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HomeMy WebLinkAboutRFP - P781 CONVENTION AND VISITOR SERVICESCity of Fort Collins Administa_.ive Services Purchasing Division REQUEST FOR PROPOSAL CITY OF FORT COLLINS CONVENTION AND VISITOR SERVICES PROPOSAL NO. P-781 The City of Fort Collins is requesting proposals from firms for Convention and Visitor Services. Written proposals, three j3) will be received at the City of Fort Collins' Purchasing Division, 256 West Mountain Avenue, Fort Collins, Colorado 80521. Proposals will be received before 2:00 p.m. (our clock), February 5, 2001, Proposal No. P-781. Questions regarding proposals submittal or process should be directed to James B. O'Neill Il, CPPO, Director of Purchasing and Risk Management (970) 221-6779. A copy of the Proposal may be obtained as follows: 1. Call the Purchasing Fax -line, 970-416-2033 and follow the verbal instruction to request document #30781. 2. Download the Proposal/Bid from the Purchasing Webpage, Current Bids page, at: www.fcgov.com/purchasing 3. Come by Purchasing at 256 W. Mountain Ave., Fort Collins, and request a copy of the Bid. Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies or services where such officer or employee exercises directly or indirectly any decision - making authority concerning such sale or any supervisory authority over the services to be rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift, gratuity favor, entertainment, kickback or any items of monetary value from any person who has or is seeking to do business with the City of Fort Collins is prohibited. Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal will be rejected and reported to authorities as such. Your authorized signature of this proposal assures that such proposal is genuine and is not a collusive or sham proposal. The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalities. erely, a B. O'Neill I� 0 n ire or of Purchasing & Risk Management 256 W. Mountain Avenue • P.O. Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • FAX (970) 221-6707 Reference evaluation (Top Ranked Firm) The project Manager will check references using the following criteria. The evaluation rankings will be labeled Satisfactory/Unsatisfactory. QUALIFICATION STANDARD Overall Performance Would you hire this Professional again? Did they show the skills required by this project? Timetable Was the original Scope of Work completed within the specified time? Were interim deadlines met in a timely manner? Completeness Was the Professional responsive to client needs; did the Professional anticipate problems? Were problems solved quickly and effectively? Budget Was the original Scope of Work completed within the project budget? Job Knowledge a) If a study, did it meet the Scope of Work? b) If Professional administered a construction contract, was the project functional upon completion and did it operate properly? Were problems corrected quickly and effectively? SERVICES AGREEMENT THIS AGREEMENT made and entered into this 1st day of April, 2001, by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City" and the , hereinafter referred to as "Bureau". WITNESSETH: In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows: 1. Scope of Services. The Bureau agrees to provide services in accordance with the scope of services attached hereto as Exhibit "A", consisting of () pages, and incorporated herein by this reference. 2. Contract Period. This Agreement shall commence April 1, 2001, and shall continue in full force and effect until December 31, 2001, unless sooner terminated as herein provided. In addition, at the option of the City, the Agreement may be extended for additional one year periods not to exceed four (4) additional one year periods. Annual increases for changes in the Scope of Work will be negotiated. Pricing changes to the base contract shall be negotiated by and agreed to by both parties and may not exceed the Denver - Boulder CPI-U as published by the Colorado State Planning and Budget Office. Written notice of renewal shall be provided to the Bureau and mailed no later than ninety (90) days prior to contract end. 3. Performance Measures. A list of performance indicators to be used as a measuring standard for evaluating the performance of the Bureau under this Agreement will be at least those items listed in Exhibit "B", consisting of one (1) page, attached hereto and incorporated herein by this reference. 4. Nondiscrimination in Promotional Activities. The Bureau shall in its promotional services, and specifically in its informational and promotional material, maintain fairness, equity and impartiality to all members of the Fort Collins business community, without regard to membership or participation in the Bureau organization. 1 5. Quarterly Reports and Review. The Bureau shall submit to the City by April 15, July 15, October 15, and January 15 of each annual term, quarterly reports of the Bureau's activities, detailed financial reports, and a statement of its fulfillment of the performance standards as heretofore established, for the preceding quarter. No less than once each calendar quarter, the City Representative, designated by the City pursuant to Paragraph 10, below, or his/her designee, and the President of the Bureau or his/her designee, shall meet to review the Bureau's quarterly report for the preceding quarter, performance of the Bureau and current developments in the Fort Collins area related to promotion of tourism and convention activities. A report of each such meeting shall be prepared by meeting participants and provided to both parties within thirty (30) days of the meeting. 