REQUEST FOR QUALIFICATIONS:
To Provide Contract Services for Town of Vail Newspaper Boxes Management

• Department: Welcome Centers
• Start Date: July 17, 2023
• Close Date: Sept. 1, 2023

RESPONSE INFORMATION:

Qualifications are due by 4 p.m. local time……………………………….…. July 26, 2023

One (1) electronic (PDF) copy shall be delivered to:

Amanda Zinn
azinn@vailgov.com

RFQ questions and clarifications deadline is at 4:00 PM (MST)………...…. July 19, 2023

Response to questions and clarifications by 5:00 PM (MST)……………. July 21, 2023

RFQ due by 12:00 PM (MST)………………………………………………July 26, 2023

Questions and clarification response period……………………...July 28, 2023

Finalist selection process ……………………………………….……….... July 31-Aug 1, 2023

Final interviews……………………………………………………………... Aug 2-Aug 3, 2023

Contract award (latest anticipated) ...……………………………………...… August 9, 2023

Management Start Date.……………………...… September 1, 2023

Invitation for:

Request for Qualifications
To Provide Contract Services For
TOWN OF VAIL
DEPARTMENT OF WELCOME CENTERS

July 17, 2023

Introduction

The Town of Vail, Colorado is inviting submittals from qualified vendors for management of the thirteen newspaper box clusters located in Vail Village and Lionshead Village.

Background On Town of Vail Newspaper Box Clusters

The Town of Vail has thirteen newspaper clusters that have periodicals including, real estate marketing collateral, magazines, newspapers, and maps. There are two sizes of boxes, full size and half size available. Each cluster has a mix of full and half boxes. Pricing on boxes vary depending on size and location. Clients pay for a calendar year January 1 through December 31. Potential clients can be put on a waiting list for available boxes.

The location of the boxes are as follows:

1. Vail Village Bus Island Cluster – Top deck of the Vail Transportation Center, South Frontage Rd W
2. Vail Village Slifer Square Cluster – Meadow Dr
3. Vail Village Mill Creek North Cluster – Gore Creek Dr
4. Vail Village Mill Creek South Cluster – Hanson Ranch Rd
5. Vail Village Gore Creek Promenade North Cluster – International Bridge
6. Lionshead Village Mayor’s Park Cluster – Vail Rd
7. Lionshead Village Vail Library Cluster – West Meadow Dr
8. Lionshead Village Welcome Center Cluster – East Lionshead Circle
9. Lionshead Village Bus Stop Cover Shelter Cluster – East Lionshead Circle
10. Lionshead Village Concert Hall Plaza Cluster – West Lionshead Circle
11. Lionshead Village Transit Center Cluster – South Frontage Rd W
12. Golden Peak Bus Stop Cluster – Vail Valley Dr
13. Ford Park Cluster – South Frontage Rd East

Scope of Services (Overview)

The Town is soliciting qualifications for a contract service for management of the newspaper boxes. Duties include weekly inspection of the boxes (including clearing out trash), communication with clients to have their periodicals re-stocked and available, ongoing advertising and communications with potential clients and waitlist clients to fill empty boxes, and communication with the Town of Vail regarding maintenance, signage, and invoicing to clients. Town of Vail will continue to provide maintenance, signage, and invoicing to clients from the information provided by newspaper box management. There are currently 14 vendors in the newspaper boxes. Monthly reports of work done required and email communications.

Required Submittal

Qualifications are due by 4 p.m. local time……………………………….…. July 26, 2023

One (1) electronic (PDF) copy shall be delivered to:

Amanda Zinn
azinn@vailgov.com

Your qualification submittal should include the following information:

1. Cover sheet: The cover sheet shall list the name of the vendor with name(s), email address(es), and phone number(s) of person(s) who may be contacted to answer questions. Also, the cover sheet shall state who prepared the submittal and how that person(s) can be reached.
   
   
2. Qualifications: The vendor qualification information shall include the following.
   a. Professional resume stating qualifications to provide the services described herein. Include number of years in business, number of employees, location of office or offices, names of principals or employees who will complete the services. Detailed information on the vendor’s background and experience as it related to the scope of services. All proposed sub-consultants, if any, to be used for this contract must be listed and must provide the information addressed above.
   b. References (three minimum) must be provided identifying each; a contact person and the client's address and telephone number.
   c. Schedule: Provide a specific timetable for each step identified in the scope. Include an outline of how many hours this would take and at what hourly rate.
   d. Exclusions: Provide a statement regarding any reservations, conditions, or constraints, or exclusions related to the request for Qualifications, if any.

General Information

Limitations and Award

This RFP does not commit the Town of Vail to award or contract, nor to pay any costs incurred, in the preparation and submission of Qualifications in anticipation of a contract. The Town of Vail reserves the right to shortlist or select one firm from qualified submitters to pursue owner’s rep services. The town may reject all or any submittal received as a result of this request, to negotiate with all qualified sources, or to cancel all or part of the RFP. The Town of Vail may negotiate a contract with the first priority firm. If negotiations cannot be successfully completed with the first priority firm, negotiations will be formally terminated and may be initiated with the second most qualified firm and, likewise, with the remaining firms.

Selection

Initial evaluation will be based on the qualifications of the submitters. The Town of Vail reserves the right to waive interviews, and to make its final shortlist selection based solely upon the qualification statements.

Equal Employment Opportunity

The selected consultant team will not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin.

Insurance Requirements

The submitting firms if selected as the design Contractor shall obtain and maintain in force for the term of this Agreement the following insurance coverages. Certificates of insurance evidencing such coverages shall be furnished to the Town at the time of signing this Agreement. Prior to cancellation of, or material change in, any requisite policy, thirty (30) days written notice shall be given to the Town through its risk manager. All automobile liability and general liability policies shall include the Town as an additional named insured by policy endorsement. In order for a firm to be qualified, it must acknowledge the ability to secure the following:

1. Automobile Liability (including owned, non-owned, and hired) in an amount not less than one million dollars ($1,000,000) for each occurrence and not less than two million dollars ($2,000,000) general aggregate.
   
   
2. Worker's compensation and employer liability in accordance with the Worker's Compensation Act of the State of Colorado for employees doing work in Colorado in accordance with this Agreement and with limits in an amount not less than five hundred thousand dollars ($500,000) each accident and not less than one million dollars disease- policy limit and not less than one million dollars disease- each employee.
   
   
3. Comprehensive General Liability (including personal injury) in an amount not less than one million dollars ($1,000,000) per each occurrence and not less than two million dollars ($2,000,000) in the aggregate.
   
   
4. Professional errors and admission liability insurance in an amount not less than one million dollars ($1,000,000) for each claim and not less than two million dollars ($2,000,000) in the aggregate.