RFP Town of Dillon Community Facilitators 6.12.2025 - Clean (003).pdf

Facilitation Team RFP 1 of 10 6/11/2025

REQUEST FOR PROPOSALS

Town of Dillon, Colorado

June 11th, 2025

Request for Proposals for Facilitation Team to Host Community Forums

Town of Dillon, Summit County, Colorado

PROJECT CONTACT: Jon Blank Planner I Town of Dillon

(970) 513-3347 JBlank@townofdillon.com

PROPOSALS DUE: June 25th, 2025 at 4:00 pm MDT

PRE-PROPOSAL MEETING: None mailto:JBlank@townofdillon.com

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1.0 INTRODUCTION/GOAL

The Town desires to engage the community in helping define the future vision and look of the Town Center. The Town intends to host community forums which will allow the community to provide opinions, discussions, guidance, and direction for consideration by the Town Council on implementing the Town Center Master Plan.

1.1 Overview of the work: Town of Dillon, Town Center

The Town of Dillon seeks a skilled facilitation team to host community meetings to receive community input on the development of the Town Center and implementation of the Town Center Master Plan. Proposers must be able to manage group dynamics, ensuring multiple opportunities for input, analyze comments and discussion, and help Town staff evaluate, analyze, and determine shared objectives.

1.2 Background of Dillon, Colorado

Dillon is a charming town located in Summit County, Colorado. Nestled in the Rocky Mountains, Dillon is known for its stunning natural surroundings, outdoor recreational opportunities, world class events, and welcoming community atmosphere. Whether you prefer the warm and lively atmosphere of summer or the serene beauty and winter sports of the colder months, Dillon offers a well-rounded experience throughout the year. The Town population is just over 1,000 (2020 census).

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2.0 TERMS AND ABBREVIATIONS

• “Town” refers to the Town of Dillon, Colorado.

• “Bidder” refers to bidder, consultant, consulting team, facilitator, or facilitation team.

3.0 PROPOSED FACILITATION

The Town seeks an experienced facilitation team to host 6 to 8 community forums. The facilitator will lead group discussions to drive meaningful conversation and collect resident input. The ideal team will foster collaboration, encourage active participation, and manage group dynamics to navigate conflicts and ensure opportunities for input including multiple viewpoints and opinions. Facilitators must be adept at inclusive and effective engagement.

3.1 Required Key Skills and Roles of Facilitator:

• Neutrality and Objectivity:

Ability to remain impartial in the discussion.

• Active Listening:

Ability to listen to all participants to understand their perspectives and concerns.

• Questioning and Stimulating Discussion:

Ability to ask open-ended questions to encourage participation and explore diverse viewpoints.

• Conflict Resolution:

Ability to manage disagreements constructively and find common ground.

• Process Management:

Ability to guide the meeting process, ensuring it stays focused and on track towards the agreed-upon goals.

• Collaboration and Teamwork:

Ability to create a supportive environment where the community feels they are part of a team working together with the Town effectively.

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• Problem-Solving:

Ability to help the group identify problems, generate solutions, and evaluate outcomes.

• Adaptability:

Ability to adjust approaches based on the specific needs of the group and the situation.

• Communication Ability to compile all the information gathered to create action items.

4.0 SCOPE OF WORK: TASKS AND PHASES

4.1 TASK 1: Gathering Background

The Facilitation Team will meet with Town staff to review the Town Center Master Plan.

This may involve virtual or in-person meetings with Town staff and a site visit to the Town Center.

4.2 TASK 2: Community Forums

The Facilitation Team will host 6-8, 90–120-minute community forums at different locations throughout the Town to be determined by the Town. The meeting topics may consist of:

• Overview of Town Center Master Plan and current implementation efforts.

• Height, density, and scale of redevelopment.

• Sense of place — the look and feel of Dillon desired by the community.

• Review of the Design Guidelines — do they still resonate with the community or are changes needed.

