELLURIDE COMPREHENSIVE PLAN

Release Date: June 24, 2024

Proposal Submission Deadline: July 29, 2024, 5:00 PM MST

The Town of Telluride (“Town”) is requesting written proposals from qualified firms for a new Comprehensive Plan, more fully described in Section I – Scope of Services Sought.

Proposals will be retained by the Town and will not be returned. Proposals must be received via email by 5:00 PM MST on July 29, 2024. Emailed proposals shall be sent to John Strandberg, Historic Preservation and Planning Director at jstrandberg@telluride-co.gov, Subject: RFP Response – 2024 Telluride Comprehensive Plan.

Tentative RFP Schedule

July 29, 2024 Proposals due to the Town by 5:00 p.m. MST

August 7,8,9, 2024 Interviews with submitting firms

August 16, 2024 Negotiations with submitting firms completed

August 22, 2024 Top 3 firms present to P&Z who will recommend one successful firm to Council

August 27, 2024 Finalist presentation to Town Council for selection, contract executed

Selection Process

This Request meets the requirements of Telluride’s Municipal Code § 4-6-230 pertaining to competitive sealed proposals. As such, selection of the successful responsive firm shall be made based on which proposal is determined in writing to be the most advantageous to Town and taking into consideration price and relevant evaluation factors listed in Telluride Municipal Code § 4-6-220(f) and the evaluation criteria listed herein.

Proposals will be considered only from firms or individuals established in an appropriate business, who are financially responsible, and who have the resources and ability to offer the services required in a professional and expedient manner. The Town may request additional information as deemed necessary. Failure to provide the requested information may result in the proposal being considered non-responsive.

Telluride reserves the right to reject any and all proposals, to waive any informalities in the proposals received, and to accept the proposal deemed most advantageous and in the best interests of Town. All proposals become the property of the Town upon receipt and will not be returned. Whether the proposal is accepted, or rejected will not affect this decision.

Evaluation Criteria

Proposals will be evaluated on the criteria in Telluride Municipal Code §4-6-230 including the following criteria (not ordered in their relative importance):

1. Completeness: (5 points) The submittal includes all required items outlined in the RFP.

2. Organization: (30 points) Does the firm offer the depth and quality of services required for the services listed in the Scope of Services? Does the firm’s organizational structure show sufficient capacity for this project?

http://telluride-co.gov/

3. Experience: (30 points) The firm’s expertise and professional qualifications with similar work. Qualifications of the firm and individuals assigned to perform the work. References relevant to the project.

1. 4. Project Approach: (20 points) The firm’s proposal adequately demonstrates an understanding of Comprehensive Plans and shows relevant experience in preparing Comprehensive Plans. In addition, the consultant shall provide experience in conducting data analysis relevant to Comprehensive Plans. The firm’s proposal shall also provide details of the successful completion of Comprehensive Plans for other municipalities.

5. Cost Proposal/ Schedule: (15 points) The thoroughness and timeliness of the project schedule and firm’s ability to complete the project. The completeness and competitive rates of the firm’s budget.

Agreement Required

The successful firm or individual will be required to enter into a written agreement with the Town on the Town's standard agreement template upon selection. Minor changes may be acceptable upon Town legal review and approval. Should a submitting firm or individual desire to review this agreement prior to responding to this Request, please contact John Strandberg, Historic Preservation and Planning Director at jstrandberg@telluride-co.gov.

Licenses

The successful firm, without additional expense to Town, shall be responsible for obtaining any necessary licenses and for complying with any applicable and current professional requirements, federal, state, and municipal laws, any and all codes and regulations in connection with the performance of the services. The successful firm and all subcontractors and subadvisors will be required to obtain a Town of Telluride Business License if the firm, subcontractor or advisor will have a physical presence in Town for a period exceeding five days during a calendar year.

Responsibility for Proposal Costs

The Town is not liable for any costs incurred by any firm or individual associated with the preparation of a proposal, the negotiation of a contract, or for services performed prior to the award of the Agreement and grant contract execution. Selected firms may be asked to present their proposals and/or to demonstrate the ability to provide products or services to the Town’s representatives in Telluride or at another mutually agreeable location. The interested firms or individuals shall bear all costs for such presentations.

Independent Contractor

The successful firm or individual shall be considered an independent contractor and shall not be an employee of the Town. THE INDEPENDENT CONTRACTOR IS NOT ENTITLED TO WORKERS’ COMPENSATION

BENEFITS. AN INDEPENDENT CONTRACTOR IS OBLIGATED TO PAY FEDERAL AND STATE

INCOME TAX ON ANY MONIES EARNED PURSUANT TO THE CONTRACT RELATIONSHIP.

