HomeMy WebLinkAboutInformation Only 020824AGENDA
INFORMATION UPDATE
February 13, 2024
5:00 PM,
I.Information Update
I.A Grants Policy Update - Work Session Follow Up Memo
I.B ACRA Destination Marketing Report
I.C Conveyance Regulations and NWCCOG Elevator Inspection Program
I.D Lumberyard Affordable Housing Project Update
I.E Community Picnic 2024
WorkSession FollowUp Memo_January 22 Grants.docx
ACRA_Jan2024_DMReport.pdf
Elevator Inspections Memo.docx
Council Info Only Memo 13FEB2024 Lumberyard update.pdf
A. Lumberyard 2024 Executive Schedule 2-1-2024.pdf
B. DRAFT Developer RFQ Lumberyard.pdf
MOI Community Picnic 2024.docx
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FOLLOW-UP MEMORANDUM
CITY COUNCIL WORK SESSION
MEETING DATE:January 22, 2024
FOLLOW-UP MEMO DATE:January 30, 2024
AGENDA TOPIC:Grants Program Policy Update
PRESENTED BY:John Barker, Strategy & Innovation Deputy
Director
Patrick Quick, Strategy & Innovation Director
Natalie Blumentritt, Grants Coordinator
COUNCIL MEMBERS PRESENT:Mayor Torre, Ward Hauenstein, John Doyle,
Sam Rose, Bill Guth
_______________________________________________________________________
WORK SESSION DISCUSSION SUMMARY: Staff presented Council with an update on
both the primary grants program and the three grant pilot programs that are currently active.
These updates included information on the program’s commitment to best practices,
detailed information on increasing pressures on grants program budget, and a request for
input on whether the grants program should consider alterations to its historic funding
philosophy as a result of increasing requests.
Although consensus direction was not achieved on any specific policy changes, there was
majority agreement that the steering committee should explore themes including ensuring
a merit-based approach to grant awards and examining the possibility of increasing Arts &
Culture grant funding through the Arts & Culture RETT. Other themes, lacking majority
agreement, to be researched include maintaining a focus on City of Aspen residents,
adjustments to maximum award amount, and rewarding organizations with a niche focus.
NEXT STEPS: Council empowered the grants steering committee, with the support of staff,
to develop multiple policy solutions to both be reactive to the current pressures faced by
the grants program while remaining in alignment with best practices in grantmaking.
The steering committee, and staff, will return to Council for a discussion with potential
solutions for a discussion in the late summer of 2024. The schedule will allow any policy
changes to be adopted in time for the 2025 grant cycle. In recognition of the current
majority/minority opinion split on current themes to explore, and in anticipation of novel
solutions to be created by the grants steering committee, all policy proposals brought back
to Council will include pros and cons of each potential change to aid Council’s review.
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CITY MANAGER NOTES:
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January 2024 Destination Marketing Report for Council
Destination Marketing Staff Report:
The Destination Marketing team received 5 proposals for Public Relations in mid -December. The team convened for initial
meetings via zoom and then invited finalists to present to the Marketing Advisory Committee on January 16 th and 19th.
Backbone Media was awarded the contract and will begin work on February 1st. We wish to thank Promo Communications for
their many decades of excellent work and service. Both Eliza Voss and Liz Watson have participated in Roaring Fork
Leadership’s Speaking with Swagger series this January. We were awarded the Colorado Tourism Offi ce Grant for Technical
Assistance and our work, in collaboration with Snowmass Tourism, to conduct an audit on DEIA initiatives for businesses will
kick off this month.
Our group sales TwoSix digital campaign will run February 15 – November 15, 2024, slightly earlier than last year. The
campaign will focus on Meetings& Weddings markets centered around promotions on the LinkedIn and StackAdapt ad
networks. Liz hosted a successful site visit for a corporate aviation group considering early March or F&W dates. Booking
windows are still varying widely from a couple of months to two years out for some programs. International efforts this year
will include retaining PR agencies in the UK and Mexico and refreshing our Brand USA landing page in partnership with
Snowmass Tourism, a Visit USA Parks social campaign, and participating in Colorado Tourism Office opportunities including
IPW.
The events team successfully produced the 73rd Wintersköl celebration, January 11 – 14. Although the frigid temperatures
added some challenges, the new beer festival, movies at the ISIS, and the return of broomball all proved to be well received
and attended. There were over 700 attendees for Soupsköl, 400 attendees for the beer festival, and all 3 movie screenings
were sold out! A big thank you to the Wintersköl committee, businesses that sponsored the event, organizations that
produced events on the calendar, community members that volunteered at Soupsköl, and everyone that came out to
celebrate winter with us. This community event would not be possible without all the support and love of our alpine lifestyle .
We have the Ode to Wintersköl survey live through February to collect feedback from the community about event
participation and a possible date change to this celebration. Please take a few minutes to complete this survey and help
spread the word.
Now onto FOOD & WINE! 2024 F&W passes are on sale now with a few remaining passes available. The NY team will be in
Aspen for a site visit Jan 29 – Feb 2 for planning meetings. F&W volunteer registration will open for returning volunteers in
March and new volunteers in April.
Occupancy Reports:
December 2023 Occupancy was just about flat to 2022, while ADR fell 7.5% YOY. While Aspen’s December Occupancy
was flat, and ADR was down it should be noted it was the highest occupancy & ADR recorded against our competitive set
reporting for Destimetrics, so the softer pace is being felt across the Mountain West. As mentioned in a n early
December council work session, we have certainly hit rate resistance and are starting to see rates drop in reaction to
softer pacing.