• Desired business mix within the community.

• Work force housing — define the different kinds and how to integrate them into the

Town.

• Other topics relevant to future growth, development, and sustainability.

• Key concerns for community neighborhoods

4.2 TASK 3: Report to Town Staff

• Facilitators shall provide a summary and report after each meeting to the Town Manager.

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4.3 TASK 4: Town Council Presentation and Report

• Facilitators shall provide a summary presentation to the Dillon Town Council for a 2-hour meeting at a Tuesday work session to include summation of community input and actionable objectives.

4.4 Fee Schedule in Bid Submission

All bidders must include and provide a Fee Schedule including the following itemizations:

A. Hourly or set rate for Tasks 1-5.

B. If an hourly rate is proposed, Bidders must include expected meeting preparation time and time to prepare summary findings and reports to Town staff travel time and costs, if additional to item A above.

5.0 PROPOSAL REQUIRED INFORMATION:

Each Bidder shall provide a proposal containing the following information:

A. CONSULTANT QUALIFICATIONS. The proposal should include an executive summary presenting a high level synopsis of the RFP. The executive summary should be a brief overview of your facilitation team, including proposed team members, cost, the fee schedule as required in Section 4.0 of this RFP, and should identify the main features and benefits of the Bidder’s proposal. Include aspects of your facilitation team that separate you from others or areas of value you can bring to the project team. Also include and identify the team members and their backgrounds and roles for each member anticipated to work on this project, including highlighting strengths of the team relative to experience in similar projects. Provide a team organization chart.

Include a detailed approach to complete the scope of work and accomplish the goals of the project.

B. PRIOR EXPERIENCE: The proposal should include a maximum of five (5) projects similar to the type and scope of work described above.

C. TIMELINE: Bidders shall provide a detailed timeline to complete the scope of work including all tasks outlined above.

D. COST: Bidders shall provide a detailed itemization of the time and billing rates required to complete each task. The proposal should include an allowance for any reimbursables anticipated to be required to complete the scope of work. All proposals shall itemize costs by task and shall not provide a lump sum.

E. REFERENCES: Provide 2 or 3 references for previous successful facilitations.

References should include the name, address, and contact information of the client.

F. CONFLICTS OF INTEREST: Bidders shall provide a statement regarding any existing potential conflicts of interest.

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G. LITIGATION: Bidders shall provide a list of litigation involving the facilitation team in the past five (5) years and lawsuit dismissal and/or termination outcomes.

H. MODIFICATIONS TO THE CONTRACT: Bidders shall include a statement of any comments or edits the Bidder may/will propose to the template Agreement.

All interested Bidders should provide notification to the Town prior to the clarification deadline.

If any Bidder contemplating submitting a proposal under this RFP is in doubt as to the true meaning of the specifications, the Bidder must submit a written request for clarification to the Town. Bidders may make written email requests concerning this RFP to obtain clarification of requirements or to ask questions. No inquiries will be accepted after the clarification deadline as indicated in the timeline below.

All Bidder inquiries will be responded to at the same time which will be after the clarification deadline. Responses will be provided to all Bidders who have notified the Town and/or who have requested clarification or provided questions. Bidders should not rely on any other statements, either written or oral, that alter any specification, term, or condition of the RFP during the open solicitation period. Bidders should not contact any team members of any individual associated with the Town regarding this RFP or this project or your proposal may be denied.

A Bidder, by affixing its signature to its proposal, certifies that its proposal is made without previous understanding, agreement, or connection either with any persons, firms, or corporations offering a bid proposal for the same project, or with the Town. The Bidder also certifies that its bid is in all respects fair, without outside control, collusion, fraud, or otherwise illegal action. To ensure the integrity of the Town’s public procurement process, all Bidders are hereby placed on notice that any Bidder who falsifies certifications required in conjunction with this section shall be prosecuted to the fullest extent of the law.

