TOWN RFP AC Master Plan 2024 FINAL.pdf

TOWN OF BRECKENRIDGE

Arts and Culture Master Plan

REQUEST FOR PROPOSALS

May 6, 2024

TABLE OF CONTENTS

Page

SECTION I: TERMS AND CONDITIONS

A. Invitation B. Procurement Schedule C. Form of Response D. Selection Process F. Inquiries G. Addenda H. Consideration of Proposals I. Disclosure of Proposal Contents J. Original Proposal K. Investigation of Conditions L. Withdrawal of Proposal M. Single Proposal Response N. Conflicts and Inconsistencies O. Contract Award P. News Releases Q. Cost of Proposal Preparation R. Omission of Details

SECTION II: SCOPE OF SERVICES

A. Desired Outcomes

B. Research for Consultant……………………………………………………………… 10 C. Development of Public Outreach……………………………………………………. 11

D. Deliverables

SECTION III: SUBMITTAL FORMS

PROPOSAL SUBMITTAL CHECKLIST

ATTACHMENT A

ATTACHMENT B ………………………………………………………………………………………...15

SECTION I: TERMS AND CONDITIONS

A. Invitation Qualified individuals, firms or consortiums are invited to submit a sealed proposal to the Town of Breckenridge (“hereinafter referred to as “TOWN”) to provide planning and community engagement services for arts and culture in the Town of Breckenridge. The work includes identifying a vision for arts and culture in Breckenridge for the next ten years with short and long-term goals to achieve that vision utilizing a robust community engagement process.

The purpose of this solicitation is to bind a competent, experienced consultant into a formal Agreement with the TOWN to perform the work described in the Request for Proposals. The complete Request for Proposals document can be obtained at the Town of Breckenridge website at www.towofbreckenridge.com and www.breckcreate.org/about/opportunities.

http://www.towofbreckenridge.com/ http://www.breckcreate.org/about/opportunities

This invitation should not to be construed as a commitment of any kind on the part of the TOWN, nor does it commit the TOWN to pay for any costs incurred in the submission of a proposal package, nor for any costs incurred prior to the execution of a formal Agreement.

B. Procurement Schedule To be considered, proposals must be received by the TOWN by 9AM, local time, Monday, June 10, 2024.

The proposal shall be submitted to the Town of Breckenridge and shall be received via email by the Assistant Director of Community Development:

Julia Puester juliap@townofbreckenridge.com

AND

websiteclerk@townofbreckenridge.com

Any proposal received after that time shall not be considered.

To be considered, individuals are required to adhere to the following schedule for this procurement:

Deadline for questions Monday, May 20, 2024 9:00 a.m.

(email questions to juliap@townofbreckenridge.com) Response for questions Thursday, May 23, 2024 5:00 p.m.

Proposals Due Monday, June 10, 2024 9:00 a.m.

Interviews Monday, June 24, 2024 9 a.m.-4 p.m.

However, TOWN shall be under no obligation to comply with the schedule shown above, provided that all prospective proposers or other interested parties known to the TOWN shall be notified equally of changes made to this schedule by the TOWN within a reasonable time after such changes are made. In no event shall any proposer have any redress to the TOWN, be it financial or otherwise, in the event that the TOWN alters this schedule in any way.

Responsibility for submitting the proposal to the TOWN on or before the above stated time shall remain solely and strictly that of the proposer. The TOWN shall in no way be responsible for delays in the delivery of any proposal.

Form of Response This subsection contains detailed instructions to which proposers must adhere in the preparation and submittal of proposals to the TOWN.

Proposers are advised that proposal content and completeness are most important, and that clear and effective presentations are preferred, with unnecessarily elaborate, decorative or extraneous materials discouraged. The proposal shall be submitted in electronic format, single-spaced and using full margins pdf electronic format, except as desired by the proposer for emphasis or effect. Each section within the proposal shall be clearly defined for easy reference.

mailto:juliap@townofbreckenridge.com mailto:websiteclerk@townofbreckenridge.com

Submittals must be titled “Breckenridge Arts and Culture Master Plan RFP”. Please note email file size is 10MB. Sharing sites are accepted.

Proposal:

The proposal shall contain the following information and attachments:

Cover Letter: Identify the proposer’s name, mailing address, telephone number and contact person(s). The letter must be signed by the proposer, and should be limited to two (2) pages.