6. Annual Report. An annual report that compiles and summarizes the information, including an audit of receipts and expenses, contained in the quarterly reports and meetings required under Paragraph 5, above, shall be prepared by the Bureau for each year under the term of this Agreement, which report the Bureau shall submit to the City no later than March 31 of the following year. 7. Contract Sum. The City shall pay the Bureau for the performance of this Contract, subject to additions and deletions provided herein, the sum of Dollars ($.00) per year, to be paid to the Bureau in quarterly amounts of Dollars ($00) on the first business day of each quarter, beginning on April 1, 2001, in a manner acceptable to both parties. It is understood that funding provided by the City pursuant hereto is not intended to meet all costs and expenses of the Bureau; it shall therefore be an affirmative obligation of the Bureau to raise additional funding through such other sources as may reasonably be available to the Bureau. 8. Expenditure of Funds. The Bureau's approved 2001 budget is attached hereto as Exhibit "C", consisting of one (1) page and incorporated herein by this reference. The Bureau does hereby covenant and warrant that it will expend funds received from the City under each annual term of this Agreement in substantial accord with the budget approved for that year consistent with the requirements of this Paragraph 8. The Bureau shall submit its proposed 2 budget for additional annual terms of this Agreement, if renewed under the terms of Paragraph 2, on or before September 1 of the preceding year. Any such budget must be approved by the City prior to renewal. It is the intention of the parties to this Agreement that the Bureau adhere to the budget as approved by the City. The City grants authority to the Bureau to transfer funds from one line item to another, not to exceed $5,000.00 in total adjustments for any line item if circumstances necessitate such adjustments, in the sound business judgment of the Bureau's Board of Directors. The Bureau shall promptly notify the City of such adjustments to the budget as they occur. 9. Administrative Control of Funds/Reports (A) The Bureau shall deposit and maintain all funds received by it in interest bearing accounts in an eligible depository under the Public Deposit Protection Act, Title 11, Article 10.5, Colorado Revised Statutes. (B) The Bureau shall keep in the City of Fort Collins true, accurate and complete records of business conducted hereunder, which records shall be available to the City without unreasonable delay and without expense, and the Bureau agrees that the City shall have the right, through its duly authorized agents or representatives, to examine all pertinent records at any and all reasonable times, for the purpose of determining the accuracy thereof and the propriety of the Bureau's activities. (C) All Bureau expenses shall be supported by properly executed payrolls, time records, invoices, contracts, vouchers or other documentation evidencing in proper detail the nature and basis for the expenses charged. All such documents shall be clearly identified and readily available to the Bureau and to the City. 10. City Representative The City will designate, prior to commencement of the work, its representative who shall make, within the scope of his or her authority, all necessary 3 and proper decisions with reference to the services provided under this agreement. All requests concerning this agreement shall be directed to the City Representative. 11. Leasing of Real Estate by Bureau. The Bureau is hereby authorized to lease real estate as may be necessary in the performance of its obligations under this Agreement. The funds expended for any such lease shall be subject to the approval of the City Representative. If the Bureau ceases to exist as an organization, the Bureau shall reimburse the City for any payments under this Agreement used in the leasing of buildings or real estate, to the extent the Bureau is entitled to or receives reimbursement from the lessor. The Bureau shall not lease any real estate without the approval of the City Representative. 12. Compliance With Laws. The Bureau shall comply with all applicable laws, ordinances, codes and regulations in carrying out its obligations hereunder. 13. Independent Service Provider. The services to be performed by Bureau are those of an independent Service Provider and not of an employee of the City of Fort Collins. In the performance of its obligations under this Agreement, it is understood and agreed that the Bureau is at all times acting and performing as an independent contractor, and the City shall neither have, nor exercise, any control or direction over the manner or means by which the Bureau performs its obligations under this Agreement. The City shall not be responsible for withholding any portion of the Bureau's compensation hereunder for the payment of FICA, Workmen's Compensation or other taxes or benefits or for any other purpose. 14. Excuse From Performance. If either party is prevented in whole or in part from performing its obligations by unforeseeable causes beyond its reasonable control and without its fault or negligence, then the party so prevented shall be excused from whatever performance is prevented by such cause. To the extent that the performance is actually prevented, the Bureau must provide written notice to the City of such condition within fifteen (15) days from the onset of such condition. 