ADDITIONALLY, IT IS UNDERSTOOD THAT THE INDEPENDENT CONTRACTOR IS NOT ENTITLED TO

UNEMPLOYMENT INSURANCE BENEFITS UNLESS UNEMPLOYMENT COMPENSATION COVERAGE

IS PROVIDED BY THE INDEPENDENT CONTRACTOR OR SOME ENTITY OTHER THAN THE TOWN

OF TELLURIDE, COLORADO.

Confidentiality

Please be aware that proposals submitted in response to this Request shall be subject to the Colorado Open Records Law, Section 24-72-201, et seq., C.R.S ("CORA"). Any privileged or confidential information in a submitting firm’s proposal should be specifically identified by the firm as such prior to submission. If any information in a proposal is marked as confidential by a firm, the firm in responding to this Request agrees to indemnify Town for any and all attorney fees Town may incur in defending the reasonable withholding of such information.

Should Town receive a request for the release of any information in a firm’s proposal in accordance with CORA, Town will review the firm’s proposal, considering the portions that the firm indicated contained trade secrets, privileged information, or confidential commercial, financial, geological, or geophysical data, and may release only that information which has not been identified as confidential. If in the opinion of Town's legal counsel Town is nonetheless compelled to disclose any portion of such information to anyone or else stand liable for contempt or suffer censure or penalty, Town may disclose such information without liability.

Questions

Written questions regarding this RFP shall be submitted by e-mail to John Strandberg, Historic Preservation and Planning Director at jstrandberg@telluride-co.gov.

Attachments:

Section I Scope of Services Sought

Section II Proposal Submittal Requirements

SECTION I

SCOPE OF SERVICES SOUGHT

Background:

The Town of Telluride is a Colorado Home Rule municipality. Telluride is a National Historic Landmark District and an all-season resort town. Telluride’s population is 2,600 but swells with tourists for ski season and festivals throughout the year. Telluride is in a remote area of Southwest Colorado at an elevation of 8,750 feet.

Project Overview:

The Town of Telluride is seeking professional consultants to develop and implement a new Comprehensive Plan. The current Telluride Master Plan was originally adopted in 2006 and updated in 2012. The Comprehensive Plan will serve to direct the Town’s future guided in part by the recently adopted 2023 Telluride Community Vision and Action Plan. The Comprehensive Plan is the next step to direct policy, programs and projects that align with the principles of livability and the core values described in the Vision Plan. Efforts to accomplish the Comprehensive Plan shall recognize the challenges and opportunities that were identified as well as any new discoveries that may result from a more comprehensive analysis of the Town’s existing conditions and constraints. Although the Vision Plan is not the only resource available, it is the starting point for a more comprehensive effort to define the Town’s future and how best to implement or manage that future.

The Comprehensive Plan shall outline a future consistent with the Vision Statement:

“A Livable Telluride will remain a sustainable, authentic, and connected community. A Livable Telluride will remain a sustainable, authentic, and connected community. We are a small mountain town that embraces and sustains its distinctive natural setting, advances its reputation for innovation and cultural heritage, and remains true to its roots as a livable and genuine community for future generations of residents, workers, and visitors.”

Finally, the Comprehensive Plan shall clarify the accomplishments and progress from past planning efforts including the Telluride Master Plan and identify new opportunities building upon that progress. The Principles of Livability (Housing, Economy, Community, Environment, and Infrastructure) in the Vision Plan shall be more carefully and thoroughly examined in the interest of developing an inclusive and achievable long-range Comprehensive Plan for the Town.

The budget for complete work is $335,000.

Services to be Provided:

The services sought by the Town in this Request are as follows:

The consultant will be responsible for coordinating with staff, the Planning and Zoning Commission, Town Council, and other possible Town Commissions or Boards on presenting, preparing, and finalizing through adoption a new Town of Telluride Comprehensive Plan.

The Town strives to ensure participation of citizens in every stage of decision making. Participation of citizens, developers, landowners, business owners, full and part-time residents, appointed and elected officials, and other stakeholders throughout the community is paramount to the success of this Plan. Included in the scope of work, the consultant will facilitate open houses, public meetings, outreach sessions, and public engagement processes and strategies that are necessary to obtain broad and inclusive participation. The selected consultant will be responsible for developing a public participation process and organizing and leading public meetings.

Some public engagement processes shall be offered in both English and Spanish.

Public Outreach:

The public outreach program will be integral to the success of this project. At least two in-person public outreach programs as well as one virtual outreach (survey, virtual meeting, online mapping exercise, etc.) shall be proposed with a focus on reaching underrepresented community groups. The consultant shall describe the outreach strategies for each item including two presentations of the revised final plan, first to the Planning and Zoning Commission for approval and second to the Town Council for final approval. These final presentations may be accomplished remotely.