Consortiums, joint ventures or teams submitting proposals, although permitted and encouraged, will not be considered to be responsive unless it is established that all contractual responsibility shall rest solely with one firm or one legal entity, which shall not be a subsidiary or affiliate with limited resources. Indicate the entity responsible for execution on behalf of the team.

Organizational Information: Provide a statement of the proposer’s corporate status and background, including but not necessarily limited to the following: Legal status; organizational structure; current list of owners, officers and principals; management philosophy; brief history;

type(s) of business conducted; business locations and facilities; customer base; and ability to obtain the required insurance.

Project Approach: Describe the approach that the proposer would take in designing the project scope to meet the desired outcomes specified in the Section II. Project approach should be concise. Project processes and elements should be detailed in this section of the proposal. Any other creative or innovative ideas should be detailed in this section.

Community Engagement: Provide a narrative of the proposer’s approach to community engagement including but not limited to the Town and surrounding area’s historically underrepresented population including non-native English speakers.

References: List similar projects including experience with arts and culture strategic & master planning and relevant social & economic impact, market research, and/or operations and venue and/or program management with municipalities similar to Breckenridge, or other towns or small cities with a vibrant arts and culture landscape that have been performed by the proposer. Links to executive summaries, project materials or key attachments may be included. Include three (3) references of similar projects.

Provide the following information for each reference:

Client Name: ______________________________________ Address: ______________________________________ Contact Person: __________________________Telephone: (___) _____________ Project Dates: _______________________________ Project Description ____________________________________________ Original Project Budget: ______________________________ Final Project Cost: ______________________________ Explanation of variation from original budget to final project cost: ___________

Project Lead Consultant and Team Personnel: Describe the qualifications, experience, and availability of the proposer’s candidate for lead consultant to manage the project. Proposers are advised that failure to provide the individual selected as lead consultant/project manager as indicated in the proposal may constitute cause for cancellation of contract award or termination of any Agreement between the TOWN and the proposer. Additionally, describe other key personnel who will contribute to the Project with appropriate expertise in arts and cultural facility operations and related improvements, finance models, data analysis, community engagement and meeting facilitation. Such descriptions shall include, but not necessarily be limited to name and job title, years of experience, qualifications, expertise, and availability. Include lead consultant and team bios.

Project Schedule: Provide an estimated schedule. The desired project completion date is nine months to one year after the contract execution. The completion date may be extended upon mutual agreement should the project require seasonal data capture to ensure success.

Fee Schedule: Provide a complete line item budget for the work with explanations as necessary to complete the Project as specified in the RFP, its attachments and other documents referenced. Provide the project cost for services in an itemized work format. The project cost for services shall be a “not-to-exceed cost for services.” Each proposer shall certify that its price proposal shall remain valid for a period of at least one hundred and twenty (120) days. In the event that a contract award by the TOWN is delayed beyond the 120-day period, such award shall be conditioned upon the proposer's acceptance.

Statement of Insurance: The Consultant shall provide a written statement of acknowledgment of the insurance requirements. If entered into an agreement with the Town the Consultant shall procure and continuously maintain throughout the term of this Agreement the following minimum insurance coverage:

Worker’s compensation insurance to cover obligations imposed by applicable laws for any employee of the Consultant or a sub-consultant engaged in the performance of the Services under this Agreement. Evidence of qualified self-insured status may be substituted for the worker’s compensation requirements of this Section.

General liability insurance with minimum combined single limits of $1,000,000. The policy shall be applicable to all premises and operations. The policy shall include coverage for bodily injury, broad form property damage (including completed operations), personal injury (including coverage for contractual and employees' acts), blanket contractual, products, and completed operations. The policy shall contain a severability of interest’s provision.

Comprehensive automobile liability insurance with minimum combined single limits for bodily injury and property damage of not less than $1,000,000 each occurrence and $1,000,000 aggregate with respect to each of the Consultant's owned, hired or non-owned vehicles assigned to or used in performance of this Agreement. The policy shall contain a severability of interest’s provisions.

Professional liability insurance with minimum combined single limits of $1,000,000.