15. Early Termination by City/Notice. Notwithstanding the time periods contained herein, the City may terminate this Agreement at any time without cause by providing written 4 notice of termination to the Bureau. Such notice shall be delivered at least thirty (30) days prior to the termination date contained in said notice unless otherwise agreed in writing by the parties. All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to the following addresses: City: Bureau: City Manager City of Fort Collins 300 LaPorte Avenue P.O. Box 580 Fort Collins, CO 80522-0580 In the event of early termination by the City, the Bureau shall be paid for services rendered and expenses incurred to the date of termination, subject only to the satisfactory performance of the Bureau's obligations under this Agreement. Such payment shall be the Bureau's sole right and remedy for such termination. 16. Personal Services. It is understood that the City enters into the Agreement based on the special abilities of the Bureau and that this Agreement shall be considered as an agreement for personal services. Accordingly, the Bureau shall neither assign any responsibilities nor delegate any duties arising under the Agreement without the prior written consent of the City. 17. Acceptance Not Waiver. The City's approval or acceptance of, or payment for any of the services shall not be construed to operate as a waiver of any rights or benefits provided to the City under this Agreement or cause of action arising out of performance of this Agreement. 18. Default. Each and every term and condition hereof shall be deemed to be a material element of this Agreement. In the event either party should fail or refuse to perform according to the terms of this agreement, such party may be declared in default thereof. 19. Remedies. In the event a party has been declared in default, such defaulting party shall be allowed a period of ten (10) days within which to cure said default. In the event the default remains uncorrected, the party declaring default may elect to (a) terminate the 5 Agreement and seek damages; (b) treat the Agreement as continuing and require specific performance; or (c) avail himself of any other remedy at law or equity. If the non -defaulting party commences legal or equitable actions against the defaulting party, the defaulting party shall be liable to the non -defaulting party for the non -defaulting party's reasonable attorney fees and costs incurred because of the default. 20. Binding Effect. This writing, together with the exhibits hereto, constitutes the entire agreement between the parties and shall be binding upon said parties, their officers, employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal representatives, successors and assigns of said parties. 21. Indemnity/Insurance. a. The Bureau agrees to indemnify and save harmless the City, its officers, agents and employees against and from any and all actions, suits, claims, demands or liability of any character whatsoever for injuries to or death of any person or persons, or damages to property arising out of, or resulting from the actions or omissions of the Bureau, or its agents or employees. b. The Bureau shall take all necessary precautions in performing the work hereunder to prevent injury to persons and property. c. Without limiting any of the Bureau's obligations hereunder, the Bureau shall provide and maintain insurance coverage naming the City as an additional insured under this Agreement of the type and with the limits specified within Exhibit "D", consisting of one (1) page, attached hereto and incorporated herein by this reference. The Bureau before commencing services hereunder, shall deliver to the City's Director of Purchasing and Risk Management, 256 West Mountain Avenue, Fort Collins, Colorado 80521 one copy of a certificate evidencing the insurance coverage required from an insurance company acceptable to the City. 22. Entire Agreement This Agreement, along with all Exhibits and other documents incorporated herein, shall constitute the entire Agreement of the parties. Covenants or representations not contained in this Agreement shall not be binding on the parties. 3 23. Benefit. This Agreement is made for the sole and exclusive benefit of the parties and shall inure to the benefit of their respective survivors, heirs, personal representatives, successors and assigns. It is not made for the benefit of any third party. 24. Law/Severability. The laws of the State of Colorado shall govern the construction interpretation, execution and enforcement of this Agreement. In the event any provision of this Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this Agreement. IN WITNESS WHEREOF, this Services Agreement has been executed the day and year first above written. CITY OF FORT COLLINS, COLORADO a municipal corporation By: James B. O'Neill ll, CPPO Director of Purchasing and Risk Management Date: ATTEST: City Clerk APPROVED AS TO FORM: Assistant City Attorney Date: ATTEST: CORPORATE SECRETARY CORPORATE PRESIDENT 7 L*AM011:119"D INSURANCE REQUIREMENTS The Service Provider will provide, from insurance companies acceptable to the City, the insurance coverage designated hereinafter and pay all costs. Before commencing work under this bid, the Service Provider shall furnish the City with certificates of insurance showing the type, amount, class of operations covered, effective dates and date of expiration of policies, and containing substantially the following statement" "The insurance evidenced by this Certificate will not be cancelled or materially altered, except after ten (10) days written notice has been received by the City of Fort Collins." In case of the breach of any provision of the Insurance Requirements, the City, at its option, may take out and maintain, at the expense of the Service Provider, such insurance as the City may deem proper and may deduct the cost of such insurance from any monies which may be due or become due the Service Provider under this Agreement. The City, its officers, agents and employees shall be named as additional insureds on the Service Provider's general liability and automobile liability insurance policies for any claims arising out of work performed under this Agreement. 