The Town anticipates that the project would be accomplished in at least two phases as follows but is open to any proven processes:

1.1 Phase One:

1.1.1 Examination of the existing characteristics, profile and history of Telluride. This examination will reveal how the Town has evolved; how it is unique and special; and how past trends may impact the Town’s future.

1.1.2 Identify issues between the Master Plan and other stand-alone plans such as the Climate Action Plan, the Telluride Town Parks Master Plan, Telluride Community Vision Plan and the Southwest Area Conceptual Plan.

Suggest new strategies where appropriate.

1.1.3 Input from staff, Planning and Zoning Commission, Town Council and other key stakeholders such as other government agencies, business community, non-profit organizations and the general citizenry.

1.1.4 Facilitate one open house session each with the Planning and Zoning Commission and the Town Council (two evening meetings) to understand their thoughts on Telluride’s future, their desired modifications to the draft Comprehensive Plan, and their priorities for implementation.

1.1.5 Phase One Identifiers:

a. Update demographics.

b. Analyze data and trends related to population, employment and housing.

c. Analyze existing and projected jobs and commuting patterns.

d. Analyze existing housing inventory and needs.

e. Provide an assessment of the Town’s established geographic areas such as the Commercial

Core and Design Treatment Areas.

f. Gather feedback from community stakeholders, conduct at least two public outreach efforts.

g. Open house sessions with Planning and Zoning Commission and Town Council.

h. Recommend what needs to be integrated into the Plan from other plans adopted by the Town.

i. Analyze the progress of the 2006/12 Master Plan’s Implementation Plan and incorporate results into new plan.

j. Draft an approach to Phase Two of the planning efforts based on the results of Phase One.

k. Planning & Zoning Commission meeting updating on phase 1 results and phase 2 approach.

1.2 Phase Two:

Phase two will be framing policy choices, gathering additional stakeholder input, drafting goals and policies and preparing the draft and final plan document, maps and graphics. The Town is open to suggestions and comments that will enrich the process and outcome.

1.2.1 Phase Two:

2. Conduct further analysis of issues identified in Phase One to develop future policy choices, opportunities and goals and strategies.

3. Engage internal and external stakeholders in discussion of future goals and strategies.

4. Planning & Zoning Commission meeting to update phase 2 progress following stakeholder input.

5. Formulate, refine and finalize goals and strategies.

6. Finalize and present plan narrative, graphics and appendices.

7. Final draft to Planning and Zoning Commission for approval with recommendation to Town

Council for final approval.

1.2.2 NOTE: The Town is retaining Engage Telluride a local online public-engagement platform facilitator and provider, as one element for Comprehensive Plan input and dialog; the Town will negotiate with the primary consultant to integrate the online engagement tasks with remaining community engagement activities. The proposer shall expect to manage the “Engage Telluride” platform to support online engagement, and the proposal shall include additional engagement methods to complement online engagement.

1.3 Plan Elements:

Review the current Telluride Master Plan to understand the priorities that were set, methods that were suggested to accomplish the goals in each element of the plan, and where strategies have lacked effectiveness.

While the exact scope of services would be negotiated with the chosen consultant, the Town anticipates the following items shall be included but not limited to:

1.3.1 Elements to Include:

a. Land Use.

b. Housing; with a focus on affordable and employee housing.

c. Historic Preservation and Design.

d. Town Facilities.

e. Utilities and Infrastructure, include capacities and current levels (include water supply and quality goals)

f. Transportation (local and regional)/Parking/Circulation/capacities.

g. Environmental Stewardship (Preservation, Restoration, Conservation, Open Space and Natural

Resources).

h. Natural and human caused hazards (include mitigation goals and strategies).

i. Climate Action, Resilience, Sustainability and Energy Efficiency.

j. Economic Development.

k. Education (including early childhood education).

l. Youth opportunities and programs.

m. Cultural Activities and Programs.

n. Recreation and Tourism.

1.3.2 Topics to be Addressed within elements:

a. Demographic/economic data and trends.

b. Strategies for thoughtful redevelopment – (Nearing Buildout).

c. Recommendations for diverse housing types and mixes in appropriate locations.

d. Approaches to gain housing that is desirable and affordable (e.g. deed restricted, identify prototypes).

e. Provide a balance between the natural and built environment.

f. Strategies for achieving sustainable development and redevelopment.

g. Strategies to ensure Downtown retail vibrancy.

h. Opportunities to enhance walkability.

i. Approaches to heighten awareness of the Town’s culturally diverse history and resources for the arts.

j. Ways to foster inclusivity and equitability in services.

k. Strategies for promoting a healthy community in terms of access to recreation, natural open spaces, health care, and general day to day services.

l. Guidance on regional coordination and cooperation for future shared services such as fire protection, water and sewer, and transit.

m. Action strategy to implement the plan, create a reasonable timeline for implementation, and assigns responsibility for actions.

n. Three-mile plan for future annexations.

o. Methods to ensure the preservation of the historic and design character of the Town beyond mechanisms currently in place.

