REQUEST FOR PROPOSALS PRO SHOP CONCESSION. December 19, 2017 BOARD OF COMMISSIONERS OF THE GREAT NECK PARK DISTRICT

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1 REQUEST FOR PROPOSALS PRO SHOP CONCESSION December 19, 2017 BOARD OF COMMISSIONERS OF THE GREAT NECK PARK DISTRICT Daniel M. Nachmanoff Robert A. Lincoln, Jr. Frank S. Cilluffo

2 GREAT NECK PARK DISTRICT NOTICE OF REQUEST FOR PROPOSALS The Board of Commissioners of the Great Neck Park District will accept Proposals until 10:30 a.m. on January 4, 2018, at the Park Office at Five Beach Road, Great Neck, New York 11023, at which time Proposals received will be opened for services as follows: Pro Shop Concession Request for Proposal packages and further information may be obtained at the Park District Office at Five Beach Road, Great Neck, New York The Great Neck Park District reserves the right to reject any and all Proposals. Date: December 19, 2017 Great Neck, New York BOARD OF COMMISSIONERS OF THE GREAT NECK PARK DISTRICT Daniel M. Nachmanoff Robert A. Lincoln, Jr. Frank S. Cilluffo 1

3 December 19, 2017 To Whom It May Concern: The Board of Commissioners of the Great Neck Park District hereby invites Proposals for the operation of its Pro Shop Concession described in the enclosed Request for Proposal. The deadline for the return of all Proposals is January 4, Your completed Proposal should be mailed or ed to: Anthony DiDomenico Assistant Superintendent Great Neck Park District 5 Beach Road Great Neck, NY adidomenico@greatneckparks.org All Proposals received will be carefully evaluated and the Contract will be awarded to the Concessionaire who serves the best interests of the Great Neck Park District. The Park District reserves the right to reject any and all Proposals. For further information, please call me at Sincerely, Anthony DiDomenico Assistant Superintendent Enclosure 2

4 Specifications for the Operation of Pro Shop Concession for the Board of Commissioners of the Great Neck Park District 1. Concessionaire will be responsible for the total operation of a year round, full service Pro Shop serving the needs of the Park District s ice skaters, hockey players, tennis players and users of the outdoor family aquatic center at fair prices and in a clean and professional customer-friendly environment. 2. It is the Park District s desire for the Concessionaire to provide a full line of skates, skating and hockey equipment and apparel, accessories, professional skate sharpening, etc., during its skate season. 3. It is the Park District s desire for the Concessionaire to also offer tennis gear, apparel, accessories and racket restringing services on a year-round basis. 4. It is the Park District s desire for the Concessionaire to also offer swimming and pool apparel, sundries and accessories during the pool season. 5. The Concessionaire shall have the right to bid on all custom uniforms and equipment to be purchased for Park District teams and programs; however, the Park District must adhere to the procurement policy as set forth by the Board of Commissioners and obtain competitive pricing. 6. The Concessionaire will have the right to use the current Bruins hockey team logo on merchandise (i.e. jerseys, pucks, t-shirts, hats, warm-ups). 7. The Concessionaire shall have the right to bid on being the authorized vendor for various competitions and/or events held at the ice rink by the District; however, the Park District must adhere to the procurement policy as set forth by the Board of Commissioners and obtain competitive pricing. 8. The Park District shall continue to control, operate and maintain all ice skate rentals. The Pro Shop shall not be permitted to rent figure, hockey or recreational skates. 9. The Concessionaire must provide a skate sharpening machine and have trained staff to provide quality skate sharpening. Pro Shop staff using the skate sharpener must do so in a safe manner. The Park District shall be responsible for sharpening all of it rental skates on its own machine. 10. The Concessionaire is permitted to provide one (1) vending machine to sell various accessories such as skate laces, hooks, hockey tape, gloves, etc. This machine can be used to sell pool sundries (sun screen, goggles, bathing caps, etc.) during the pool season. It 3