2. Insurance coverages shall be as follows: A. Workers' Compensation & Employer's Liability. The Service Provider shall maintain during the life of this Agreement for all of the Service Provider's employees engaged in work performed under this agreement: 1. Workers' Compensation insurance with statutory limits as required by Colorado law. 2. Employer's Liability insurance with limits of $100,000 per accident, $500,000 disease aggregate, and $100,000 disease each employee. B. Commercial General & Vehicle Liability. The Service Provider shall maintain during the life of this Agreement such commercial general liability and automobile liability insurance as will provide coverage for damage claims of personal injury, including accidental death, as well as for claims for property damage, which may arise directly or indirectly from the performance of work under this Agreement. Coverage for property damage shall be on a "broad form" basis. The amount of insurance for each coverage, Commercial General and Vehicle, shall not be less than $500,000 combined single limits for bodily injury and property damage. In the event any work is performed by a subcontractor, the Service Provider shall be responsible for any liability directly or indirectly arising out of the work performed under this Agreement by a subcontractor, which liability is not covered by the subcontractor's insurance. City of Fort Collins Administr�.,ve Services Purchasing Division REQUEST FOR PROPOSAL CITY OF FORT COLLINS CONVENTION AND VISITOR SERVICES PROPOSAL NO. P-781 PROPOSAL DATE: 3:00 p.m. (our clock) FEBRUARY 5, 2001 256 W Mountain Avenue • P.O. Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • FAX (970) 221-6707 REQUEST FOR PROPOSAL CITY OF FORT COLLINS CONVENTION AND VISITOR SERVICES PROPOSAL NO. P-781 The City of Fort Collins is requesting proposals from firms for Convention and Visitor Services Written proposals, three �3) will be received at the City of Fort Collins' Purchasing Division, 256 West Mountain Avenue, Fort Collins, Colorado 80521. Proposals will be received before 2:00 p.m. (our clock), February 5, 2001, Proposal No. P-781. Questions regarding proposals submittal or process should be directed to James B. O'Neill II, CPPO, Director of Purchasing and Risk Management (970) 221-6779. A copy of the Proposal may be obtained as follows: 1. Call the Purchasing Fax -line, 970-416-2033 and follow the verbal instruction to request document #30781. 2. Download the Proposal/Bid from the Purchasing Webpage, Current Bids page, at: www.fcgov.com/purchasing 3. Come by Purchasing at 256 W. Mountain Ave., Fort Collins, and request a copy of the Bid. Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies or services where such officer or employee exercises directly or indirectly any decision - making authority concerning such sale or any supervisory authority over the services to be rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift, gratuity favor, entertainment, kickback or any items of monetary value from any person who has or is seeking to do business with the City of Fort Collins is prohibited. Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal will be rejected and reported to authorities as such. Your authorized signature of this proposal assures that such proposal is genuine and is not a collusive or sham proposal. The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalities. Jerely, eB. ON i I e I II, CPPO or of Purchasing & Risk Management Convention and Visitor Services Proposal Background The City of Fort Collins adopted a lodging tax on March 31, 1984. The tax was to be used by the city for the purpose of acquiring facilities and promoting tourism, conventions and other activities which utilize public accommodations within the city and for the purpose of studying and reducing the impact of such activities upon the facilities and infrastructure of the city. The City has contracted with the Fort Collins Convention and Visitors Bureau for fifteen years to provide various convention and visitor services. The current contract will end on March 31, 2001. The Fort Collins Convention and Visitors Bureau has also contracted with the City to provide services related to the state welcome center in Fort Collins. This is a separate contract in the amount of $51,250. A study "The Impact of Convention and Leisure Travel on Economic Performance and Tax Revenues in Fort Collins" was completed in 2000. The results show a significant contribution to the local economy from the hospitality sector. It also suggests that there is room for significant improvement in this sector of the economy. (Copies of this study are available for review in the Purchasing Office.) The City is soliciting proposals to provide convention and visitor services outlined in the following scope of work and those which would capitalize on the opportunities for growth outlined in the study. Scone of Services: The successful vendor (herein referred as "the Bureau") will: Be the tourism expert of the City of Fort Collins by: • Developing and maintaining a balanced marketing program. • Producing an annual marketing plan