HomeMy WebLinkAboutRFP - 7595 OLD TOWN SQUARE RENOVATIONSADDENDUM NO. 1
SPECIFICATIONS AND CONTRACT DOCUMENTS
Description of BID 7595: Old Town Square Renovation
OPENING DATE: 3:00 PM (Our Clock) February 13, 2014
To all prospective bidders under the specifications and contract documents described
above, the following changes/additions are hereby made and detailed in the following
sections of this addendum:
Exhibit 1 – Questions & Answers
Exhibit 2 – Communication Plan
Please contact John Stephen, CPPO, LEED AP, Senior Buyer at (970) 221-6777 with
any questions regarding this addendum.
RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN
STATEMENT ENCLOSED WITH THE BID/QUOTE STATING THAT THIS
ADDENDUM HAS BEEN RECEIVED.
Financial Services
Purchasing Division
215 N. Mason St. 2nd Floor
PO Box 580
Fort Collins, CO 80522
970.221.6775
970.221.6707
fcgov.com/purchasing
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EXHIBIT 1 – QUESTIONS & ANSWERS
General
1. Question: At the pre-proposal meeting, it was mentioned there is a program
budget of $3m in soft costs. Can you please clarify what the $3m soft costs
cover? What is hard v. soft costs? What is the construction budget?
Answer: The entire program budget is $3M. This includes all soft costs and
construction costs. The final construction budget relies on further
public and private participation. However, it is expected that the
final budget available for construction will be around $2M.
2. Question: Can you clarify if the 30 pages can be double sided, or is this 30
pages total (eg. 15 sheets double sided)?
Answer: The proposal is to be 30 pages in total excluding covers and dividers.
The 30 pages can be double sided.
3. Question: Is there a size limitation of the sheets or can 8 ½” by 11” and 11”
by 17” be used?
Answer: The size of paper used in the proposal can be either or both 11x17
and 8.5x11.
4. Question: Item V.A.4 – Provide sample concept plans. Do these count as
part of the 30 page limit or can these be submitted separately from the
proposal or as part of an Appendix?
Answer: Any concept plans submitted count towards the overall page
limitation.
5. Question: Regarding the request for concept plans, how are these different
than our project experience graphics? What is the expectation?
Answer: The expectation is that each firm provides examples of their work
and creativity. The architect can provide project experience
graphics and/or concept plans for this or other projects.
6. Question: Has there been discussion of the implementation of public art on
the site, ie: one signature piece vs. collection of smaller pieces?
Answer: The DDA is open to incorporating existing and/or new public art as a
permanent feature of the architectural design of the OTS
renovation. This will be determined through the SD, DD, CD
process.
7. Question: Will the City’s Low Impact Development (LID) regulations apply to
this project?
Answer: The DDA does not anticipate that the City’s LID regulations will
apply to this project.
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8. Question: Does the City see a major change in the landscape type and
density?
Answer: The DDA assumes this question refers to landscaping and plantings.
This detailed design question is best determined by the final
architectural plan through the program, SD, DD and CD phase. A
very large departure from the existing density of landscape
plantings is not anticipated.
9. Question: Is the DDA aware of any underground basements or other
remnant structures that extend under the square?
Answer: The DDA has not completed an exhaustive survey of the historic
downtown buildings. It will be part of the architect’s scope of work
to perform this task and identify mitigation measures or design
constraints related to underground basements or other remnant
structures.
10. Question: Do we need to consider a historical architectural consultant for
team? Or does the existing documentation provide sufficient direction to
address building concerns during construction?
Answer: The DDA believes that existing resources are sufficient to address
building concerns during construction. Therefore, a historical
architectural firm is not needed.
11. Question: Are there any transit improvements associated with the TOD
overlay anticipated at this time?
Answer: No.
12. Question: Are there any proposed improvements anticipated for the Whitton
Court Alley?
Answer: At this time, Whitton Court Alley is anticipated to remain
unimproved.
13. Question: Will the Consultant or the DDA Team be responsible scheduling
meetings, preparing meeting agendas, minutes, and inviting attendees?
Answer: The DDA team will be responsible for the tasks outlined above.
14. Question: Please clarify roles and responsibilities for the DDA Team vs.
Design Team related to preparation of Front End Documents, General
Conditions, Special Conditions, Compiling of Project Manual, etc.