Bid proposals must contain a manual signature of an authorized agent of the Bidder. If the Bidder’s authorized agent fails to sign the bid proposal, its proposal may be considered a voided offer and may not be considered, in the Town’s sole discretion.

Bid proposals received after the RFP submission deadline may be considered non-responsive and returned unopened to the proposer.

The accuracy of the bid proposal is the sole responsibility of the proposer. No changes in the proposal shall be allowed after the date and time of the RFP submission deadline due to error by the Bidder.

Bids may be withdrawn prior to the RFP submission deadline. Such requests must be made in writing on company letterhead.

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Any official interpretation of the RFP must be issued in writing by the Town or an agent of the Town authorized to act on its behalf. The Town shall not be responsible for verbal interpretations offered by employees or agents of the Town.

6.0 SELECTION SCHEDULE

June 11, 2025 RFP Release Date

June 18, 2025 Clarifications Deadline, 3 pm MDT

June 20, 2025 Addendum #1 Issued (if required)

June 25, 2025 RFP Submittal Deadline, 4 pm MDT

June/July , 2025 Shortlist interviews NOTE: 2-4 facilitation teams will be selected. Interviews will be held at the Dillon Town Hall

July , 2025 Facilitation Team Selection (tentative)

July , 2025 Kickoff Meeting (tentative)

7.0 PROPOSAL SUBMITTAL INSTRUCTIONS

Bidders shall submit a PDF copy of their bid electronically through the Rocky Mountain ePurchasing System, (Bidnetdirect.com).

E-mailed bids will not be accepted.

8.0 SELECTION CRITERIA

A selection committee will review all proposals. The proposals will be scored on the following criteria:

A. Quality and thoroughness of the proposal, including the consultant’s interest in the project and the thoroughness of understanding the scope of work requested.

B. The consultant’s and sub consultant’s reputation, experience, and past performance in successfully completing projects of similar type and scale.

C. Alignment with the best interests of the Town, as determined solely by the Town.

D. Consultant’s proposed approach, including philosophy and process, and associated fees.

E. Additional consultant agency information.

F. Interviews.

9.0 ADDITIONAL TERMS, CONDITIONS, AND INFORMATION

A. TOWN’S CONTACT PERSON: Jon Blank, Planner I, Town of Dillon

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JBlank@townofdillon.com

(970) 513-3347

All requests for clarification and notifications of interest should be submitted through the Rocky Mountain ePurchasing System, not emailed directly to the Town’s Contact Person.

B. ACCEPTANCE OF PROPOSAL: The Town may, in its sole and absolute discretion (a) reject any and all, or parts of any or all, bid proposals submitted by Bidders, (b) re-advertise this RFP, (c) postpone or cancel the bid process for this RFP, or (d) waive any irregularities or technicalities that are not qualified as requirements for responsiveness to this RFP or in proposals received in conjunction with this RFP.

Proposals shall be valid for a minimum of ninety (90) days. Prices in a proposal must be fixed for the term of the contract.

C. COST OF PROPOSAL AND BIDDER EXPENSES: Bidders are solely responsible for all costs of preparing their proposal and participation in this RFP, and the Town assumes no responsibility for payment of any expenses incurred by a Bidder as part of this process. For the selected facilitation team, no reimbursement will be made by the Town for any costs incurred prior to full execution of a contract and issuance of written notice by the Town to commence project services.

D. LATE PROPOSALS: Late proposals will not be considered.

E. OPEN RECORDS ACT AND CONFIDENTIALITY: As a governmental entity, proposals submitted to the Town for consideration shall be subject to the Colorado Open Records Act (the “Act”). Any restrictions on the use of data contained within a proposal must be clearly stated in the proposal itself. Any information the consultant does not wish to be provided to the public should be included in a separate attachment to the proposal and marked as proprietary. However, should the Town receive a request in accordance with the Act, it shall make a final determination as to whether the information is releasable. Bidders will be notified before information is released. Proposals submitted and terms and conditions specified in each Bidder’s response shall remain the property of the Town.