and budget as well as a three to five year master plan for the Bureau marketing and other activities. • Set measurable benchmarks in all marketing related activities and produce quarterly and annual reports addressing the progress relative to these benchmarks. • Develop and carry out advertising and marketing to create awareness of Fort Collins as a visitors destination in both domestically and internationally. • Promote Fort Collins and its events/attractions and amenities. Further, the successful vendor will: Provide all staffing needed to perform convention and visitors promotional services. Provide customer services for all segments of the hospitality/tourism market for Fort Collins. Provide convention, conference and trade show marketing and assistance. Provide assistance to local service clubs and organizations to help them with their regional and state conferences that are held in Fort Collins. Provide services to convention visitors in a manner consistent with services provided to other visitors to Fort Collins. Provide a visitors information center open 5 days in the winter and 7 days in the summer. Provide timely visitor/client inquiry fulfillment. Provide Community support through interaction with visitors and residents by: • Distributing brochures and maps • Providing information on city transportation systems • Providing visitors assistance upon request Coordinate the Young Japanese Teacher Program which typically runs for approximately 2 months (late September — mid December). Coordinate and develop programs with the FC International Visitors Council regarding international visitors and tourism. Develop community partnerships with groups including but not limited to: • Fort Collins International Visitors Council • Fort Collins Innkeepers Association • Arts Alive • Cultural Resource Board • Poudre Heritage Corridor Act as a liaison and assist in coordination of local and regional events including Fort Fund Events, that are held in Fort Collins. This may include: • Workshops to help event organizers promote and organize their events • Open houses • Community outreach • Available to offer assistance upon request. Provide a variety of effective marketing devises such as: • Develop and publish at least one promotional brochure that effectively markets Fort Collins as a general visitor and convention destination. • A web site targeted to visitors. • Toll -free telephone numbers. • Cooperative and pro -active marketing programs with industry partners, such as hotels, motels, bed and breakfasts and other communities as deemed appropriate. • Develop and deliver a minimum of two training sessions for Bureau members annually. • Deliver a newsletter a minimum of six time annually. • Undertake annual market research to improve Bureau marketing programs. Develop and maintain the following: • All inclusive Calendar of events and Tourism information in writing and on the web site and act as an information -clearing house for those activities. • Programs that increase visitor spending with Fort Collins area businesses. 2 Respond if appropriate to State Film Commission inquiries promoting Fort Collins as a desirable location. Provide a quarterly report of activities outlining performance of the Bureau and current developments in the Fort Collins area related to promotion of tourism and convention activities. Conduct annual conversion studies to measure the effectiveness of Bureau marketing activity, and to better understand the demographic and psycographic makeup of the market. Develop alternative sources of revenue to provide a minimum of 20% of the Bureau's annual budget. Oversee the operation of the Colorado Welcome Center at Fort Collins as well as the Visitors Center in Downtown Fort Collins. The Colorado Welcome Center is a separate contract in the amount of $51,250. If the State were to close the welcome center this part of the scope of work would be eliminated. The scope of work for this is: A. Bureau agrees that it will at all times comply with and be bound by the requirements and obligations of the City in all aspects of its use of 3545 East Prospect Road (the "Center"), as set forth in the Intergovernmental Agreement for the Environmental Learning CenterNisitor's Center/Welcome Center, dated August 1999, by and between the Colorado State Board of Agriculture acting by and through Colorado State University, a State of Colorado institution of higher education, for the use and benefit of the College of Natural Resource Recreation and Tourism (University), and -the City of Fort Collins, a Colorado municipal corporation (the "IGA"). Bureau shall be entitled to use the portions of Center, as shown on Attachment 1 (attached hereto and incorporated herein by this reference), for office space, Visitor's Center and Welcome Center uses, consistent with the terms of this Additional Scope of Work and all other provisions of the Agreement, in the performance of its obligations under the Agreement. B. Bureau agrees to operate the Fort Collins Convention and Visitor's Center in the space designated by the City at 3545 East Prospect Road, and agrees to: • Recruit, select and employ a manager and any staff necessary to operate the Visitor's Center as employees of the Fort Collins Convention & Visitors Bureau. The Visitor's Center manager will communicate directly with the City's designated representative under the Agreement. • Recruit, select, supervise and appropriately recognize the efforts of volunteers necessary to operate the Visitor's Center. • Make arrangements for all necessary building maintenance to the extent required under the IGA. • Provide all