Answer: The DDA team will prepare the front end documents, general
conditions, supplementary conditions and final compilation of the
project manual. The architect will be responsible for all technical
specifications including CSI divisions 00 – 48 as applicable.
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Restroom/Public Bathroom
15. Question: According to the Additional Questions handout provided at the
pre-proposal meeting, the public restroom building is noted to be removed.
The 2009 Needs Assessment notes that the building still had value and the
public restrooms are important. Does the public restroom program or
building need to remain within the plaza?
Answer: The DDA anticipates the entire kiosk building and public restrooms
contained within will be removed. The DDA is considering either
relocating these into an adjacent building with existing bathroom
facilities or another location yet to be determined within the scope of
Old Town Square. This will be determined through the SD, DD, CD
process.
16. Question: Does the DDA anticipate reconstructing the restroom building in
some location on site as part of this project?
Answer: See answer to question 15 above.
Salvage and Reuse
17. Question: Is there a desire to salvage and reuse the existing unit pavers or
change to a different hardscape type within the project limits?
Answer: The DDA anticipates salvaging as many of the existing pavers as
possible for storage and reuse on this or other potential projects. It
is expected that an enhanced paving or hardscape system will be
installed throughout the project area. The type of system will be
determined through the SD, DD, CD process. ..
18. Question: Are there components of the existing site features that the DDA is
interested in salvaging and re-installing, ie: pavers, stone wall caps, etc?
Answer: See question 17 above. Regarding the stone wall caps, the DDA
anticipates preserving the caps possibly in their current state and
location. This type of design detail will be determined by the design
team through SD, DD, CD.
19. Question: Does the DDA see any salvage and re-use of existing irrigation
equipment in this project?
Answer: Yes. The DDA does envision reusing portions of the existing
irrigation system. Specifically the system that feeds the raised
planter areas and on southwest to Mountain Avenue.
Survey and Platting
20. Question: Please clarify what is expected of the surveyor to incorporate
utilities as mentioned in the RFP. Is the DDA going to supply a survey of the
utilities in CAD for inclusion once the utilities have been investigated or
does the surveyor need to come and locate and pick them up in the square?
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Does the survey need to call in locates etc as part of their scope?
Answer: The DDA will provide an as-built map of existing utilities based on a
separate survey effort. It will be provided in AutoCAD r2013 or
earlier. The surveyor shall assume that some utilities will need to
be further located during supplemental topographic survey.
21. Question: Please clarify what information the DDA Team is providing with
regarding to the existing utility infrastructure.
Answer: See question 20 above.
22. Question: How will we know how many easements to include in proposal or
should this scope/fee not be included at this time?
Answer: It is unknown at this time how many individual easements may be
necessary. The DDA is not requesting scope/fee for easements at
this time.
23. Question: The DDA will be providing/coordinating utility locates, correct?
Answer: Yes. See question 20 above.
24. Question: Should the topographic survey extend down Linden Street in
order to prepare SD concepts for this area?
Answer: No. As discussed during the pre-proposal meeting, any work
extending down Linden will be treated as a contract amendment at
the time that scope of work is fully developed.
25. Question: Will City be providing any vacations and/or ordinances for any
right-of-way vacations?
Answer: The DDA does not anticipate requiring and specific right of way
vacation ordinances or resolutions on the project.
26. Question: What is the date of existing topographic survey provided?
Answer: Assume 2009.
27. Question: The COFC is currently switching to the NAVD88 Vertical Datum,
will the existing topographic survey that was provided need to be converted
to new Datum?
Answer: Ideally the entire base mapping is provided on the same datum. As
such, the DDA anticipates requiring the entire project to be on the
88 datum consistent with the City control network.
28. Question: Will a plat be required for this project?
Answer: No.
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29. Question: Will city provide a Title Commitment no older than 60 days?
Answer: The DDA does not anticipate the need for title commitments unless
real property is acquired. In the event this occurs, the DDA will
acquire title commitments through their legal staff.
30. Question: When will the utility mapping be provided?
Answer: Utility mapping will be provided to the selected architect after
contract award. The utility mapping is not complete and in a form
ready for design use.
Fountain
31. Question: With regard to the RFP, is the removal and installation of the
existing fountain part of our scope?
Answer: The DDA wishes to maintain a water feature(s) on the project. The
type and function of this water feature will be developed through the
program, SD, DD and CD phases.
