Fort Walton Beach Council agenda — 11-09-2010 Regular — reading text

2. 1. 3 Prompt payment of monthly lease fees as proposed in lessee' s proposal. h Payments due no later than the 10` day of each month. 2. 1. 4 Payment of any additional fees /incentives as provided for in the lessee' s proposal. 2. 1. 5 Costs of maintenance and repairs as indicated in the RFP 2. 1. 6 Maintain facility in a safe condition with equal access to all members of the public without regard to sex, age, race, or religion. 2. 1. 7 Maintain current City Tax Receipt and other licensures as required by law. 2. 2 Only one ( 1) vendor submitted a bid package ( Emerald Coast Dirt and Vert, the current contractor). 2. 3 The bid package from Emerald Coast Dirt and Vert did not include a lease fee to the City. 2. 4 The current contractor, Emerald Coast Dirt and Vert is operating on a month to month contract until further notice.  3. FINANCIAL INFORMATION: 3. 1 The 2010 -11 budget does not include funding for the BMX Skatepark Facility. 4. RECOMMENDATION: 4. 1 Staff recommends the City Council reject all bids for RFP 10 -024, the Lease for BMX Skateboard Track and Concessions Facility, and allow staff time to research all recreational opportunities for the property. Staff will bring back a recommendation to the City Council in March 2011 that will benefit the most citizens. 4.2 The BMX Skatepark facility will continue to be open to the public, as the contractor is operating on a monthly contract. ATTACHMENTS: 5. 1 RFP 10 -024 - The Lease for BMX Skateboard Track and Concession Facility 5. 2 Addendum Number 1 5. 3 Emerald Coast Dirt and Vert Proposal 6. SIGNATURE BLOCK: 6. 1 Submitted By: 9W J 11 - 01 - 10 Jeff Peters Recreation and Cul al Services Director 6. 2 Reviewed and Concur: 11 -2 -10 Brandy Wunker Finance Director 6. 3 Reviewed for Agenda: 11 -2 -10 rt T. Mearns City Manager  REQUEST FOR PROPOSALS FOR THE CITY OF FORT WALTON BEACH RFP 10 -024 LEASE OF CITY -OWNED BMX SKATEBOARD TRACK & CONCESSIONS FACILITY Issued By: Purchasing Department 143 Hollywood Blvd. NW Fort Walton Beach, Florida 32548 850) 833 -9523 Fax ( 850) 833 -9643 Website: http: / www.fwb.org / Date of Issue: September 21, 2010  REQUEST FOR PROPOSALS # 10 -024 LEASE OF CITY -OWNED BMX SKATEBOARD TRACK & CONCESSIONS FACILITY The City of Ft. Walton Beach, Florida invites the submission of Proposals for the lease of a City - owned BMX Skateboard Track and Concessions Facility in accordance with the specifications enclosed herewith. The City anticipates a three (3) year lease term with two (2) additional three (3) year lease renewal options upon mutual agreement and satisfactory performance. All proposals will be publicly opened and the list of proposers read aloud in the Main Conference Room at City Hall, 107 Miracle Strip Pkwy. SW, at the time specified and will be made available for public inspection within ten ( 10) days after the proposal opening or when an award decision is made, whichever is earlier. Proposals MUST be received by the City by the due date and time set forth above. Questions regarding submission of Proposals may be directed to: William Worlds, Purchasing Agent fwbpurch @fwb.org or 850- 833 -9523 Schedule of Activities September 21, 2010 Issue Request for Proposal on Florida Bid System Website: www.floridabidsystem.com. Registration required. September 27, 2010 Non -mandatory Pre -proposal Meeting to be held at 10: 00 AM CST at the Purchasing Division Office, at 143 Hollywood Blvd. NW. October 5, 2010 Proposals Due at 2: 30 PM CST at City Clerks Office, 107 Miracle Strip Parkway SW October 11, 2010 Evaluation Committee Meets at 10: 00 AM CST at 107 Miracle Strip Parkway SW October 26, 2010 Recommendation of Award to City Council  TABLE OF CONTENTS Schedule of Activities ............... 1 Table of Contents ... 2 Background & Scope of Services... 3-4 Submission of Proposals...... 5 Evaluation of Proposals...... 7 General Terms and Conditions...... 9 — 13 Insurance ................................. 13 Standard Forms .. ............................... 14 - 20 Notice to Bidders .................. 21  RFP 10 -024 REQUEST FOR PROPOSAL FOR LEASE OF CITY -OWNED BMX SKATEBOARD TRACK & CONCESSIONS FACILITY For the City of Ft. Walton Beach, Florida 1. GENERAL BACKGROUND The City of Fort Walton Beach is a coastal community located in the Florida panhandle. Fort Walton Beach has a population of approximately 20,675 full time residents with tourism, technology, and government representing the majority of the employers. The City currently leases the facility to a local business, and pays a portion of the operating expenses for this facility. However under the terms of this RFP, the successful proposer will assume all operational expenses including, but not limited to, utilities and insurance. 