Attachment A: Acknowledgment of Receipt of RFP Packet and Addenda: This form must be completed and signed by the proposer, and attached to the proposal. The form is attached to this RFP.

Any proposal not submitted in this format shall be deemed to be non-responsive and shall not be considered further by the TOWN. The signer of the proposal must declare that the only person(s), company or parties interested in the contract as principals are named herein; that it is, in all respects, fair and in good faith without collusion or fraud; and that the signer of the proposal has the authority to bind the principal firm.

C. Selection Process Each responsive proposal received by the TOWN shall be evaluated in a consistent manner as described in this subsection. A responsive proposal is one, which complies with all material aspects of the solicitation, both as to the method and timeliness of submission, and as to the substance of any resulting contract. Prospective proposers are advised to submit all required forms, attachments, insurance certificates, and other information as requested in the RFP.

An initial evaluation will be completed by the Town’s designated project managers. An evaluation committee comprised of Town and arts non-profit organization representatives will review the top proposals. Proposals will be evaluated per the criteria in Attachment B within this

RFP.

At the Town’s option, the best qualified firms may be invited to participate in interviews with the evaluation committee for the purpose of clarifying and confirming offerings and assertions made in the proposals.

The TOWN reserves the right to delay making an award as necessary to permit proper study and analysis of all proposals received, to split award on proposals, to reject any or all proposals received, and to make a pre-award survey to determine the capability of any or all proposers.

The TOWN reserves the right to reject any or all proposals if it believes there is a sound documented business reason for doing so, and to negotiate matters of Consultant performance, project schedule and other issues not directly related to the proposal price submitted prior to awarding a contract. The TOWN further reserves the right to cancel the procurement process at any time during the evaluation process if it appears that the proposals received are not suitable for any reason whatsoever.

D. Inquiries Any and all proposers may make inquiries in writing to TOWN at any time prior to May 20, 2024 at 9 a.m. Any written question of a proposer regarding the meaning or interpretation of the RFP, work scope, specifications, etc., must be submitted to the TOWN by to the above-specified date and time. All clarifications given to any prospective proposer shall be similarly furnished to all prospective proposers in summary form as an addendum to this RFP if the lack of such information could reasonably be considered prejudicial towards uninformed proposers. No technical assistance shall be given by the TOWN to any proposer in preparation of its proposal.

Written inquiries shall be done by email and directed to:

Julia Puester juliap@townofbreckenridge.com mailto:juliap@townofbreckenridge.com

The TOWN shall provide email its written response to any inquiries received to all proposers made known to the TOWN.

E. Addenda Any or all changes, additions, or clarifications in connection with this RFP shall be issued by the TOWN in the form of written addenda. Each proposer must sign the “Acknowledgment of Receipt of RFP Addenda” form (Attachment A) and submit the executed form with its proposal.

Comments, responses and/or representations shall not be binding upon the TOWN.

F. Consideration of Proposals The TOWN reserves all rights to investigate the qualifications of any and all individuals and firms under consideration, to perform a financial audit of one or more firms, to confirm any part of the information furnished in a proposal, and to require further evidence of managerial, financial or professional capabilities which are considered necessary for the successful performance of work described in this RFP. The TOWN reserves the right to reject any or all proposals and to waive informalities and minor irregularities in proposals received.

G. Disclosure of Proposal Contents All proposals and supporting documents, except such information that discloses proprietary or financial information submitted in response to qualification statements, becomes public information held in custody of the TOWN after the proposal submittal date given in this RFP.

Bidders are advised that the bids are subject to public disclosure under Colorado Law and will not be treated as confidential. All materials submitted become the property of the Town and may be made public in whole or in part at the discretion of the Town with two notable exceptions.

Information marked confidential such as trade secrets and references shall be treated as privileged information and confidential commercial information under the Colorado Open Records Law.

The TOWN assumes no liability for the use or disclosure of technical or cost data submitted by any proposer.

Nevertheless, if a proposal contains information that the respondent does not want disclosed to the public, or used for any purpose other than the evaluation of this offer, all such information must be indicated with the following or similar statement:

"The information contained on pages ________ shall not be duplicated, used in whole or in part for any purpose other than to evaluate the proposal provided; that if a contract is awarded to this firm as a result of the submission of such information, the Town of Breckenridge shall have the right to duplicate, use or disclose this information to the extent provided in the contract. This restriction does not limit the Town of Breckenridge’s right to use the information contained herein if obtained from another source."