5 shall be the Concessionaire s responsibility to stock, maintain and handle all refunds as necessary. The location of this vending machine must be approved by the Park District. 11. Location of Pro Shop: Andrew Stergiopoulos Ice Rink located at the Parkwood Sports Complex, 65 Arrandale Avenue, Great Neck, NY Seasons: Subject to change. Rink Season Approximately September 15, 2017, to June 15, 2018 Pool Season Memorial Day Weekend to Labor Day, 2018 Tennis Center Year Round 13. Days and Operating Schedule of the Park District Facilities: Andrew Stergiopoulos Ice Rink: Open 7 days a week, typically from 6 a.m. to approximately 12 midnight. Attached is a copy of the typical overall rink schedule for the 2017/18 skate season. Please note that the schedule does change on holidays and school vacations/breaks. The rink is normally closed Christmas Day and closes at 5:30 p.m. on both Christmas Eve and New Year s Eve. Parkwood Family Aquatic Center: 7 days a week once pool is open on a full-time basis from 9:30 a.m. to 9 p.m. Parkwood Indoor Tennis Learning Center: Open 7 days a week, typically from 7 a.m. to approximately 11 p.m. 14. The Park District desires that the Pro Shop be open for public sessions, free style sessions, in-house hockey, travel hockey, high school hockey, adult hockey and college games and practices. 15. Pro Shop Hours: A schedule of the proposed operating hours of the Pro Shop must be submitted to and approved by the Park District. The Pro Shop may open during days and hours that the Rink, Pool or Tennis Center are not open, but must give the Park District prior notice. 4

6 16. Equipment Supplied by Park District: The Park District shall provide the Concessionaire with a clean area, with heat and air conditioning. The approximate size of the Pro Shop is 850 square feet. While there are smoke detectors and a fire alarm in the Pro Shop no burglar alarm will be provided by the Park District. 17. Gas and electrical utilities will be paid for by the Park District. 18. The Park District will not provide internet, cable or satellite service. 19. The Concessionaire must supply and pay for its own telephone and service. 20. Equipment the Concessionaire Must Supply: The Concessionaire must supply all necessary equipment needed to run a successful Pro Shop (i.e. counters, racks, shelving, displays, etc.). As listed in Item 9, the Concessionaire must supply a skate sharpening machine. 21. Modifications/Alterations or Improvements to the Pro Shop: Any and all modifications/alterations or improvements to the Pro Shop must first be approved by the Park District. All electrical work must be performed by a licensed electrician. The Concessionaire shall be responsible for paying for any and all alterations. All alterations and improvements shall become the property of the Park District. 22. Insurance Requirements: a) Concessionaire shall take out and maintain during the life of this Contract, and shall not commence work under this Contract until it has obtained and had approved by the Park District, the insurance required under this Contract as enumerated herein: i. Workers Compensation and Employer s Liability Insurance, which shall include statutory workers compensation (including occupational disease) and employers liability coverage with limits in accordance with law; ii. Commercial General Liability Insurance, on an occurrence basis with a combined limit for bodily injury, personal injury and property damage of at least $2,000,000 per occurrence and in the aggregate, provided that such limits may be provided through a combination of primary and umbrella/excess liability policies; 5