32. Question: Our understanding is that the new/ remodeled water feature is
intended for year round operation - What is the anticipated heat source(s)
available (e.g. gas, electric, geo- thermal, etc...)?
Answer: Year round operation of the new water feature is undetermined at
this time. However, gas and electric service are immediately
available if needed as part of the design.
33. Question: Our interpretation from the pre-proposal meeting was that the
water feature will be relocated rather than kept in place and remodeled. We
have since read otherwise in the media. Does the DDA desire a totally new
and different type of feature to create a focal point for the square?
Answer: See question 31 above. The DDA anticipates a water feature will
remain. However, the design of this is undetermined.
34. Question: Does the DDA intend for the new/renovated water feature to
encourage interaction?
Answer: See question 31 and 33 above.
35. Question: Is the current location of the fountain appropriate or does the DDA
want it to be moved to enable other program elements to be incorporated
into the site?
Answer: See question 31 and 33 above. The DDA will expect the architect to
recommend the correct program elements to include a water
feature. The design, location, etc of this water feature is
undetermined at this time.
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36. Question: Are there any functionality or programming considerations
associated with the fountain (i.e. shut down or manage flow volume during
events or seasonal conditions, etc.)?
Answer: The current fountain certainly has various program elements to it.
Water flow is regulated at various times of the day and at certain
events and over seasonal changes. However, this question is best
addressed relative to a new water feature that will be developed
through the program, SD, DD and CD phases.
37. Question: Are there any electrical, water service, sanitary sewer
enhancements that the city is aware of that may be associated with the
fountain renovation?
Answer: This question assumes the fountain will be renovated in its current
state. As mentioned above, the ultimate location and design of a
new water feature is undetermined. Any enhancements to the
infrastructure to support a new water feature will be determined
during the design phase.
38. Question: For the purposes of the proposal, should we assume that the
fountain will be passive (aesthetic) rather than interactive (encouraging
public contact)?
Answer: As a primary goal of the DDA for the Old Town Square Renovation
– “Encouraging plaza use across all seasons and by varied groups”
– the architectural design of a new water feature will be key to
developing this goal. The DDA anticipates the new water feature
will contain an element of public interaction.
Stage
39. Question: What assumption should we include in our scope for the
anticipated stage area venue size?
Answer: Firms should assume a new stage design. A different location and
crowd gathering area is anticipated. The design will be determined
through the SD, DD, CD process.
40. Question: What types of shows/presentations should our scope anticipate?
Answer: Firms should assume a similar program to what the stage is used
for currently. The DDA wishes to enhance the visitor and performer
experience.
41. Question: Will the stage and related structure be permanent or will it need
to be erected for each use?
Answer: Firms should assume that the stage structure will be permanent.
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42. Question: What are the expectations for the back stage features?
Permanent? Heated for year-round use? Plumbing, Fixtures, Furnishing and
Finishes?
Answer: Firms should assume that the performer experience is enhanced
through more advanced finishes, fixtures and access to the stage.
However, the stage will still need to be easily maintained and
durable for frequent use. The final design of the stage will be fully
developed through the program, SD, DD and CD phases.
43. Question: Is it anticipated that the performance lighting system and sound
reinforcement system be part of the stage setup and, if not, will provisions
be incorporated in the design to allow performers to bring in their own
equipment or to rent the equipment?
Answer: Firms should assume that the new stage will incorporate modern
utility infrastructure to meet the needs of the programming schedule
and maximize the performer and audience experience. The ability
to incorporate permanent features such as lighting and sound will
be assessed and determined during the program SD, DD, CD
phases.
Events
44. Question: Can the potential type of events envisioned within this space be
further clarified?
Answer: Firms should assume that the events planned for a renovated Old
Town Square are very similar to those that have been held there
previously and currently.
45. Question: Will this event space include areas for vendors to come in and
set up carts which require power and/or water connections? Multiple
vendors with larger power requirements can have a significant impact on the
infrastructure.
Answer: Enhanced utility connections are anticipated. 3-phase power is
anticipated. The amount and location of these connections will be
determined through the design phase.
Bidding and Construction Delivery
46. Question: Will the consultant team have any involvement in the selection of
the CM/GC? If so, please clarify expectations.
Answer: The consultant team is expected to be involved with CM/GC
selection as part of the design team. One member from the
architect firm will likely participate in reviewing CM/GC qualifications
submittals and participating in interviews.