F. MODIFICATIONS TO CONSULTING AGREEMENT: The selected consultant will be required to enter into a consulting agreement with the Town. Terms and conditions may be added, modified, and deleted upon mutual agreement between the Town and the successful Bidder provided that such terms and conditions remain within the scope and original intent of this RFP. Said terms and conditions may include, but are not limited to, increases or decreases in the time limits for an existing contract and additions to the number of community meetings required to be held. Any modifications must be expressed in writing through a contract amendment, executed by authorized agents of the Town and the successful Bidder prior to the enactment of such modifications.

mailto:JBlank@townofdillon.com

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If a contract cannot be negotiated with the Town’s original selected consultant, the negotiations will be terminated in writing and negotiations will begin with the next most qualified consultant.

G. OPENING OF PROPOSALS: The Town reserves the right to open proposals received in response to this RFP, privately and unannounced, after the closing date and time.

H. PROPOSAL RESPONSIVENESS: This RFP provides prospective bidders with sufficient information to prepare and submit proposals for consideration by the Town. To be considered responsive, each proposal must provide for completion of the tasks outlined in the RFP.

I. BACKGROUND CHECKS/INVESTIGATIONS: The Town may conduct investigations as it considers necessary to assist in evaluating any proposal and to establish the responsibility, qualifications, and financial ability of the Bidder and award the bid in accordance with the proposal documents to the Town’s satisfaction within the prescribed time. The Town may consider, but not be limited to, financial condition, prior experience, previous customer satisfaction, performance data, and current capacity as part of its evaluation.

J. LICENSES REQUIRED/COMPLIANCE WITH APPLICABLE LAW. Successful Bidder shall maintain all required licenses, if any, and be familiar and comply with all local, state, and federal directives, ordinances, rules, orders, and laws as applicable to, and affected by the project including, but not limited to, the Equal Employment Opportunity Commission (EEOC), the Occupational Safety and Health Act (OSHA), the Americans with Disabilities Act (ADA), the Colorado Illegal Aliens-Public Contracts for Services legislation, and the Keep Jobs in Colorado Act of 2013.

K. EQUAL OPPORTUNITY: No Bidder shall be excluded from consideration for award in conjunction with this solicitation on the basis of race, color, creed, national origin, handicap, or sex or be subjected to discrimination under any contractual award administered by the Town.

10.0 OTHER ISSUES

A. Bidders are advised that all Town contracts are subject to Town Council approval and all legal requirements contained in the Town’s procurement rules and policies, if any, and applicable law governing purchasing activities. When conflicts between this RFP and these applicable laws occur, the highest legal authority shall prevail.

B. A proposal may not be accepted from, nor any contract awarded to, any person or facilitation team which is in arrears to the Town upon any debt or contract or which has defaulted as surety or otherwise upon any obligation to the Town.

C. A proposal may not be accepted from, nor any contract awarded to, any person or facilitation team who has failed to perform faithfully any previous contract with either

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D. A proposal may not be accepted from, nor any contract awarded to, any person or facilitation team which has pending litigation against the Town on the date and time of the RFP submittal deadline.

E. All employees or sub-consultants of a Bidder shall be considered to be, at all times, employees of the Bidder under its sole direction and not an employee or agent of the Town. The Bidder shall supply competent and physically capable employees in a number that is consistent with the RFP requirements. The Town may, in its sole discretion, require the Bidder to remove an employee it deems careless, incompetent, insubordinate, or otherwise objectionable and whose continued employment on Town property is not in the best interest of the Town.

11.0 DOCUMENTS INCLUDED WITH AND PART OF THIS RFP: In addition to this RFP, the following document is included and incorporated herein by reference as a part of this RFP.

Attachment 1 – Template of the proposed Consultant Agreement