With the opening of the MOLLIE in Aspen, we have altered the available rooms in our inventory and as a result will need
to look carefully at Room Nights Booked vs. pure Occupancy percentages until we have a full year of reporting that
property under our belt.
Final January numbers will be available in the next two weeks and we will be able to see what impacts were felt with
Australia visitation down, but our legacy events X Games and Gay Ski Week taking place.
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Sales Tax Reports:
As of the November Consumption Tax Report, released in January of 2024, the Tourism Promotion Fund is pacing 4%
behind last year’s actual year-to-date collections. Because ACRA has a cashflow budget with the Tourism Promotion
Fund – the November funds are actually the first collection towards the 2024 budget.
Recent Press Coverage
Website Stats
Please see aspenchamber.org web statistics on the following page.
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ASPEN CHAMBER RESORT ASSOCIATION MONTHLY REPORT
December 2023
December 2023
95,152
Sessions
66.84%
Engagement Rate
45.05
Average Engagement Time
Per Session (In Seconds)1.61
Pages Per Session
Page Path Pageviews Engagement Rate
/blog/celebrate-new-years-eve-aspen
/blog/winter-non-skiers-aspen
/blog/aspen-winter-bucket-list
/blog/whats-new-winter-aspen
/blog/5-reasons-visit-aspen-early-winter 48.68%
44.99%
63.08%
44.89%
79.65%
2,327
2,607
2,869
4,832
5,529
Top Performing Blogs
Occupancy Data
December 2022 December 2023
61.6%63.5%
Paid Occupancy YoY
December 2022 December 2023
$1,173 $1,109
Average Daily Rate YoY
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INFORMATION ONLY MEMORANDUM
TO: Aspen City Council
FROM:Darcy Weir, City Manager’s Office Fellow
THROUGH:Sara Ott, City Manager
Jenn Ooton, Senior Project Manager
MEMO DATE:January 30, 2024
RE:Conveyance Regulations and NWCCOG Elevator Inspection
Program
PURPOSE:
No action is requested of Council. At a City Council meeting on January 12, 2024, Council
requested additional information on elevator inspections. This informational memo provides
Council with an overview of conveyance regulations, the Northwest Colorado Council of
Government’s (NWCCOG) Elevator Inspection Program (EIP) and elevator inspection
options outside of NWCCOG.
SUMMARY:
Conveyance (elevators, escalators, lifts, moving walkways, etc.) regulations are
established by the Colorado Department of Labor and Employment’s Division of Oil and
Public Safety (OPS). Per these regulations, conveyances must be inspected annually by
a licensed conveyance inspector and pass inspection to receive a Certificate of
Operation. The State also allows conveyance regulation authority to be delegated to
municipalities, counties, or other authorities with jurisdiction (AHJ) if the local conveyance
regulations meet or exceed the regulatory standards established by OPS. Once a local
conveyance regulation program is established and meets the necessary qualifications,
the local program provider must enter a memorandum of agreement (MOA) with the
Director of Oil and Public Safety. This agreement states that the local program provider
or AHJ will run the program for all conveyances within its territory.
The Northwest Colorado Council of Governments is the authority having jurisdiction for
the 9-county region that their Elevator Inspection Program (EIP) serves. The EIP serves
Routt, Garfield, Clear Creek, Eagle, Summit, Pitkin, Moffat, Grand, and Jackson counties,
along with most of the municipalities within those counties. As the AHJ, NWCCOG has
the exclusive right to provide this program in the region per the MOA with the state, and
if Aspen were not a member of NWCCOG, the entity would still offer elevator inspections
for entities within the city. NWCCOG’s status as an AHJ for the region and MOA with the
state essentially eliminates private-sector competition in the region.
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Outside of NWCCOG, there are a couple of different options that the city could explore
regarding the regulation of conveyances. The first option would be to turn the regulation
of conveyances back to the State, specifically the Division of Oil and Public Safety. Under
this option, OPS would oversee the compliance and safety of all conveyances within the
city. This option would require that conveyance owners schedule their own inspections
with a licensed third-party inspector and submit reports directly to OPS. OPS would then
issue the applicable certificates and assess fees when appropriate.
Another option the city has is to become an approved Authority Having Jurisdiction and
enter into an MOA with OPS. Under this agreement, the city would administer its own
elevator program with the understanding that it meets State of Colorado Conveyance
Regulations at a minimum. As noted earlier, AHJs are allowed to be more stringent than
the State requirements but not less. For example, the State does not regulate residential
conveyances, but many other AHJs, like the City and County of Denver and NWCCOG,
do. Within this path, there are three different options for inspections. The first would be
for the City of Aspen to employ its own licensed conveyance inspectors. This would
require that the city handle the program's administration too, including issuing Certificates
of Operations and permits, scheduling inspections, and handling enforcement. El Paso
County utilizes this approach with Pikes Peak Regional Building Department staff
administering the program and providing inspections. In conversations with City of Aspen
staff, OPS Conveyance Program Manager and Chief Conveyance Inspector David
Hutchcraft, noted that the most significant challenges with this option will be administering
the program and hiring licensed conveyance inspectors, as conveyance inspectors can
make more money in the private sector.
The second option would be for the cityto subcontract with a licensed inspection company
or companies to handle the administration of the program and inspections while
maintaining oversight. Lastly, the city could administer the program and open inspections
to third-party inspectors as OPS does. In discussing these options with staff, Hutchcraft
shared that the main reason jurisdictions decide to administer their elevator inspection
programs is to generate revenue.