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47. Question: Per discussions at the pre-proposal meeting, the CM/GC will come
on board at the 60% DD stage. Does this mean that the CM/GC will prepare
cost estimates for the 60% DD, 90% CD and Bid Document stages?
Answer: The CM/GC contractor will be selected sometime between 30% and
60% complete drawings. They will participate in cost estimating but
this will not relieve the consultant team of their contractual
requirement to provide 60% and 90% opinions of probable cost.
48. Question: The RFP says “It is expected that the drawings will contain
multiple phasing scenarios developed by the DDA team to ensure business
owner impact is minimized.” Does this mean that the Design Team should
scope a single design package, but then the DDA team will be responsible
for preparing the construction phasing plans/specs for inclusion in the bid
documents? If not, what is the Design Team scope for construction
phasing?
Answer: The firms shall assume that their final CD documents will include
phasing plans. Firms should also assume that their architectural
design will accommodate construction phases. The DDA team will
assist and participate in developing these phases in cooperation
with the CM/GC and consultant team.
49. Question: The Scope of Services in the RFP does not discuss Bidding
Assistance or Construction Administration services. Is it correct to assume
that Bidding Assistance and Construction Administration Services are not
included in this scope? If not, what services should the consultant team
include?
Answer: The scope of services is deliberate by not including these services.
At this time, the consultants shall not assume any assistance
through bidding or construction administration. The DDA anticipates
these phases will be separate contract amendments or work
phases.
50. Question: With regard to the bidding process, will the CM/GC prepare bid
forms, definition of bid items, work summaries, addendums, and other items
required for advertisement during the bid process?
Answer: The DDA or CM/GC will be responsible for preparing all
procurement items related to subcontractor solicitation and
evaluation as applicable.
Public Outreach and Communications
51. Question: The DDA Team with Ditesco includes Slate Communications for
public relations, engagement and outreach. What additional tasks for public
outreach should our scope include with regard to:
a. Public relations, and communication
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b. Open Houses (making arrangements for space, public notice,
meeting facilitation)
c. Social Media
d. Meetings with City Board/Commissions
e. Stakeholder Meetings
f. Individual Property Owner Meetings
g. Presentations to City Council during work sessions, or hearings?
Answer: The Public Outreach and Communications Plan for Old Town
Square has been provided as part of this addendum. Firms shall
assume limited involvement in open houses, stakeholder meetings
and miscellaneous presentations.
52. Question: I thought you said that the draft public involvement strategy
would be provided, but I cannot find it on the city’s website or e-
procurement site. If you think this would be helpful in understanding the role
of the design team, versus Slate’s role, could you please provide this?
Answer: See question 51 above.
Infrastructure
53. Question: Is it correct to assume that on-site water quality/detention will not
be required?
Answer: Yes.
54. Question: What utilities were upgraded during the 1983 renovation?
Answer: Most wet and dry utilities were upgraded during the 1983 renovation.
An exact and complete list is unknown.
55. Question: It is noticeable from the RFP documents that the utility
infrastructure in OTS, particularly the 12-inch domestic water, is larger than
the surrounding infrastructure. What utilities are anticipated to be upgraded
as part of this project?
Answer: At this time it is unknown what City owned and private utilities will be
upgraded. This will be fully determined through the design phase.
However, it is not anticipated that the consultant team will be
heavily involved in this effort outside of coordinating locations in the
Square. The consultant team will be responsible for designing a
new, upgraded storm water conveyance system.
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56. Question: What design vehicle is anticipated for emergency access and/or
deliveries to the renovated OTS (e.g., WB-40, fire truck, ambulance)?
Answer: Currently a fire access easement is maintained along the northwest
side of the Square. It is anticipated a similar access easement will
need to be maintained with fire truck access.
57. Question: Are there any infrastructure improvements associated with
adjacent future redevelopments?
Answer: At this time the DDA is unaware of any infrastructure related
improvements associated with future redevelopment.
58. Question: In regards to stormwater, are there any previous drainage reports
or analyses that can be provided as a reference?
Answer: The DDA is unaware of any previous drainage reports for the
immediate Old Town Square area. However, the City Utilities
Department completed multiple updates to the Old Town Basin
Master Plan which includes sub-basins across the Square area.
59. Question: Are there any areas that are proposed with snowmelt heated
paving?
