REQUEST FOR Submission
Cost Estimate & Timeline for Amphitheater Facility Analysis for the Town of Dillon
ISSUED BY
TOWN OF DILLON
PO Box 8
DILLON, CO 80435
(970) 262-3404
Proposals should be received by 5:00 PM MST
Monday, January 10, 2021
Proposals will be accepted via email at info@townofdillon.com
Or delivered to:
Dillon Town Hall
Amphitheater Facility Analysis
275 Lake Dillon Drive, PO Box 8
Dillon CO 80435
REQUEST FOR PROPOSAL
The Town of Dillon, Colorado, (“the Town”) is seeking a qualified firm to provide a cost estimate, timeline to conduct a facility analysis of the Dillon Amphitheater. Proposals will be accepted until 5:00 p.m. Monday, January 10, 2021, at the Dillon Town Hall located at 275 Lake Dillon Drive, PO Box 8, Dillon, CO 80435 or info@townofdillon.com.
Late proposals will not be accepted. Any proposal(s) received after the scheduled time for closing will be returned to the proposing firm unopened. Sole responsibility rests with the proposing firm to see that their proposal is received on time.
The Town reserves the right to reject all proposals, or to reject any proposal in part or in whole, and to award the proposal to the most responsive and responsible firm as deemed in the best interest of the Town. Further, the right is reserved to waive any formalities or informalities contained in said proposal.
Background
The Town of Dillon was incorporated in 1883 and today’s population is around 1,000 permanent residents. As a tourist community, our population increases to 5,000 in the peak seasons of winter and summer. The Town became a home rule municipality in 1992. Located in the Colorado Rocky Mountains in Summit County, Dillon is approximately 70 miles west of Denver, at an elevation of 9,156 feet. The government operates under the council-manager form of government. The Council shall determine policies, enact legislation, adopt budgets and appoint the Town Manager, Police Chief, Judge and Town Attorney. The Town Manager executes the laws, administers the Town Government and oversees the day-to-day operations.
The Dillon Amphitheater sits on the shores of Dillon Reservoir with residential on the street side. The Dillon Amphitheater was renovated in 2017-2018 and has a capacity of 3,656. The Town produces a variety of programming including community performances produced in-house to partnering with third party promoters. Performers range from local acts to nationally known acts and Grammy award winners. The season typically runs mid-June to mid-September with approximately 30-40 shows. Operational funding for the amphitheater concerts comes from concession revenues, facility rental fees, ticketing fees and sales tax. Capital projects are funded using sales tax.
Inquiries and Corrections
Any questions or clarifications should be directed to:
Kerstin Anderson
Director of Marketing and Communications
Town of Dillon
kerstina@townofdillon.com
(970) 333-0015
Conditions of Proposal Submission
- All prospective firms shall comply with all conditions, requirements, and specifications contained herein, any departure constituting sufficient cause for rejection of the proposal.
- A duly authorized official, of the company proposing, must sign the submitted proposal.
- Only one proposal will be accepted from any one person, firm, or corporation.
- Joint proposals from multiple entities are appropriate.
- The Town hereby specifically reserves the right to reject all proposals or to reject any part of any proposal submitted. In addition, the right is reserved to waive any formalities or informalities contained in said proposal, and to award the proposal to the most responsive and responsible company as deemed in the best interest of the Town.
- The proposing firm shall bear solely all costs, including travel and expenses, incurred in the preparation and presentation of this proposal.
Evaluation of Proposals
The Town of Dillon will evaluate all proposals with a recommendation to the Town Council who will make the final decision. Proposals will be evaluated on the basis of the evaluation criteria noted herein. We will conduct a mandatory site tour and may choose to conduct interviews with selected firms. The Town reserves the right to make an award based directly on the proposals or to negotiate further with one or more firms, all in its sole discretion. The firm selected for the award will be chosen on the basis of the apparent greatest benefit to the Town, and not necessarily on the basis of the lowest price. The anticipated contractual start date is no later than December 20, 2021.
Evaluation Criteria
Proposals shall be evaluated on the basis of the following criteria:
- The degree to which the proposal meets or exceeds the terms of the Request for Proposal.
- Responsiveness to the needs of the Town, both in the ability to meet the outlined time schedule and to meet the scope of services.
- Proposals should outline a scope of work for the analysis
- Proposals should provide a cost estimate, process & timeline.
- Proposals should outline key deliverables including but not limited to facilities analysis, prioritization of outlined improvements, building design and cost estimate for improvements.
- Results of reference checks and past performance for other clients.
- Responsibility of the proposing firm and its experience in dealing with municipal governments of similar size, scope, and nature.
- The proposing firm's engagement team, including the experience of key personnel assigned to perform the auditing and related services.
- The proposing firm's fee structure based on the services to be provided.
General Requirements of the Successful Firm
- The successful firm shall be expected to enter into a contract by and between the Town. Such contract shall incorporate terms of the proposal as accepted.
- The successful firm shall be prohibited from assigning or subcontracting the whole or any part of the contract or submitting a proposal on a joint basis without the prior written consent of the Town.
- The successful firm and its employees will operate as an independent contractor and will not be considered employees of the Town.
Proposal Requirements
Proposals submitted shall contain all information as requested herein, and any additional information necessary to summarize the overall benefit of the proposal to the Town.
Proposals shall include the following:
- A cover letter shall be provided stating the name, address, and telephone number of the proposing firm and must bear the signature of the person having the authority to make the proposal for the firm.
- An "acceptance of conditions" statement which affirms the acceptance of all conditions and requirements contained in the Request for Proposal.
- A list of the personnel who will be assigned to perform the auditing and related services.
- A statement verifying the firms' ability to comply with the timeline.
- Proposals should outline a scope of work for the analysis
- Proposals should provide a cost estimate, process & timeline.
- Proposals should outline key deliverables including but not limited to facilities analysis, prioritization of outlined improvements site plan with notes, floor plans and elevations for any proposed, buildings, Building Sections as needed (back of house) Notes for structural, and MEP design concepts and cost estimate for improvements.
- A digital PDF format of the proposal.
Submittal of a proposal shall be taken as prima facia evidence that the proposing entity has full knowledge of the scope, nature, quality, and quantity of the work to be performed, and the detailed requirements and conditions under which the work is to be performed.
Note: The Town reserves the right to reject any replacements to the initially proposed audit team.
Proposed Scope of Facility Analysis
The Town wishes to enter into a contract with a firm to perform a facility analysis of the Dillon Amphitheater to improve functionality and efficiency, to improve guest experience and safety of Dillon patrons and staff. The successful candidate will prioritize outlined improvements and determine a Phase 1 for the purpose of this estimate for consideration. Areas of study should include but are not limited to:
Patron Experience
- Bathrooms
- Box Office/Ticketing
- Stair Connection
- Seating Bowl
- Ingress/Egress
Venue Improvements
- Back of the House
- Concessions
- Stair Connection
- Seating Bowl
- Ingress/Egress
- Storage
- General flow
- Expansion Capabilities
Operations:
- Staff Amenities/Facilities
- Loading/Unloading Area
- Fencing/Security Improvements
- Neighborhood Impact
- Storage
- General Venue Flow
- Coordination with Town IT Consultant on Technology/Communication Improvements
Statewide