A final consideration regarding elevator inspections is the fees that conveyance owners
must pay for annual inspections. OPS does not regulate how much third-party inspectors
can charge for their services. Currently, as a NWCCOG member, the City of Aspen saves
local conveyance owners $100 per annual inspection. With 293 conveyances in the city,
this results in a cost saving of $29,300 annually. Outside of the NWCOGG program,
annual inspection fees could vary for conveyance owners.
NEXT STEPS:
No action is requested of Council.
ATTACHMENTS:
CITY MANAGER NOTES:
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__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
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Page 1 of 3
MEMORANDUM
TO: Mayor and City Council
FROM: Chris Everson, Affordable Housing Development Project Manager
THROUGH: Rob Schober, Capital Asset Director
MEMO DATE: February 5, 2024
MEETING DATE: February 13, 2024
RE: INFORMATION ONLY - Lumberyard affordable housing project
update
REQUEST OF COUNCIL: Information Only
BACKGROUND: Aspen City Council approved entitlements for the Lumberyard affordable
housing project with Ordinance 10 of 2023.
Under Ordinance 10 of 2023, the project is approved to be implemented in as many as four
phases, with phase 0 including demolition and recycling of the existing facilities and
implementation of the utility and access infrastructure to support the vertical development of the
project.
During the fall 2023 City Council budget review and approval process, Aspen City Council
approved the 2024 project budget amount of $14,250,000 to support the City’s implementation of
the Lumberyard phase 0 project infrastructure.
DISCUSSION: The attached executive project schedule illustrates current work in process, and
the items discussed below are of note.
Planned Development (PD) Documentation
Current work in process to prepare for implementation of the Lumberyard phase 0 project
infrastructure includes the completion and recording of the Planned Development (PD)
documentation. Upon approval, Ordinance 10 of 2023 set forth a 6-month deadline for recording
a PD plan set, PD agreement and a set of PD subdivision plats. Draft PD docs have been
submitted to the Community Development department for review and comment, and additional
collaboration and revision is anticipated. The deadline can be extended by the Community
Development Director if necessary.
Vertical Developer RFQ
Additional work in process includes the creation of a Request for Qualifications (RFQ) solicitation
document. The RFQ will be the first step in the solicitation, evaluation and eventual selection of a
private development partner to begin the vertical development of housing facilities for the
Lumberyard project.
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Page 2 of 3
For greater detail, see the draft RFQ attached as an exhibit to this memo. Highlights of the RFQ
include the following:
❖ Other Public RFQ/RFPs referenced during the creation of this RFQ
✓ 2023 Town Crested Butte – Development Services Homestead Affordable Housing RFQ/P
✓ 2023 Town of Vail – West Middle Creek Village Development Services RFP
✓ 2023 Colorado State Land Board – Town of Avon Community Housing RFQ
✓ 2023 Town of Jackson, WY – 90 Virginian Lane Affordable Housing Development RFP
❖ Purpose of the RFQ
✓ To identify a short list of Qualified Developers
✓ Qualified Developers will be invited to respond to an RFP
❖ Qualifications
✓ Qualifications of firm and each team member
✓ Comparable Experience
✓ Multifamily affordable housing, 200+ Units and AMIs <50% up to 250%
✓ Experience developing efficient, cost-effective multifamily housing
✓ Financial strength, capital market partnerships, financing capabilities
❖ References
✓ References for ongoing partnership relationships
✓ Long term agreements and facilities under management
❖ Project Financing
✓ Developer compensation, revenues and/or fees
✓ Development model and deal structure
✓ Financial model & financing sources
✓ Access to funding sources, public and private financing
Preparation for Phase 0 Demolition and Construction
With the PD documentation effort approximately 75% complete, the design team has begun to
spin off production of construction level plans and specifications for the demolition and recycling
portion of the phase 0 construction effort. This is being followed with production of construction
level documentation for the implementation of the phase 0 utility and access infrastructure.
The phase 0 construction level plans and specifications are anticipated for completion in mid-May
and will be submitted for building permit applications with a goal of beginning demolition in
September. Concurrent with submitting building permit applications, the phase 0 plans and
specifications will also be used as the basis for soliciting contractors for the phase 0 construction
work. A contract for any such work is subject to approval by Aspen City Council.
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Page 3 of 3
6-Month Notice to Vacate Self-Storage Tenants (Aspen Mini Storage)
Staff plans to issue a notice to all tenants at the “Aspen Mini Storage” self-storage facility located
at 105 Woodward Lane that they have 6 months to vacate the premises. All remaining leases are
month to month, and the terms of the written leases require only 10-day written termination notice.
Staff anticipates that there will be a significant effort required to ensure that all tenants have
vacated prior to beginning demolition of the facilities and planning has begun to lawfully ensure
that the facilities will be ready for demolition.
The tenant at the Lumberyard site, Builders First Source, was already given written notice to
vacate in a manner compliant with their lease. The Lumberyard facilities are nearly vacant at this
time and the lease technically ends in mid-May.
BUDGET IMPLICATIONS: The project is on budget. Additional information will be available at
the time of construction bidding.
RECOMMENDATION: Staff plans to issue 6-month notice to vacate to tenants of the self-storage
facility (aka Aspen Mini Storage).