All such nondisclosure items specified in the proposal shall be subject to disclosure as provided in Part 2 of Article 72 of Title 24, C.R.S. ("The Colorado Public Records Act") or as otherwise provided by law.

H. Original Proposal The successful proposal must be an original work product of the submitting individual, firm or team. Copying, paraphrasing, or otherwise using significant portions of the work product of another organization when presenting a proposal to the TOWN shall not be permitted. Failure to adhere to this instruction may result in the rejection of the proposal.

I. Investigation of Conditions All proposers are encouraged to review this RFP carefully and to investigate all conditions involved in the execution of work. The selected firm shall not be allowed additional compensation for items on which it has failed to inform itself prior to the opening of proposals.

J. Withdrawal of Proposal Prior to the due date indicated in the RFP packet, any proposer may withdraw its proposal submitted to the TOWN by email, provided his/her identity is made known and an emailed letter with signature is submitted by the proposer.

Single Proposal Response In the event that only one (1) proposal is received in response to this RFP, the TOWN may require assistance from the single responsive and responsible proposer in the preparation of a proposal price analysis in order to determine whether the single proposal received by the TOWN is fair and reasonable.

K. Conflicts and Inconsistencies In the event of a conflict or inconsistency between any of the RFP and attachments, including drawings, specifications, and the Sample Agreement or Appendix thereto, the Town shall resolve such conflict or inconsistency and provide written notice of the single interpretation to all known proposers by written addendum.

L. Contract Award The TOWN maintains the right, but shall be under no obligation, to award a contract to the responsive and responsible proposer whose offer is deemed by the TOWN to be most advantageous to the TOWN as determined by capability, qualifications and other factors set forth herein.

M. News Releases Written approval by the TOWN is required prior to any public disclosure regarding this RFP or any subsequent awards.

N. Cost of Proposal Preparation The TOWN shall not be liable for any costs or expenses incurred for preparation of proposals submitted in response to this RFP or for any other cost incurred prior to issuance of a formal Notice to Proceed. Proposers shall not include such expenses as part of the price proposed. The TOWN shall be held harmless and free from any and all liability, claims or expenses whatsoever incurred by, or on behalf of, any person or organization responding to this RFP.

O. Omission of Details No advantage shall be taken by any proposer as a result of the omission of any parts or details which are necessary for the provision of detailed design and engineering services even though such details may not be mentioned in this RFP.

SECTION II: SCOPE OF SERVICES

Background The Breckenridge Arts District was established in 2014 by the Town of Breckenridge to build a year-round economy and preserve the community's historic charm and authentic character.

Stretching across Main Street in the center of town, the District's core attractions include the Riverwalk Center–a 750-seat, heated, indoor performance venue; a lively campus of renovated historic structures that includes a 137-seat black box theater, artist live-work spaces, and state-of-the-art studios; and a single screen movie theater.

Artists, creatives, local cultural non-profit organizations, visitors and the community at large enliven the District by providing a year-round schedule of performances, exhibitions, screenings, tours, classes, special events and festivals as well as a number of other educational and engagement opportunities. Primary resident companies of the Breckenridge Arts District include Breck Create, National Repertory Orchestra, Breck Film, Breckenridge Backstage Theatre, Breckenridge History and the Breckenridge Tourism Office.

The Breckenridge Arts District is a Certified District in the Colorado Creative Industries Creative District Program, which certifies communities that contribute to our 8 of 15 state’s economic goals through creativity, culture, and the arts. Other key attractions within Town include historic museums and Welcome Center.

This will be the Town’s first community-wide comprehensive Arts and Culture Master Plan.

Scope of Work Prepared by the Steering Committee members: Tamara Nuzzaci Park (President and CEO, Breck Create), Dave DePeters (CEO, National Repertory Orchestra), Jacqueline Stone (Producing Artistic Director, Backstage Theater), Larissa O’Neil (Executive Director, Breck History), Cynthia Gordon (Board Member, Breck Film), Shannon Haynes (Town Manager, Town of Breckenridge), Jay Beckerman (Town Council, Town of Breckenridge), Jeanne Bistranin (Executive Director, Summit Foundation), Lucy Kay (CEO, Breckenridge Tourism Office), Julia Puester (Town of Breckenridge, Assistant Community Development Director).

