Okaloosa County BOCC — October 16, 2012 — Contract & RFP — reading text

RFP's should be delivered to the Okaloosa County Purchasing Department at the address listed below no later than 4:00 p.m. (local time), October 19, 2012 in order to be considered. All RFP's must be in sealed envelopes reflecting on the outside thereof the proposer's name and “RFP on Beach Concession Services due on October 19, 2012. All proposals should be addressed as follows: Okaloosa County Purchasing Dept Attn: Richard Brannon 602-C North Pearl St Crestview FL 32536 Richard L. Brannon Date Purchasing Director BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY Don R. Amunds Chairman eel Last Revised - 09/17/2012 Page 1 SCOPE OF WORK BACKGROUND - The County solicits bids for beach chair and umbrella services for the following public parks: Newman C. Brackin (The Boardwalk), John Beasley, Ross Marler, and James Lee. John Beasley Park contains a concession area comprised of two (2) small, separate rooms separated by a breeze/walk way. Ross Marker Park has a small area in the breeze way of the large bathroom building for a proposed concession area. The beach chair/umbrella service and concession stand operations are provided for the convenience of the park visitors and beach goers. No displays/signs/ are permitted in the breeze/walk way that restricts pedestrian and/or handicap access. No solicitation is permitted in any public parks. PURPOSE OF THIS RFP — Okaloosa County would like to receive proposals from qualified firms who are interested in bidding to provide this service. FORMAT - Okaloosa County is requesting proposals based on two alternate plans, and reserves the right to award a contract for the plan best meeting its needs and offering the least interference with citizens visiting our beaches. SUBMITTAM #1 — This submittal is based on the rental of beach chairs and umbrellas only at the following public parks: Newman C. Brackin (The Boardwalk), John Beasley, Ross Marler, and James Lee. Beach access ways one, two, three, four, five, six and seven off of Santa Rosa Blvd. are not included as service areas. This submittal includes the operation of the two small concessions stands located in John Beasley Park. The proposed concession area at Ross Marler Park is located in the breeze way of the large restroom building near the fenced children's playground area. Both concession areas are “AS IS”. Any upgrades/modifications to the facilities must be approved by the Parks Division. All costs of upgrades/modifications to the concession areas will be the sole responsibility of the contractor. The concession vending is restricted to John Beasley Park and Ross Marler Park concession stands only. SUBMITTAL #2 — This submittal will be based on your suggestions to include all of Submittal #1 and any other suggested rental or sale of products. Submittals must understand that if this proposal is selected by the County, it may be subject to modification. The County will not allow any commercial operation on its beaches or access ways that will interfere or impede with public access to the beaches or detract from their visit. Both submittals should be based on the following: 1. No jetski rentals will be allowed. 2. The contractor will follow and obey all local, county, state and federal requirements. 3: The contractor will obtain all necessary permits. 4, The contractor will place rental equipment in County approved areas only and as specified in the Okaloosa County Ordinance Chapter 16 Parks & Recreation, Article _Il_ County Recreation Areas, Section 16-43. — Regulation of use and conduct at the beach, county parks, water bodies, and all recreational areas in unincorporated areas of Okaloosa County (g) Obstructions on the Beach: a. It shall be unlawful for beach chairs, umbrellas, tents, and other such personal articles to be on the beach in such a manner that they interfere eT Last Revised - 09/17/2012 Page 2 with beach maintenance, nesting turtles, emergency vehicles or lifeguards view of the water. b. There shall be a minimum setback of twenty-five (25’) feet from the gulf side of the dune on all public beaches on Okaloosa Island and James Lee Park for an emergency access line. This must be coordinated through the Okaloosa County Public Works Parks Division (Amy Allen @ 850-689-5772). 5. Contractor will be required to relocate or remove any equipment deemed to be unsafe by the County. Contractor will be required to remove or relocate equipment in the event of a tropical storm or hurricane. 6. No alcoholic beverages will be allowed. 7. The contractor will insure that their area is kept in a clean manner and that all trash in their area be removed on a daily basis. 8. If overnight storage of any equipment is required, Okaloosa County will designate the location. 9. Contractor shall furnish a Performance Bond in the amount of Ten Thousand ($10,000) Dollars at the time of submission of its bid or proposal as security for the faithful performance of this contract. 10. The contractor shall pay "Okaloosa County” 50% of the annual bid on May 1 & 50% on October 1. Checks will be mailed to: Okaloosa County Finance Department Newman C., Brackin Building 302 N. Wilson St., #203 Crestview FL 32536 11. Contractor shall not rent or place on the beach any equipment which is or could be dangerous to the general public. 12. Proof of insurance certification meeting the bid requirements. 13. Contractor will comply with all pertinent sections of the County beach ordinance (copy attached). TIME PERIOD — The selected contractor will be allowed to set up beach chair and umbrella services during the same period as the Lifeguard services which is currently the 2.4 weekend in March through the 24 weekend in October from 9:00 a.m. — 6:00 p.m. daily. LOCATIONS - The selected contractor may offer beach chair and umbrella rentals at the following locations: John Beasley Park — Okaloosa Island Ross Marler Park — Okaloosa Island Newman C. Brackin Park (The Boardwalk) — Okaloosa Island James Lee Park - East Okaloosa County Last Revised — 09/17/2012 Page 3 CONTRACTOR SHALL ENSURE — 1. No employee shall be under the influence of alcohol or consume alcohol while on duty. 2. No employee shall be under the influence of a controlled substance or have a controlled substance in their possession while on duty. 3: All employees will be dressed neatly. 