CITY MANAGER COMMENTS:
ATTACHMENTS:
a)Executive Schedule
b)Draft RFQ for Vertical Developer
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DRAF
T
2024 2025
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
CC
CC
CC
CC
Key:
March: Planned Development documentation to be recorded CC = City Council Update and/or Approval
May-November: Building Permit Application Process Planning and/or Design Activity
May-July: Demo & Construction Contractor Procurement Construction Activity
March-August: Mini Storage 6-month notice to vacate
April-December: Vertical Developer solicitation and selection
September: Demolition & Recycling Begins
2024-2025 Executive Schedule - Lumberyard Phase 0
Activity
Information only Council memo
Record PD Plans and Agreement
RFQ Development Partner
Council Work Session
RFP Phase 0 Demo & Construction
Demo & Construction Contract & Approval
RFP Development Partner
Development Partner Selection/Initial Agreement
Mini-Storage, Notification through Move-Out
Phase 0 - COMBINED Permit Submital, Phased Issuance
Phase 0 Demolition, Recycling & Rough Grading
Phase 0 Construction - Utilities, Access, Infrastructure
Highlights of Planned Activities
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(Draft) Request for Qualifications (RFQ)
Affordable Housing Development Services
LUMBERYARD
AFFORDABLE HOUSING
Project # 2024-TBD
Due Date: 2:00 PM (MST), _ DUE DATE __
427 Rio Grande Place
Aspen, CO 81611
(970)920-5059
Aspen, CO | Official Website
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City of Aspen
Request for Proposals
REQUEST FOR QUALIFICATIONS
Sealed packages will be received by the City of Aspen Purchasing Department through the Bidnet
Direct website, www.bidnetdirect.com, until 2:00p.m., INSERT DUE DATE, at which time the
packages will be opened and reviewed, for the following City of Aspen project:
Request for Qualifications (RFQ)
Affordable Housing Development Services, LUMBERYARD AFFORDABLE HOUSING
Project # 2024-TBD
This Request for Qualifications (RFQ) includes, but may not be limited to, affordable housing
developer qualifications related to a potential future Request for Proposals (RFP) for planning,
design, development, financing, construction, management, operation and maintenance of deed-
restricted affordable housing at an 11+/- acre site in Aspen, CO.
The RFQ package is available to download or from www.bidnetdirect.com Vendors must be
registered to download the RFQ package. There is no charge to register. Call 1-800-835-4603 if
you need assistance registering.
An optional pre-proposal web conference will be held on INSERT DATE, TIME, AND LINK TO WEB
CONFERENCE.
To submit, an electronic copy of the Qualifications Package as a PDF or Word file, must uploaded
to the Bidnet Direct website, www.bidnetdirect.com. The file name must include the City’s project
number and offeror’s name.
The City reserves the right to reject any or all Qualifications Packages or accept what is, in its
judgment, the Qualifications Package which is in the City's best interest. The City further reserves
the right, in the best interests of the City, to accept a late submittal or to waive any technical defects
or irregularities in any and all Qualifications Packages submitted.
Pursuant to the Colorado Open Records Act, C.R.S. Section 24-72-200.1 (CORA), any and all of the
documents that are submitted to the City of Aspen may be deemed public records subject to
examination and inspection by third parties. The City of Aspen reserves the right, at its sole
discretion, to release for inspection or copying any document, plan, specification, proposal or other
writing submitted pursuant to this request.
By participating in the City’s procurement process, you are agreeing to the terms and conditions of
the procurement process and the legal parameters of doing business with the City without change.
Discussion may be conducted with responsible Offerors who submit Qualifications Packages
determined to be reasonably susceptible to be selected for award for purpose of clarification to
assure full understanding of, and responsiveness to the solicitation requirements.
The criteria set forth in the Instruction to Offerors and any specific criteria listed in this RFQ may be
considered in judging which Qualifications Package is in the best interests of the City of Aspen.
______________________________________________________________________
BY ORDER OF THE CITY OF ASPEN, COLORADO
Asal Vojdani, Purchasing Officer
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City of Aspen
Request for Proposals
Table of Contents
1.0 Introduction......................................................................................................................................... 4
1.1 Purpose ................................................................................................................................................ 4
1.2 Project Description ....................................................................................................................... 4
1.3 Project Vision Statement ............................................................................................................. 5
1.4 Project Implementation Phasing ............................................................................................... 5
1.5 Project Timeline ............................................................................................................................. 7
2.0 RFQ Process ....................................................................................................................................... 7
2.1 Communication .............................................................................................................................. 7
2.4 Schedule .......................................................................................................................................... 8
2.5 Selection Criteria ........................................................................................................................... 8
3.0 Scope of Work .................................................................................................................................... 9
4.0 Format for Submittal of Qualifications Packages ................................................................... 10
5.0 Legal ................................................................................................................................................... 12
6.0 Exhibits .............................................................................................................................................. 12
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City of Aspen
Request for Proposals
1.0 Introduction
A thriving workforce who live where they work is a fundamental cornerstone of the year-round
Aspen-area community. But the gap between free market home prices and rents in the Aspen
area, as compared to what local workers can afford to pay, precludes many local workers from
living in the community where they work.
Community outreach performed by the City of Aspen, City of Aspen market research, other
regional market research, local media articles in recent years, as well as recent anecdotal
evidence suggest that there are significant levels of unmet demand for hundreds, and possibly
thousands, of affordable housing units needed in the Aspen area.