1.4 Deliverables:

The consultant will provide the town the following as part of the project:

a. Written summary of meetings with Town staff within a week of meeting.

b. Written summaries of public outreach efforts within a week of meeting.

c. Written summaries of open house sessions with the Planning and Zoning Commission and Town

Council within a week of meeting.

d. Draft Telluride Comprehensive Plan, including updated GIS formatted maps and pdf documents.

e. Final updated Telluride Comprehensive Plan as an InDesign file, including all linked fonts, graphics, and information and (pdf) file.

1.5 Services Schedule

The services sought by the Town in this Request are anticipated to be completed and terminate no later than twelve (12) months from the contract implementation date.

1.6 Town’s Responsibilities

The Town will perform any or all the following tasks:

a. Provide full information including detailed scope as to its requirements for services.

b. Give prompt notice to the firm whenever the Town observes or otherwise becomes aware of any discrepancies in the services provided.

c. Furnish or direct the firm to provide, at the Town’s expense, any necessary additional services.

1.7 Changes in Scope of Services

Any change of scope in the services to be performed after the proposal has been selected and agreement signed shall be documented as a written change order or amendment to the agreement for services, be accepted by all parties, and made a part of the original contract by amendment.

SECTION II

PROPOSAL SUBMITTAL REQUIREMENTS

The complete proposal submission deadline is 5:00 pm Mountain Time on July 29, 2024. Proposals may be submitted by hand delivery at 113 West Columbia Avenue, Telluride CO, 81435, Telluride or via email to jstrandberg@telluride-co.gov. Incomplete or late proposals may be rejected.

Proposals must include a cover letter, attachments, and resumes along with the following information:

2.1 Introductory Requirements.

Transmittal Letter. Proposal must have a transmittal letter signed by an authorized representative of the firm confirming the firm’s availability and committing the firm to all terms and conditions contained in the proposal.

2.2 General Information.

Provide the following company information:

a. Firm Name

b. Business Headquarter Address and Local Office Address (if applicable)

c. Primary Contact Name, Telephone Number and Email Address

d. Year Established

e. Type of Ownership

2.3 Experience.

Submit detailed information on the firm’s background and experience as it relates to the Scope of Services.

2.3.1 Identify the firm’s experience providing similar services and state the number of years in business providing such services under the present business name. Identify the firm’s principal officers and directors and provide a description of each director’s experience.

2.3.2 Specify the individual who would serve as the primary day-to-day contact for the project.

Identify team members who would be assigned to the project and provide a brief summary of the backgrounds and qualifications of the individual team members. Discuss any primary roles that other members of the firm will fill.

2.3.3 Identify the number and nature of similar projects the firm and the team who will be assigned to work with Town have contracted in the past three (3) years. Indicate the number of similar projects on both a firm and an individual basis if applicable. If more than one individual will be providing services to Town, please include numbers for the most senior individual only.

2.3.4 Provide a brief description of the type of clients the firm serves. Indicate whether there are sectors within which the firm is particularly experienced, or sectors that the firm generally prefers not to pursue.

2.3.5 Briefly discuss and provide examples that illustrate the firm’s resources, commitment and demonstrated ability to complete all components of the project in a timely manner, including but not limited to, attending meetings, advising staff on matters specific to the scope of service, preparing and presenting reports to Town staff and members of the Council, and assisting with due diligence and disclosure processes relevant to the scope of services.

2.3.6 Provide detailed information regarding any existing or threatened litigation, regulatory investigations, liens, or claims involving the firm, or any company the firm holds a controlling interest in, or any company that holds an interest in the firm, or any of the principal officers of the firm. Also, report all litigation judgments involving the firm in the past 5 years.

2.3.7 Has the firm or any principal of the firm been cited or threatened with citation within the last five (5) years by any federal or state regulators for violations of any state or federal law or regulation? If so, describe fully.

2.3.8 Provide complete information and proof of existing and/or proposed legal organization structure within the State of Colorado; specifically, that the Firm is licensed to conduct business in the State of Colorado. If not, attach an opinion of counsel giving his or her opinion as to whether he or she anticipates any difficulties in obtaining all necessary licenses prior to the effective date of the Agreement.

2.3.9 Provide a list of municipal references of similar sized municipalities for whom the firm has provided similar services that Town may contact.

2.3.10 Provide the fees for base services, hourly services, or not to exceed amounts.

2.3.11 Detail the methods and means proposed to achieve the scope of work and produce the deliverables required.

2.3.12 Provide a Gantt Chart showing the proposed timeline for each phase, start and finish with all major milestones. This should not be date specific, use days, weeks, months as units of measure.