Desired Outcomes

1. A community-driven vision and goals statement, considered through the tourism and social intangible lenses, with a 10-year roadmap of action items, prioritized time horizons and metrics to measure impact.

2. Identification of gaps between the current and desired future state of programs and cultural facilities, providing recommended community priorities and Town investment areas.

3. Recommendations for equitable funding models and policies to support delivery of arts and culture in Breckenridge.

4. Recommendations for Town management policies related to arts and culture in Breckenridge, codifying roles of Breck Create, Breckenridge Tourism Office, Breck History and Non-Profit resident partners.

5. Recommendations for addressing opportunities for improved efficiency and coordination between arts and cultural partners.

Research for Consultant Collect and analyze data relevant to delivering on the desired outcomes of the planning process. Provide methodology for collecting and presenting data consistent with the steering committee, project managers and Town Council’s goals and expectations. The list of data inputs below should be viewed as preliminary recommendations and other elements may be included during the research and discovery phase.

1. Perception and value of art, entertainment and culture to the community;

2. Social intangibles of creative industries currently operating in Breckenridge, such as stewardship of place, affirmation of group identities, public health and education, as well as areas of opportunity;

3. Desired impact of creative industries to distinguish Breckenridge in the marketplace, evaluated through the tourism framework of destination-driving and local animating activity/assets;

4. Mission, visions and goals (strategy) of arts and culture organizations assessed against Town and community goals (i.e. equity, sustainability, childcare, etc.);

5. Assessment of current arts facility cost and management models. Benchmark with comparable municipally-owned arts facility cost and management models, user relationships and best practices;

6. Assessment of cost required for the Town should non-profit resident organizations not exist compared to current model;

7. Town’s financial, facility and other resource distribution processes for arts and culture;

8. Town’s ideal description of activity (i.e. type and quantity of events) to animate each arts district facility and how activities are prioritized and scheduled;

9. Current facility usage and attendance trends, including number of unique individuals served, utilizing list of Town-owned public-facing cultural facilities;

10. Current and prospective arts and culture audience interests, experience, access and demographics;

11. General challenges including sustainability and responsible development of art and culture, including access to regional and national funding opportunities in resort towns;

12. Market positioning for art, entertainment and culture in Breckenridge relative to the local, regional, and state landscape as well as opportunities to increase service to underrepresented communities;

13. Exemplars to benchmark roles, management and funding models for the Town, Breck Create and other stakeholder organizations as it pertains to the advancement of arts and culture in Breckenridge; and

14. Existing arts and cultural documents, plans and other relevant material, such as the Social Equity Blueprint and Destination Management Plan.

Development of Public Outreach and Participation Plan The Town of Breckenridge desires to gather input through widespread community outreach. The selected consultant will implement a comprehensive strategy to include people who live, work, or play in Breckenridge in the cultural planning process including surveys, one on one interviews with key stakeholders, community forums, focus groups, etc. Consultant will provide well-organized and directed activities, techniques, and formats incorporating bilingual opportunities and translation to ensure a positive and inclusive public participation process is achieved. The strategy will also include a communications plan at key decision-making points to ensure the Steering Committee, Town Council and general public are supportive.

The following groups and organizations have been identified as key stakeholders. This list should be viewed as a preliminary list that may be expanded as the process unfolds. The final number of community meetings will be discussed and agreed upon during the selection phase.

1. Non-Profit Organizations

a. Patrons of Arts and Culture Non-Profits

b. Board Of Directors of Steering Committee Non-Profits

c. Arts + Culture Facility Managers + User Representatives

i. Non-local/resident professional artists, actors, musicians, creatives, etc.

ii. Non-local/resident pre-professional artists, actors, musicians, creatives, etc.