Affordable housing supports a stable, local community that is invested in the Aspen area, present
and future. Opportunities for people to live in the community where they work foster improved
year-round vitality in local neighborhoods, a more resilient local economy, reduced transportation
impacts, increased citizen participation in civic affairs, non-profit activities and recreation
programs. This adds value in the form of an authentic local year-round community with a diverse,
healthy, and thriving workforce who provide essential support to the Aspen area economy.
1.1 Purpose
Ther purpose of the RFQ is to identify a short list of Qualified Developers, to be selected based
on the Qualifications Packages received in response to this RFQ. This group of selected Qualified
Developers will be invited to respond to a Request for Proposals (RFP) for professional
development services, including but not necessarily limited to, planning, design, development,
financing, construction, ownership, management, operation and maintenance of the Lumberyard
affordable housing project.
1.2 Project Description
The City of Aspen (“City”) approved the entitlements for the Lumberyard affordable housing
project (“Project”) in City of Aspen Ordinance 10 of 2023, after an extensive community
engagement and input process from 2019 through 2023. While City Ordinance 10 of 2023
approved the project as submitted in the Lumberyard Development Application, Ordinance 10 did
add some additional flexibility. (Note: On page 8 of the development application, there are links
to the plans which were submitted as part of the development application.)
The Lumberyard affordable housing project is conceived as a community-vetted, long-term
residential affordable rental facility with 300+/- units, located on 11+/- acres of land within City
limits and owned by the City.
The Project site is located at 38005 CO-82, Aspen, CO, and this development applicant
presentation provides a summary of the approved project. The project includes 1-, 2- and 3-
bedroom units and is entitled as 100% deed restricted affordable housing under the Aspen Pitkin
County Housing Authority and its Housing Regulations.
The City’s project team is still in the process of generating the Planned Development documents
(PD documents) which will be recorded with the Pitkin County Clerk and Recorder’s office to
memorialize the full set of project requirements. The PD documents are expected to be recorded
in March 2024 and include the Planned Development Plan Set (PUD or PD Plan Set) and the
Planned Development Agreement (Subdivision/PUD Agreement or PD Agreement) as well as
Subdivision Plats. Ultimately, the project will need to be implemented in compliance with the
recorded Planned Development documents.
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City of Aspen
Request for Proposals
Information about the 2019-2023 community engagement and input process, as well as additional
information about the project’s journey toward approval, can be found at:
https://www.aspencommunityvoice.com/lumberyard.
1.3 Project Vision Statement
The Aspen Area Community Plan vision states a “strong and diverse year-round community and
a viable and healthy local workforce are fundamental cornerstones for the sustainability of the
Aspen Area community.” This vision informed the creation the Project vision statement and
guiding principles:
A stable, thriving affordable neighborhood.
Pedestrian friendly, environmentally sustainable,
connected, and welcoming.
Looks, lives and feels authentically Aspen!
The Project’s guiding principles are Community Connection, Sustainability, Pedestrian Friendly,
Living Well and Authentically Aspen. These principles explore what it means to be a viable,
healthy, and sustainable community and were used to drive all aspects of project design.
1.4 Project Implementation Phasing
The project is contemplated in four phases. Phases may be developed independently or
simultaneously, as resources allow. Each phase shall include any associated elements necessary
for a fully operational building and functional site. Other than Phase 0, which is necessary to
initiate the project, Phases 1 through 3 do not need to be completed in any particular order.
The City of Aspen is currently acting as developer of Phase 0 as described below.
Developers will be provided a vertical-ready site upon completion of the City of Aspen’s
development of Phase 0, which is currently planned to be completed by end of 2025,
although a final schedule is TBD.
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City of Aspen
Request for Proposals
Phase 0: Demolition, Recycling + Access and Utilities Infrastructure
During this phase all existing buildings and infrastructure will be deconstructed, sorted, staged,
considered for recycling and/or removed. Excavation, grading, trenching, and installation of all
utility connections will be completed. Connection to water, sanitary sewer and required dry utility
services will be complete. All mass grading, and stormwater facilities will be complete at this time.
Once the utility connections are complete, each subsequent phase of construction will function
as a complete development. Streets will be brought to grade and asphalt lifts will be installed per
the approved drawings over the proposed interior streets. The curb and gutter will be installed,
and temporary drainage swales will be constructed behind the curb with inlet protection. These
swales will have equal stormwater capacity as the final design. The sidewalk adjacent to the
buildings will not be installed. A new signalized access from Hwy-82 will be constructed. Once
the intersection and signals are operational and new streets are fully constructed, Hwy-82 access
to Sage Way will be closed. The asphalt will be removed, and the new road aligned with
Woodward Lane. Minimal asphalt and striping work will be required onto Highway 82. The new
signalized access off Hwy-82 will also include the construction of a pedestrian underpass.
Phase 1: Construction of Building 1 and associated site improvements.
Phase 1 includes construction of Building 1 and all associated elements necessary for a fully
operational building and site will take place in this phase. Minimum of 94; Maximum of 114 units
are included in this phase as well as a parking garage below the building. Surface parking will
include the construction of carports and an additional 86 parking spaces. The Parking Units per
dwelling unit may be further reduced in response to changes in unit number or unit mix. All
supporting sidewalks, curb and gutter and landscaping associated with Building 1 and lots 1a, 1b,
1c and 1d of the proposed subdivision are included in this phase. The public plaza located on Lot
1a will be developed as well as the proposed transit hub adjacent to Lot 5. After construction of
the building is complete, the roads adjacent to the building as depicted on the Phasing Site Plan
will be repaved with asphalt and striped as necessary. The new street will provide access for
emergency vehicle access.