Answer: The DDA would be open to consideration of heated paving areas
immediately adjacent to the building entrances. However, this
design detail will need to be fully vetted through the design process.
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PURPOS
EXHIBIT 2 - COMMUNICATIONS PLAN
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2
PURPOSE
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The renovations of the Old Town Square will bring critical infrastructure up-to-
date and accommodate a variety of uses as a highly frequented community
entertainment center and gathering space. From pre-design through final
construction completion, a strategic public relations plan is needed to keep
project staff and managers ahead of public outreach opportunities, key
milestones, and event coordination.
KEY PERSONNEL
Matt Robenalt, Executive Director, DDA
Todd Dangerfield, Project Manager, DDA
Derek Getto, Programs Administrator, DDA
Jennifer Hensley, Finance Coordinator, DDA
Keith Meyer, President and Owner, Project Manager, Ditesco Services
Jill Burrell, Resident Engineer, Ditesco Services
Claire Thomas, Principal, Project Manager, Slate Communications
AUDIENCES
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STAKEHOLDERS
DDA Board and staff
DBA Board and staff
GID Board/City Council
City Manager’s Office and executive staff
City departments such as Parks, Utilities, PDT, Economic Health
Fort Collins Police
Poudre Fire Authority
Bohemian Companies
Progressive Old Town Square Properties
Old Town Square businesses (owners, employees and delivery
companies)
Visit Fort Collins Board and staff
Chamber of Commerce staff
Beet Street staff
Media (Fort Collins Coloradoan, NCBR, KUNC)
UniverCity Connections
GENERAL PUBLIC
Visitors to Old Town Square
City staff
Colorado State University
Larimer County Commissioners and staff
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3
MESSAGES
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(over time these will be refined and updated based on the project’s activities,
communications with stakeholders and the general public, and any shifts in
communications priorities)
After 30 years, it’s time to refresh Old Town Square.
The renovations will improve the aesthetic experience of Old Town Square
and meet current and future needs of an urban entertainment and
community center.
Old Town Square’s infrastructure will be upgraded for improved
performance.
Planning discussions began on this project in 2009 with citizens and
stakeholders.
The DDA is creating a process to collect public input in Spring 2014 on the
new design elements for revitalizing OTS.
During construction in 2015, we’ll minimize impacts to business owners by
implementing active plans to get customers through the work zone
whether by foot, bike or car.
Business access will be maintained throughout the project.
Stay up to date, by signing up for the project e-newsletter or going to
downtownfortcollins.org for updates.
Some of the renovations include (need revisions before distribution):
o Restroom relocation and signage
o Utility relocations
o Low maintenance plaza
o Improve safety and lighting through design efforts
o New water feature
o New year-round stage/entertainment area
o Connectivity to Linden Street
o Modernized trash container areas
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4
TACTICS BY PROJECT PHASE
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PRE DESIGN FEBRUARY-MARCH 2014
FEBRUARY
Second week: Create project e-newsletter (use DDA’s resources, appoint
content manager, determine frequency, outline editorial calendar, create
promotion plan for tool, etc.) (Slate works with Joanna)
Second week: Send out project newsletter promotional material (i.e., news
release, web spotlight, leverage partners’ distribution lists to send invite,
social media) (Slate sends content to DDA for distribution)
Fourth week: Send out project newsletter promotional material
MARCH
Ongoing: Social media updates, website updates, track media (DDA)
First week: Collect updates from Ditesco and the DDA for enewsletter
First week: Design contractor interviews begins
Third week (or later): Write design firm selection press release (Slate, then
either we or DDA distributes)
Second week: Write content for website updates (Slate, then sends to
DDA)
Third week: Discuss with project team, and other interested parties, how
to engage the community in summer 2014 and 2015
Fourth week: Send first project enewsletter
Fourth week: Prepare monthly PR report
TBD: Stakeholder project team meeting/update
TBD: Public outreach for design process. The timing of this outreach is
contingent on approval by Ditesco and the DDA. (The design contractor
will develop and implement this process, with Slate as support.)
o Sample questions:
What physical attributes do you like in Old Town Square?
What physical attributes would you like to see in Old Town
Square?
What world-class city centers/plazas have you seen, that
you would like to see replicated in some way in Old Town
Square?
The project budget will cover critical infrastructure
improvements such as storm water, electrical, and materials.