2. LOCATION: The facility is located at 126 Jet Drive, adjacent to the Fred Hedrick Recreation Center. 3. INTENT: The City of Fort Walton Beach ( "City "),through the Parks & Recreation Department, is seeking a contractor to operate a City -owned BMX Track/ Skateboard facility. The contractor will be expected to furnish and operate an existing pro- shop /attendant' s facility to provide merchandise sales and a check -in station for users. The contractor will be responsible for all marketing /promotion, customer services, development of concession products, and all service and sales fees. The contractor will propose to the City a specific amount of rental fees or compensation to be paid on a monthly basis. Individuals interested in submitting a proposal must submit in accordance with this Request for Proposal ( RFP). 4. MINIMUM QUALIFICATIONS a. Must be licensed to do business in the City of Fort Walton Beach and the state of Florida. b. Must pass a credit and background check to the satisfaction of the City' s Risk Management Department Director. c. Must meet all submission requirements in accordance with this RFP. 5. SCOPE OF SERVICES a. Provide labor, materials, equipment, and inventory as necessary to maintain day -to- day operations of a City -owned BMX Skateboard Track and Concessions Facility in accordance with this RFP and all local, state, and federal legal mandates. b. Cover all costs associated with the operations of the BMX Facility including: Insurance coverage listing the City as an additional insured as required by the City and indicated in this RFP.  All Monthly, Quarterly, and /or Annual utility costs associated with the operation of the BMX facility including water, sewage, garbage, lighting, electricity, cable, etc. Prompt payment of monthly lease fees as proposed in lessees proposal. 10th Payments due no later than the day of each month. Payment of any additional fees /incentives as provided for in the lessee' s proposal. Costs of maintenance and repairs as indicated in this RFP Maintain facility in a safe condition with equal access to all members of the public without regard to sex, age, race, or religion. Maintain current City Business Tax Receipt and other licensures as required by law 6. PROCUREMENT PROCESS a. SUBMISSION REQUIREMENTS - All submissions must be submitted with pages numbered in a plastic binder with section dividers for each section of the RFP. Each proposal shall be submitted on 8 -1/ 2" x 11" paper bound on one side. Expensive papers and bindings are discouraged since no materials will be returned to the Proposer. FAILURE TO FOLLOW PROPOSAL SUBMISSION REQUIREMENTS MAY RESULT IN REJECTION OF PROPOSAL. b. PROPOSAL FORMAT - To ensure a uniform review process and to obtain the maximum degree of comparability, proposals should be organized in the following manner. 1. LETTER OF TRANSMITTAL - Limited to one or two pages. Briefly state the proposer' s understanding of Scope of Work being requested by the City. State the names of the persons who will be authorized to make representations for the proposer, their titles, addresses and telephone numbers. 2. GENERAL INFORMATION - State: Name of business. Mailing address and phone number. Names of persons to be contacted for information about services if different from the name of the person in charge. If business is local, national or international and indicate the business legal status ( corporation, partnership, etc.). The date the business was organized Whether the business is a parent or subsidiary in a group of firms /agencies.  If the business is licensed, permitted and/ or certified to do business in the State of Florida and attach copies of all such licenses issued to the business entity. 3. MINIMUM REQUIREMENTS - Proposers must provide documentation, which demonstrates their ability to satisfy all of the minimum qualification requirements outlined in Section 4. Proposers who do not meet the minimum qualification requirements or who fail to provide supporting documentation may not be considered for award. The submission should include: Details on the qualifications of the individuals who will perform the work/ services;