4, All employees will treat the public in a courteous manner and will report any confrontations immediately to the County representative. 5: Reporting to the County Parks Staff any conflict issues involving competing beach vendors or the public. eee et Last Revised - 09/17/2012 Page 4 INSURANCE REQUIREMENTS Contractor's Insurance 1. The CONTRACTOR shall not commence any work in connection with this Agreement until he has obtained all required insurance and such insurance has been approved by the Okaloosa County Risk Management Director. All insurance policies shall be with insurers licensed to do business in the State of Florida, and any insuring company is required to have a minimum rating of A, Class X in the Best Key Rating Guide published A. M. Best & Co., Inc. The County of Okaloosa shall be furnished proof of coverage by a Certificate of Insurance listing Okaloosa County as Co-insured. The County shall retain the right to reject all insurance contracts that do not meet the requirement of this agreement. The insurance definition of Insured or Additional Insured shall include subcontractor, sub-contractor and any associated or subsidiary companies of the contractor that are involved and which are part of the contract. The County of Okaloosa reserves the right during the term of this contract to request certified copies of any insurance contracts to support any Certificates of Insurance. At any time the insurance coverage is unacceptable to the County of Okaloosa, the County reserves the right to terminate this contractual agreement. The designation of contractor shall include any associated or subsidiary company which is involved and is a part of the contract and such, if any associated or subsidiary company involved in the project must be named in the workers compensation coverage. All policies shall be written so that the County of Okaloosa will be notified of cancellation or restricted amendments at least thirty (30) days prior to the effective date of such cancellation or amendment, such notice to be given directly to the County representative. All insurance contracts should list Okaloosa County as an additional insured. The contractor shall provide the County current Certificates of Insurance for alll policies. Workers' Compensation Insurance 1 The CONTRACTOR shall secure and maintain during the life of this agreement Workers’ Compensation insurance for all of his employees employed for the project or any site connected with the work, including supervision, administration or management, of this project and in case any work is sublet, with the approval of the County of Okaloosa, the CONTRACTOR shall require the Subcontractor similarly to provide Workers’ Compensation insurance for all employees employed at the site of the project, and such evidence of insurance shall be furnished the County of Okaloosa not less than ten (10) days prior to the commencement of any and all subcontractual agreements which have been approved by the Last Revised - 09/17/2012 Page 5 County of Okaloosa. 2. Such insurance shall comply with the Florida Workers' Compensation Law. 3. No class of employee, including the CONTRACTOR himself, shall be excluded from the Workers' Compensation insurance coverage. The Workers’ Compensation insurance shall also include Employer's Liability coverage. Business Automobile and Commercial General Liability Insurance i The CONTRACTOR shall maintain Business Automobile Liability insurance coverage throughout the life of this Agreement. The insurance shall include Owned, Non- owned & Hired Motor Vehicle coverage. 2. The CONTRACTOR shall carry other Commercial General Liability insurance against all other Bodily Injury, Property Damage and Personal and Advertising Injury exposures. The coverage shall include both On-and Off-Premises Operations, Contractual Liability, Board Form Property Damage, and Professional Liability. 3; All liability insurance (other than Professional Liability) shall be written on an occurrence basis and shall not be written on a claim-made basis. If the insurance is issued with an aggregate limit of liability, the aggregate limit of liability shall apply only to the locations included in this Agreement. If, as the result of any claims or other reasons, the available limits of insurance reduce to less than those stated in the Limits of Liability, the CONTRACTOR shall notify the County representative in writing. The CONTRACTOR shall purchase additional liability insurance to maintain the requirements established in this Agreement. Umbrella or Excess Liability insurance can be purchased to meet the Limits of Liability specified in this Agreement. 4, Commercial General Liability coverage shall be endorsed to include the following: 1.) Premises — Operation Liability 2.) Occurrence Bodily Injury and Property Damage Liability 3.) Independent Contractor's Liability 4) Completed Operations and Products Liability 5. CONTRACTOR shall agree to keep in continuous force Commercial General Liability coverage including Completed Operations and Products Liability for two (2) years beyond acceptance of project. 6. Contractor will be issued a Qualified Beach Vendor Certificate (QBVC) and will be subject to all specifications under Chapter 16 Parks & Recreation, Article II County Recreation Areas, Section 16-45 Permitted Vehicles on the Beach, Parks & Recreation Areas, Section (c) of the Okaloosa County Code of Ordinance: (c) Vehicles accessing public beaches shall meet the following requirements: Last Revised - 09/17/2012 Page 6 1. The vehicle must have a current State of Florida