How would you prioritize the various OTS elements that are
being considered for this renovation project that are for the
public’s use/enjoyment?
Water feature/fountain
Children’s Play Area
Public gathering area
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5
Lights
Stage/entertainment area
Landscaping
Seasonal planters
Seating/rest areas
Click here to sign up for project updates (hyperlink to:
http://www.downtownfortcollins.org)
TBD: Create design phase messages for DDA website
TBD: Announce surveys via social media, website updates and press
release.
TBD: Host engagement exercise with stakeholders; identify a
representative from each agency to meet regularly with project staff to
disseminate updates and information to their members. (Need invite list,
venue options, meeting format, promotion tool ideas, timing, other logistics
such as handouts, refreshments, purpose statement)
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DESIGN AND CONSTRUCTION DESIGN
APRIL-SEPTEMBER 2014
APRIL
First week: Collect updates from Ditesco and the DDA for enewsletter
Second week: Send enewsletter
Second week: Collaborate with Downtown event organizers on 2015
construction impacts to festivals:
o 2015 will be different
o Here’s how it will look
o Manage expectations
Second –fourth week: Crowdfunding strategy and implementation
(storyboard, messages, videography, promotion through traditional and
digital mediums, monitoring)
Second week: Create memo with updates and project fact sheet to GID
Board/City Council
Second week: Social media updates
Fourth week: Prepare monthly PR report
TBD: Present updates to Board, DBA Board, Visit Fort Collins Board, GID
members, City ELT (Slate can prepare PPT or fact sheet on project and
updated renderings) topics: public feedback results, next steps.
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6
MAY
First week: Collect project updates from Ditesco and the DDA for the
enewsletter
Second week: Website updates
Second week: Send enewsletter if needed
Second week: Social media updates
Second week: Crowdfunding updates, progress check in
Third week: Follow up meeting with Downtown event organizers on 2015
construction impacts to festivals (potentially, this could be scheduled for
early June due to the MAX launch) – need event information, rely on DBA
coordination
Fourth week: Prepare monthly PR report
JUNE
First week: Collect updates from Ditesco and the DDA for enewsletter
First week: Write content for website updates
Second week: Report back to community the outcomes of online and
paper survey through a press release, enewsletter article, social media,
website updates
Second week: Solicit public feedback on final three designs through one
on one meetings, website content, social media, etc. (June 10?)
Second week: Send enewsletter
Second week: Crowdfunding updates, progress check in
Second week: Social media updates
Fourth week: Prepare monthly PR report
TBD: Art in Action activities with children- create an event or series of
events where children contribute their art in some form, for incorporation in
construction fencing/displays in 2015.
JULY
First week: Collect updates from Ditesco and the DDA for enewsletter
First week: Website updates
Second week: Present final renderings to stakeholders and public through
flyers, website updates, social media, press release.
Second week: Send enewsletter
Second week: Social media updates
Second week: Crowdfunding updates, progress check in with project
team, possibly public outreach
Fourth week: Prepare monthly PR report
TBD: Art in Action activities with children- create an event or series of
events where children contribute their art in some form, for incorporation in
construction fencing/displays in 2015.
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7
AUGUST
First week: Collect updates from Ditesco and the DDA for enewsletter
First week: Website updates
Second week: Send enewsletter
Second week: Crowdfunding updates, progress check in
Third week: Bicycle community – Bike Library move/renovation
communication??? Check in with appropriate departments, how to
integrate their messages with the renovation project?
Fourth week: Prepare monthly PR report
TBD: Social media updates
TBD: Press release with project updates
SEPTEMBER
First week: Collect updates from Ditesco and the DDA for enewsletter
First week: Website updates
Second week: Send enewsletter
9-12: Special presentation and tour of the area with participants to the
Downtown, Inc. annual conference attendees
Second week: Crowdfunding updates, progress check in
Fourth week: Prepare monthly PR report
TBD: Social media updates
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CONSTRUCTION DESIGN AND PRE-CONSTRUCTION
OCTOBER-DECEMBER 2014
OCTOBER
First week: Collect updates from Ditesco and the DDA for the enewsletter
First week: Prepare business toolkit – refine strategy behind the toolkit,
identify pieces (such as maps, posters, handouts, etc.), build/create piece
Second week: Send enewsletter
Second week: Website updates
Fourth week: Distribute business toolkit to Old Town Square businesses
and the surrounding area
Fourth week: Share business toolkit with key stakeholders for their
purposes.