Phase 2: Construction of Building 2 and associated site improvements
Phase 2 includes the construction of Building 2. 91 rental units are included in this phase as well
as a parking garage below the building accommodating 65 cars. Surface parking will include the
construction of carports and an additional 66 parking spaces. All supporting sidewalks, curb and
gutter and landscaping associated with Building 2 and lots 2a and 2b of the proposed subdivision
are included in this phase. After construction of the building is complete, the road adjacent to the
building as depicted on the Phasing Site Plan will be repaved with asphalt and striped as
necessary. The street will provide access for emergency vehicles.
Phase 3: Construction of Building 3 and associated site improvements
Phase 3 includes the construction of Building 3. Per the Ordinance, the 82 units included in this
phase shall be rental for 10 years and then may be condominiumized and sold to APCHA qualified
households under the regulations of the APCHA program. Building 3 also includes the parking
garage below the building accommodating 69 cars. Surface parking will include the construction
of a carport and an additional 66 parking spaces. All supporting sidewalks, curb and gutter and
landscaping associated with the Building and Lot 3 of the proposed subdivision are included in
this phase. An additional WE-Cycle station will be put in place with Phase 3 for additional capacity.
After construction of the building is complete, the road adjacent to the building as depicted on the
Phasing Site Plan will be repaved with asphalt and striped as necessary. The street will provide
access for emergency vehicle access. The development of parking associated with each phase
will include an underground parking garage and surface parking.
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City of Aspen
Request for Proposals
1.5 Project Timeline
It is important to note that project implementation phases may be developed independently or
simultaneously as resources allow. The City is interested in the following vertical development
phasing possibilities, as resources may allow:
(1) Phase 1, followed by Phase 2, followed by Phase 3, or
(2) Phases 1 & 2 simultaneously, followed by Phase 3, or
(3) Phases 1, 2 and 3 simultaneously.
The City of Aspen has previously published the anticipated project timeline information shown
below. Any conceptual information submitted should consider meeting or bettering the rough
timeline shown below.
Phase 0 2024-2025
Phase 1 2026-2027
Phase 2 2028-2029
Phase 3 2030-2031
2.0 RFQ Process
Please be sure to review all sections and follow the process as outlined.
2.1 Communication
Prospective respondents should register on the Bidnet Direct website, www.bidnetdirect.com, and
any questions must be uploaded through Bidnet, not directly to City staff. Responses to questions
will be posted on Bidnet for all Offerors to review and consider. It is the Vendor’s responsibility to
check the website for Q&As, addenda, and other important information.
Vendors may contact Asal Vojdani at Asal.Vojdani@aspen.gov or 970-920-5408 for questions
regarding the procurement process, any issues uploading qualifications packages, or any
challenges related to the accessibility of this RFQ process.
2.2 Pre-Proposal Meeting
An optional pre-proposal web conference will be held on INSERT DATE, TIME, AND LINK TO WEB
CONFERENCE.
2.3 Proposal Submission
Electronic submission must be uploaded on the Bidnet Direct website, www.bidnetdirect.com. The
electronic submission must be compiled into a single PDF or Word document. The name of the
document must contain the City project number and firm’s name.
The deadline for submitting responses to this RFP is 2:00pm, INSERT DUE DATE.
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City of Aspen
Request for Proposals
2.4 Schedule
The RFQ, evaluation and selection schedule is as follows:
• April 1, 2024 RFQ Available on Bidnet Direct website, www.bidnetdirect.com
• April 25, 2024 Optional pre-proposal web conference
• May 23, 2024 Final Questions Due
• May 30, 2024 RFQ response packages due by 2:00PM
• July 12, 2024 Qualified Developer Selections Notified
• August 5, 2024 RFP Issued to Qualified Developers
(Concept dates only. Actual dates TBD)
2.5 Selection Criteria
The criteria for selection shall include but may not be limited to the following:
60% Section 4.1. Cover Letter, Qualifications, Experience, Project & Professional References
• 30% Highly qualified developer with a demonstrated successful track record of similar
partnerships and developments and in comparable circumstances and development
environments. In particular, similar design, build, finance, own, operate and maintain
affordable housing developments on long term agreements. Results of project reference
checks and past performance for reference developments.
• 30% Demonstrated exceptional ability to develop and maintain lasting professional
relationships through effective communication, coordination, team building and integrity,
with a proven track record of healthy collaboration, including support of public entities
and/or in a public-facing environment. Results of professional relationship reference
checks based on feedback from professional relationship contacts provided.
40% Section 4.2. Approach to Project Financing
• 20% Proven understanding of the Project and goals, demonstrated through the
quality, clarity, creativity and reasonableness of the submitted project structure,
collaborative process description, initially submitted financial model(s), and/or any other
initial conceptual information submitted to achieve the desired goals of the project.
• 20% Demonstrated earnest commitment to transparently partner with the City of
Aspen in a process to further work and hone the project vision from an initial high-level
concept model into a detailed, achievable initiative, and to diligently work together to
realize the project’s full potential for the Aspen community.
(Concept weighting percentages only. Actual weightings TBD)
The City reserves the right to reject any or all Qualifications Packages or accept what is, in its
judgment, the Qualifications Package which is in the City's best interest. The City further reserves
the right, in the best interests of the City, to accept a late submittal or to waive any technical defects
or irregularities in any and all Qualifications Packages submitted.