d. Breckenridge Tourism Office

e. Volunteers

2. Advisory Bodies

a. Town’s Social Equity Commission

b. Town’s Events Committee

c. Town’s Sustainability Department and/or Green Team

3. Commercial and Private Galleries

4. Education institutions

a. Summit School District + The Peak School

b. Colorado Mountain College

c. Preschools (Private + Public)

d. Mountain Top Children’s Museum

e. South Branch Library

5. Local Creatives

a. Architects/landscape design

b. Graphic Designers

c. Musicians

d. Visual Artists, Photographers, Videographers

e. Actors

6. Local Businesses and Major Employers

a. Lodging

b. Retail

c. Restaurant

d. Breckenridge Ski Resort

7. General Public

a. Breckenridge Residents

b. Breckenridge Workforce

c. Philanthropic community

d. Second Homeowners

e. Latine community and other historically underrepresented groups

f. Visitors

g. Young adults, youth and parents

Deliverables:

The following are the required deliverables for the project:

1. In person meetings, conference calls, or video chat monthly with written progress update to project managers to undertake and successfully complete the project;

2. On-site data collection, community input sessions, and stakeholder interviews, focus groups including the general public, advisory bodies, commercial/private galleries, non-profit organizations, education institutions/youth, local creatives, and local businesses;

3. Public meeting content including graphics, boards, handouts, presentations, etc.;

4. Project status updates to the steering committee, project managers and Town Council;

5. Arts and Cultural Master Plan document (draft and final) in editable format (such as

Word) and PDF. The final document should be available in both English and Spanish. The steering committee desires for the following elements to be included in the master plan document but is not limited to the list below. This list may be modified and proposals of alternate or additional recommendations are welcome:

A. Executive summary B. Vision statement and key goals for arts and culture (mapped to Town and arts non-profit goals) C. Conclusions and recommendations

1. Priority areas of social impact, value and dominant and non-dominant identity community engagement;

2. Priority areas to develop economic impact and vitality, including framework and criteria for Town investment in programs to drive destination tourism and enhance local arts and culture activity;

3. Priority areas for social equity and inclusivity;

4. Framework and criteria for cultural facility utilization, operations and capital investments;

5. Ideal municipal funding and management policy model;

6. Framework and options for promotion of arts and culture as an element of

Breckenridge brand; and

7. Opportunities for improved alignment, shared services and cooperation among arts organizations.

D. Action Plan with long and short-term strategies to implement recommendations, time horizon goals and responsible lead and participatory parties; and E. Addendum: Research and data methodology.

Town of Breckenridge Breckenridge Arts District Architectural RFP

SECTION III: SUBMITTAL FORMS

PROPOSAL SUBMITTAL CHECKLIST

This form must be completed and returned with the proposal submittal.

Description

Proposer’s Initials

Town’s Initials

Signed Cover Letter

Organizational Information

Project Approach

Community Engagement

References

Lead Consultant and Team Personnel

Project Schedule

Fee Schedule

Statement of Insurance

Attachment A - Acknowledgment of Receipt of RFP Packet and Addenda

Signature of Proposer: _________________________________________________

Company: _________________________________________________

Date: __________________________________________________

ATTACHMENT A

ACKNOWLEDGMENT OF RECEIPT

OF RFP PACKET AND ADDENDA

The undersigned hereby acknowledges receipt of the Town of Breckenridge Request for Proposals (RFP) addenda issued during the procurement process.

Addendum #1: ______________________________________ dated _________

Addendum #2: ______________________________________ dated _________

Addendum #3: ______________________________________ dated _________

Failure to acknowledge receipt of all addenda may cause the proposal to be considered non-responsive to this solicitation.

Name of Proposer: _______________________________

Signature of Proposer: _______________________________

Date: _______________________________

ATTACHMENT B

Town of Breckenridge Breckenridge Arts and Culture Master Plan RFP

Consultant Review Evaluation Matrix

EVALUATION CRITERIA VALUE FIRMS SUBMITTING PROPOSALS

RFP QUALITY 10

(well written, answers questions, professional)

SIMILAR PROJECTS EXPERIENCE & TEAM

QUALIFICATIONS

(describes similar projects, strong team members)

COMMUNITY ENGAGEMENT 15

(reviews approach to engagement and experience)

DATA COLLECTION CABABILITIES 10

(explains approach and experience with data)

PROJECT APPROACH 25

(clearly describes plan and approach to work)

FINANCIAL EVALUTION ABILITIES 10

(offers experience with financial assessment)

REFERENCES 10

(provides strong references from similar projects)

COST 10

(costs are reasonable and industry standard)

TOTAL 100