Fourth week: Crowdfunding phase II – wrap up, press release, social
media, special event with donors, etc.
Fourth week: Strategic communications planning around fencing,
construction signage and displays on site
Fourth week: Prepare monthly PR report
TBD: Further refine collaboration with Downtown festivals and event
coordinators for 2015 construction
TBD: Social media updates
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8
NOVEMBER
First week: Collect updates from Ditesco and the DDA for the enewsletter
First week: Potentially have an article in the December City News utility bill
insert regarding the 2015 construction….due November 7.
Second week: Send enewsletter
Second week: Website updates
Second week: Create/produce approved construction maps, signage,
banners and displays for construction phase
Third week: Discuss video and photography strategy during construction,
plug into communication plan
Fourth week: Prepare monthly PR report
TBD: Social media updates
DECEMBER
First week: Collect updates from Ditesco and the DDA for the enewsletter
Second week: Send enewsletter
Second week: Website updates
Second week: Potentially have a feature article in the City News utility bill
insert with construction information
Fourth week: Prepare monthly PR report
TBD: Host construction information table at indoor Winter Market
TBD: Social media updates
_ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ _
CONSTRUCTION
JANUARY-AUGUST 2015
JANUARY
Ongoing: Door to door distribution of construction look a heads (three
weeks at a time), access information – update content and graphics as
needed
Ongoing: Social media updates
First week: Collect updates from Ditesco and the DDA for the enewsletter
First week: Spotlight on Fcgov.com, downtownfortcollins.org,
downtownfortcollins.com, visitftcollins.com, beetstreet.org, etc.
First week: Send weekly report to area businesses
Second week: Send weekly report to area businesses
Second week: Send monthly update enewsletter to stakeholders,
subscribers
Second week: Articles in Economic Newsletter, Fort Shorts (City internal
newsletter)
Third week: Send weekly report to area businesses
Fourth week: Send weekly report to area businesses
Fourth week: Prepare monthly PR report
Addendum 1
7595 Old Town Square Renovation
Page 19 of 23
9
TBD: Host construction information table at indoor Winter Market
TBD: Present updates to Board, DBA Board, Visit Fort Collins Board, City
Manager’s Office, City Council (Slate can prepare PPT and or memos)
TBD: Install construction fencing, banners, displays at appropriate
phase/stage of construction
TBD: At start of construction create/post a Cable 14 bulletin board
TBD: Meet with editorial boards, reporters to describe process and
construction phases
TBD: Groundbreaking ceremony (strategy, planning, promotion, event
coordination, media relations, materials if needed, photography, post-
event follow up)
TBD: Press releases at various stages including the start, milestones,
traffic patterns/access points, completion and events
FEBRUARY
Ongoing: Door to door distribution of construction look a heads (three
weeks at a time), access information – update content and graphics as
needed
Ongoing: Social media updates
First week: Collect updates from Ditesco and the DDA for the enewsletter
First week: Send weekly report to area businesses
Second week: Send monthly update enewsletter to stakeholders,
subscribers
Second week: Send weekly report to area businesses
Second week: Update website with project information
Third week: Send weekly report to area businesses
Fourth week: Send weekly report to area businesses
Fourth week: Prepare monthly PR report
TBD: Host construction information table at indoor Winter Market
TBD: Update and restock business toolkit materials
TBD: Construction tours with DDA Board, City ELT, GID Board, and other
stakeholders
TBD: Potential media construction tours - informal or group
TBD: Todd/Keith on Studio 14 program?