For the purpose of additional clarification, discussion or correspondence may be conducted with
responsible offerors who submit Qualifications Packages determined to be reasonably susceptible
to be selected.
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City of Aspen
Request for Proposals
3.0 Scope of Work
As mentioned in Section 1.2 Project Description above, ultimately, the project will need to be
implemented in compliance with the recorded Planned Development documents.
To perform the implementation, the City is seeking a long-term development partner to provide
design, build, finance, own, operate, maintain (DBFOOM) services on a long-term agreement.
Developer is expected to own and operate the facilities, potentially on a long-term ground lease
or similar instrument.
As mentioned in Section 1.1 Purpose, this RFQ process is expected to identify a short list of
Qualified Developers, and the selected Qualified Developers will be invited to respond to a
Request for Proposals (RFP) for professional development services.
For the purposes of this RFQ, developers are asked to review the materials provided (listed once
again below) and submit a package of responses to the information requested below in Section
4.0 Format for Submittal of Qualifications Packages.
Summary of project information:
Project Name: Lumberyard Affordable Housing
Customer: City of Aspen
Project Location: 38005 CO-82, Aspen, CO
Summary Presentation: Development Applicant Presentation
Deed Restriction Program: Aspen Pitkin County Housing Authority (APCHA)
Approval Ordinance: City of Aspen Ordinance 10 of 2023
Development Application Materials: Lumberyard Development Application
Additional Information: https://www.aspencommunityvoice.com/lumberyard
Note: Be sure to review the materials available via the links shown in Table of Contents Appendix
C available on Page 8 of the Development Application. Those contents are shown below:
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City of Aspen
Request for Proposals
4.0 Format for Submittal of Qualifications Packages
All Qualifications Packages to be submitted should follow the format outlined below. Failure to
do so may result in disqualification.
Please decide based on professional judgement, the appropriate quantity of reference projects
and professional relationships to include in the submittal.
4.1 Cover Letter, Qualifications, Experience, Project & Professional References
4.1a. Introduce the firm, describe the firm’s qualifications, and provide point of contact information.
• Provide a rationale for interest in the Project as it relates to the firm’s mission and/or core
business/competencies.
• Although developers are not expected to procure a full development team at the RFQ
stage, introduce known key internal staff or outside consultants who would be assigned to
this project and provide their qualifications and credentials.
4.1b. Provide a list and description relevant development projects completed or in process.
• Relevant projects include multifamily affordable, workforce and/or attainable housing
developments with AMIs ranging from <50% AMI up to as high as 250% AMI and 200+
units. Include experience designing and developing efficient, cost effective multifamily
housing, including sustainable communities and green buildings. Experience should
demonstrate strong financial strength and capital market partnerships, and a proven track
record of financing projects of the size and scope similar to the Lumberyard. Experience
should demonstrate proven capacity and long term commitment to managing affordable,
attainable workforce housing and a long term commitment to similar projects, and the
communities they reside within. Include any specific public/private partnership (PPP)
arrangements, such as any design, build, finance, own, operate and maintain (DBFOOM)
affordable housing developments on long term agreements and/or any such properties
under management.
• Include description, images, project status, vital project stats and project reference contact
information.
• Discuss how referenced projects are similar to, different from or otherwise relevant to the
proposed Project.
• Discuss successes and lessons learned of each reference project.
4.1c. Professional working relationships references.
• Provide a list and status of lasting/ongoing working relationships, partnerships and/or long-
term agreements with public entities such as municipalities, counties, housing authorities,
quasi-governmental entities and/or other public-facing entities. (In the absence of such
public organizations, include to the extent possible, any such lasting relationships,
partnerships and/or long-term agreements with private entities.)
• Include contact information for lasting/ongoing working relationships reference checks.
• Discuss ways in which ongoing communications occur and how professional long term
working relationships are maintained in a healthy manner.
• Discuss the communication, coordination, collaboration, team building, and integrity
related to maintaining those ongoing professional working relationships.
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City of Aspen
Request for Proposals
4.2 Approach to Project Financing
4.2a. Although developers are not expected to provide a complete proposal at the RFQ stage,
please provide the information requested below to the extent of Developer’s ability at this stage:
• Describe what an initial agreement at the time of developer onboarding would entail.
• Describe the expected mechanism for developer’s compensation, including anticipated
revenues from any development opportunities identified, any initial fees, development fee
percentage, and/or any long term concessions and/or fees.
• Understanding that the City is seeking a long-term partner and not simply a design-build,
provide a development model or overall structure which would, in your view, create the
best possible outcome for the Project. Based on your understanding of the Project, include
an initial suggested organizational structure/chart as well as a suggested operational term
for a long-term partnership.
• Describe an envisioned process for the development of the Project’s eventual final
financing package and related agreements. Discuss how the project work effort would flow
from an initial developer onboarding agreement to any future possible closing documents
and associated agreements. Include mention of applicable documentation development
such as financial documentation, letters of intent, ground lease, operating agreements,
guarantees, loan agreements, financing agreements, master development agreement,
deed restrictions and other documents which will need to be produced in partnership with
the City. Describe, to the extent possible, the overall effort in terms of team staffing needs
and expected duration in context with a project implementation phasing timeline.