utilities and insurance. • Submit in a timely fashion all regular reports required by the City. 3 • Recognizing the City's intent with the Visitor's Center program is to promote the entire City fairly, without bias to any portion of the community, organization, association or business, interact with travelers in such a way as to provide information on events, attractions, activities and accommodations throughout the City. This is not intended to prohibit the Bureau from providing information on local and regional events, attractions, activities and accommodations. • Operate the Visitor's Center from 8:00 am - 6:00 p.m. (May 1 through September 30) and 8:00 .m - 5:00 p.m. (October 1 through April 30). The Visitor's Center may be closed on New Year's Day, Easter Sunday, Thanksgiving Day and Christmas Day. • Display the City map provided by the City. • The Visitor's Center space is shared space, and Bureau shall not be entitled to use the Visitor's Center for separate advertising displays, signs or posters, solicitations or sales transactions of any kind not intended as part of the Visitor's Center. • Maintain properly segregated books for the Visitor's Center reflecting City funds and other funds associated with the Visitor's Center. C. Bureau agrees to operate the State Welcome Center in the space designated by the City at 3545 East Prospect Road, and agrees to: • Recruit, select and employ a manager and any staff necessary to operate the Welcome Center as employees of the Fort Collins Convention & Visitors Bureau. The Welcome Center manager will communicate directly with the State's designated Welcome Center program manager. • Recruit, select, supervise and appropriately recognize the efforts of volunteers necessary to operate the Welcome Center. • Make arrangements for all necessary building maintenance to the extent required under the IGA • Provide all utilities and insurance. • Submit in a timely fashion all regular reports required by the State. • Secure hospitality and state tourism attractions training for staff and volunteers and at least once each year require the manager of the Welcome Center attend and participate in training opportunities provided by the State. • Recognizing the State's intent with the Welcome Center program is to promote the entire state fairly, without bias to any community, organization, association or business, interact with travelers in such a way as to provide information on events, attractions, activities and accommodations throughout the state. This is not intended to prohibit the Bureau from providing 4 information on local and regional events, attractions, activities and accommodations. • Operate the Welcome Center from 8:00 am - 6:00 p.m. (May 1 through September 30) and 8:00 am - 5:00 p.m. (October 1 through April 30). The Welcome Centers throughout the state are closed on New Year's Day, Easter Sunday, Thanksgiving Day and Christmas Day. • Display the state map provided by the State. • The Welcome Center space is shared space. Bureau should make every effort to keep separate advertising displays, signs or posters, solicitations or sales transactions of any kind on those portions of the premises used for Welcome Center operations. • Obtain State approval on all brochures and pamphlets to be displayed in the designated Welcome Center space prior to display or distribution. Maintain 90% of the brochures listed as "required brochures for display at a Colorado Welcome Center'. State approval will be based on the brochure distribution guidelines contained in the Managers Operation Manual for the Colorado Welcome Center Program. The Bureau will be given an opportunity to participate with other state Welcome Center contractors and managers in periodically updating and revising the manual. This is not intended to prevent or prohibit the Bureau from displaying any brochures or pamphlets in an area reserved by the Bureau for information on local events, attractions, activities and accommodations. • Generally adhere to guidance and procedures contained in the Managers Operations Manual. • Maintain properly segregated books for the Welcome Center reflecting State funds, matching funds and other funds associated with the Welcome Center. 5 REVIEW AND ASSESSMENT Professional firms will be evaluated on the following criteria. These criteria will be the basis for review of the written proposals and interview session. The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average rating, and 5 being an outstanding rating. WEIGHTING QUALIFICATION STANDARD FACTOR 2.0 Scope of Proposal Does the proposal show an understanding of the project objective, methodology to be used and results that are desired from the project? 2.0 Assigned Personnel Do the persons who will be working on the project have the necessary skills? Are sufficient people of the requisite skills assigned to the project? 1.0 Availability Can the work be completed in the necessary time? Can the target start and completion dates be met? Are other qualified personnel available to assist in meeting the project schedule if required? Is the project team available to attend meetings as required by the Scope of Work? 1.0 Motivation Is the firm interested and are they capable of doing the work in the required time frame? 2.0 Cost and Do the proposed cost and work hours compare Work Hours favorably with the project Manager's estimate? Are the work hours presented reasonable for the effort required in each project task or phase? 2.0 Firm Capability Does the firm have the support capabilities the assigned personnel require? Has the firm done previous projects of this type and scope?