MARCH
Ongoing: Door to door distribution of construction look a heads (three
weeks at a time), access information – update content and graphics as
needed
Ongoing: Social media updates
Ongoing: Web updates
First week: Collect updates from Ditesco and the DDA for the enewsletter
First week: Send weekly project report to area businesses
Addendum 1
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10
Second week: Send monthly enewsletter to stakeholders and subscribers
Second week: Send weekly project report to area businesses
Third week: Send weekly project report to area businesses
Fourth week: Send weekly project report to area businesses
Fourth week: Prepare monthly PR report
TBD: Present updates to Board, DBA Board, Visit Fort Collins Board, City
Manager’s Office, City Council (Slate can prepare PPT and or memos)
TBD: Host construction information table at indoor Winter Market
TBD: Coordinate with DBA and Great Plates promotion for construction
specials
APRIL
Ongoing: Door to door distribution of construction look a heads (three
weeks at a time), access information – update content and graphics as
needed
Ongoing: Social media updates
Ongoing: Website updates
First week: Collect updates from Ditesco and the DDA for the enewsletter
First week: Send weekly project report to area businesses
Second week: Send weekly project report to area businesses
Second week: Send monthly enewsletter to stakeholders and subscribers
Third week: Send weekly project report to area businesses
Fourth week: Send weekly project report to area businesses
Fourth week: Prepare monthly PR report
TBD: Collaborate with DBA, create/produce a City News utlity bill insert
encouraging people to shop Downtown/businesses are open (Due early
April for May distribution)
TBD: Todd/Keith on KRFC program with Community at Work
TBD: Todd/Keith on Clear Channel interview program
MAY
Ongoing: Door to door distribution of construction look a heads (three
weeks at a time), access information – update content and graphics as
needed
Ongoing: Social media updates
Ongoing: Website update
First week: Collect updates from Ditesco and the DDA for the enewsletter
First week: Send weekly project report to area businesses
Second week: Send weekly project report to area businesses
Second week: Send monthly enewsletter to stakeholders and subscribers
Third week: Send weekly project report to area businesses
Fourth week: Send weekly project report to area businesses
Fourth week: Prepare monthly PR report
Addendum 1
7595 Old Town Square Renovation
Page 21 of 23
11
TBD: Economic newsletter, other partner communication tools:
articles/messages encouraging people to shop Downtown during
construction
TBD: Present updates to Board, DBA Board, Visit Fort Collins Board, City
Manager’s Office, City Council (Slate can prepare PPT and or memos)
TBD: Host construction information table at Oak/Mason Farmers’ Market
JUNE
Ongoing: Door to door distribution of construction look a heads (three
weeks at a time), access information – update content and graphics as
needed
Ongoing: Social media updates
Ongoing: Web updates
First week: Collect updates from Ditesco and the DDA for the enewsletter
First week: Send weekly project report to area businesses
Second week: Send weekly project report to area businesses
Second week: Send monthly enewsletter to stakeholders and subscribers
Third week: Send weekly project report to area businesses
Fourth week: Send weekly project report to area businesses
Fourth week: Prepare monthly PR report
TBD: Host construction information table at Oak/Mason Farmers’ Market
TBD: Outdoor construction area art project? Collaborate with DBA, Beet
Street on activities/logistics
JULY
Ongoing: Door to door distribution of construction look a heads (three
weeks at a time), access information – update content and graphics as
needed
Ongoing: Social media updates
Ongoing: Web updates
First week: Collect updates from Ditesco and the DDA for the enewsletter
First week: Send weekly project report to area businesses
Second week: Send weekly project report to area businesses
Second week: Send monthly enewsletter to stakeholders and subscribers
Third week: Potential media construction tours - informal or group
Third week: Send weekly project report to area businesses
Fourth week: Send weekly project report to area businesses
Fourth week: Prepare monthly PR report
TBD: Host construction information table at Oak/Mason Farmers’ Market
TBD: Present updates to Board, DBA Board, Visit Fort Collins Board, City
Manager’s Office, City Council (Slate can prepare PPT and or memos)
Addendum 1
7595 Old Town Square Renovation
Page 22 of 23
12
AUGUST
Ongoing: Door to door distribution of construction look a heads (three
weeks at a time), access information – update content and graphics as
needed
Ongoing: Social media updates
First week: Collect updates from Ditesco and the DDA for the enewsletter
First week: Send weekly project report to area businesses
Second week: Send weekly project report to area businesses
Second week: Send enewsletter
Second week: Update website with project information
Third week: Send weekly project report to area businesses
Fourth week: Send weekly project report to area businesses
Fourth week: Prepare monthly PR report
Fourth week: Message on website thanking people for their patience
TBD: Ribbon cutting or other VIP and public ceremony/event (strategy,
planning, promotion, event coordination, materials, photography, and post-
event follow up)
SEPTEMBER
First week: Project communication wrap up, lessons learned document
TBD: Present project overview/final updates to Board, DBA Board, Visit
Fort Collins Board, City Manager’s Office, City Council (Slate can prepare
PPT and or memos)
Addendum 1
7595 Old Town Square Renovation
Page 23 of 23