• Describe the firm’s vision for creating a financial model for the Project. Create an outline
model with potential applicable financing sources. (Before assuming LIHTC, be sure to
review the income mix information shown in Section 6: Growth Management of City
Ordinance 10 of 2023.) In addition to any state and federal funding sources, please
discuss the firm’s level of access to other financing sources, public or private, including
the possibility of private equity sources, and describe how those sources may or may not
be applicable and/or beneficial to the Project. Include as little or as much information in
the model as you wish, understanding of course that any such models submitted will be
considered as initial conceptual information only, but will also be considered as an
indication of your firm’s interest and capability of taking on the Project. Include as much of
the Project implementation phasing as you see appropriate or feasible and include a
rationale as to why. The City is interested in an initial gauge on any potential funding gap
for implementation of (1) Phase 1 only, (2) Phases 1 & 2 simultaneously, and/or (3) the
entire Project at one time. Consider also the potential timeline involved in each. (For the
purposes of initial rough estimating, 2021-2023 City of Aspen affordable housing vertical
development costs were approximately $750 per net sq ft, including all associated
parking/site/landscape amenities. More detailed estimating is to be expected at the time
of RFP.)
• Include any additional advice that you see appropriate or advantageous for
implementation of the Project. Are there any modifications to the Ordinance and PD which
could provide additional benefit? Identify, in your estimation, whether any such
modifications might be considered major modifications to the PD, thus triggering a land
use approval action at the City Council level.
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City of Aspen
Request for Proposals
5.0 City of Aspen
5.1 The City reserves the right to reject any or all Qualifications Packages or accept what is, in its
judgment, the Qualifications Packages which are in the City's best interest. The City further reserves
the right, in the best interests of the City, to accept a late submittal or to waive any technical defects
or irregularities in any and all Proposals submitted.
5.2 Pursuant to the Colorado Open Records Act, C.R.S. Section 24-72-200.1 (CORA), any and all
of the documents that are submitted to the City of Aspen may be deemed public records subject to
examination and inspection by third parties. The City of Aspen reserves the right, at its sole
discretion, to release for inspection or copying any document, plan, specification, proposal or other
writing submitted pursuant to this request.
5.3 In order to fully understand the legal parameters of the City’s procurement process and
contractual requirements, Respondents must review Exhibit A Instructions for Offerors of
Professional Services and Exhibit B Professional Services Agreement.
5.4 By participating in the City’s procurement process, you are agreeing to the terms and
conditions of the procurement process and the legal parameters of doing business with the City
without change.
6.0 Exhibits
The following files are attached for your use and reference as needed to properly respond to the
RFP request:
• Exhibit A – Instructions to Offerors of Professional Services
• Exhibit B – Professional Services Agreement
Note to Procurement Team: Exhibits A and B may not be applicable to this RFQ and should be
considered for removal.
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MEMORANDUM OF INFORMATION
TO:Mayor and Council
FROM: Wesy Armour-Cook, Special Events Assistant Manager
THROUGH:Nancy Lesley, Director of Special Events and Marketing
Austin Weiss, Parks and Recreation Director
MEMO DATE: February 1, 2024
MEETING DATE: February 13, 2024
RE: 2024 City Council Community Picnic
SUMMARY & BACKGROUND:
This memo is to inform Council of the ongoing planning efforts for this coming summer’s City of
Aspen Community Picnic.
Throughout the last decade plus, the Community Picnic has evolved with diverse themes and
locations. This began when we moved the picnic to the golf course and held the picnic on
Sunday with a closed course, a nod to the traditions of St. Andrew’s Golf Course. Staff
discovered that changing picnic venues showcases various City assets, providing a unique
experience reflective of the distinct locations. Despite these changes, the event's core purpose
remains consistent—to bring the community together for a delightful meal served by City
Council and City Management. This informal setting fosters interaction outside of Council
Chambers and, most importantly, creates an inclusive space for our entire community to enjoy a
fun, social gathering.
DISCUSSION:
In response to Council table feedback regarding timing, location, and entertainment value, we're
revamping the Community Picnic presentation to ensure a quality experience for our
community.Staff is looking to create a spectacular weekend event. We will kick it off with a
Summer Stage on Friday, August 16th showcasing various community-led acts at Wagner Park
and continuing on Saturday February 17th. The weekend crescendos with the grand finale—our
beloved Community Picnic on Sunday, August 18th followed by a community-led talent show on
our inaugural Summer Stage.
All weekend long different acts will perform on the summer stage located adjacent to the bathroom
area of Wagner Park.These will vary and blend into the early evening.This will get the
community prepped for the finale of the Community Picnic on Sunday afternoon.We will host the
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picnic in Wagner Park during the early afternoon then have the community talent show complete
the evening and event.
The dates proposed, Friday, August 16th through Sunday, August 18th are prior to the start of the
school year, which we hope will attract local families. The Wagner Park location is convenient for
walking, public transportation, and potentially attracts downtown workers and business owners.
We understand that this location may attract out of towners as well but are embracing this
opportunity to showcase this City of Aspen event as an inclusive weekend/afternoon. What
makes Aspen the town it is today is largely in part due to its tourism. This event can be treated
as an opportunity to blend the fabric of a tourism centric town if given the opportunity. The
following elements will be included:
Summer stage at the Wagner Park bathrooms facing the park with various acts Friday
and Saturday and talent show Sunday.
Picnic served by Council and Staff (to the first 750 diners) in the early afternoon on
Sunday, August 18th
Tables and chairs for gathering, eating, and socializing.
Local talent show in conjunction with picnic showcasing our community members and
talents
The Community Picnic feeds approximately 750 people and where possible, all foods are locally
sourced. This event continues to work towards a zero-waste goal.
FINANCIAL IMPACTS:
This event expenditure is within the approved budget in the Special Events Department.
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