7 iii. Automobile Liability and Property Damage Insurance, covering owned, nonowned and hired automobiles used in the performance of the Contract, with a combined single limit for bodily injury for property damage of at least $1,000,000 on an occurrence basis, provided that such limit may be provided through a combination of primary and umbrella/excess policies. b) All of said insurance policies shall be with companies licensed to do business in the State of New York and which shall have an A.M. Best rating of not less than A-VII. c) Workers Compensation Insurance. Such insurance shall cover all of the Concessionaire s employees performing work under this Concessionaire, and in the event any of the work is subcontracted, Contractor shall require the subcontractor to provide such insurance for all of its employees performing work under this Contract, unless such employees are covered by the insurance provided by Concessionaire. d) Commercial General Liability Insurance. Such insurance shall protect the Concessionaire and any subcontractor performing work covered by this Contract and shall include contractual hold harmless insurance to the extent customarily available, and shall name the Board of Commissioners of the Great Neck Park District, 5 Beach Road, Great Neck, New York as an additional insured, by specific endorsement to such policy, on a form at least as broad as ISO Form CO2010 (1985). e) Automobile Liability and Property Damage Insurance. Such insurance shall cover all automobiles used in connection with the work to be performed under this Contract and shall name the Great Neck Park District and the Board of Commissioners of the Great Neck Park District as additional insureds, by specific endorsement to such policy, on a form at least as broad as ISO Form CO2010 (1985). f) The Commercial General Liability insurance policy and the Automobile Liability and Property Damage policies, and any umbrella/excess coverage policies supplementing same, shall not, in the additional insured endorsements thereto, include any exclusions that limit the scope of coverage beyond that provided to the named insured. Both such policies shall, by specific endorsements thereto, provide for the coverage afforded to the additional insureds thereunder to be primary to, and not concurrent with, any other valid and collectible insurance available to the additional insureds. g) The Concessionaire shall furnish to the Park District Certificates of Insurance for all of said required insurance. The Certificates of Insurance shall provide that none of said insurance shall be canceled or materially altered except upon 30 days written notice to the Park District. In addition, the Concessionaire shall deliver to the Park District copies of all declarations and endorsement pages to evidence acknowledgment by the insurer s home office that such insurance requirements hereunder are in effect and binding upon such insurer. 6

8 23. The Concessionaire shall be required to supply enough properly trained staff to ensure good service in a timely fashion, without Park District residents or their guests having to wait in long lines. Each employee shall wear a uniform which clearly indicates he/she is an employee of the Pro Shop. 24. The Concessionaire shall maintain the Pro Shop and in a clean and safe condition at all times. 25. It shall be the Concessionaire s responsibility to remove all waste and rubbish, to compact it and dispose of it in the dumpster supplied by the Park District. 26. The Pro Shop Concessionaire shall be required to supply up to $1,000 in promotions per year. The actual amount of promotion the Concessionaire proposes to supply, if above and beyond $1,000 per year, shall be listed on the Proposal sheets. 27. All advertising the Concessionaire might wish to do must be approved by the District. 28. The Concessionaire is solely and exclusively responsible for obtaining all licenses or permits as may be required and obeying all Federal, State, County and local laws. The Concessionaire shall be solely responsible for any fines, penalties or other sanctions imposed upon the operation of the Pro Shop. 29. The Concessionaire may not sell any drinks or food products (i.e. power drinks, energy bars, etc.) without the approval of the Park District. No gum of any type is permitted to be sold. 30. A copy of a list of proposed merchandise listing prices, including skate sharpening fees, must be submitted to the Board of Commissioners its review and approval. 31. All signage must be approved by the Park District. 32. The Concessionaire must demonstrate successful experience in the operation of similar Pro Shop or similar businesses. 33. Business and/or bank references may be required upon request of the Park District. 34. The Park District reserves the right to terminate this Contract upon two (2) weeks written notice. 35. The Park District reserves the right to review the Concessionaire s books upon request. 36. Term of the Contract shall be two (2) years, with the option for a third year provided both the Park District and the Concessionaire are agreeable to an extension. 7

9 37. For the right to operate the Pro Shop, the Concessionaire shall pay the Park District the flat monthly rent as proposed in the Concessionaire s written Proposal. The minimum monthly rent the Park District will accept is listed below. The minimum monthly rental fees are: $600 per month for September, October, November, December, January, February and March, April, May, June. $400 per month for July and August. Concessionaire shall make twelve (12) monthly rent payments on a predetermined schedule approved by the Park District. 38. The Concessionaire, at its own cost and expense, shall supply and maintain at least one (1) automatic cash register, and one (1) credit/debit card machine. 39. All customers must be offered a receipt. 40. The Concessionaire is responsible for paying all Pro Shop Federal, State, County and local taxes. 41. Any assignment must first be approved by the Park District. 42. Large deliveries must be coordinated with the Park District. 43. Any maintenance and repairs needed as a result of improper use or abuse by the Concessionaire and/or its employees are the responsibility of the Concessionaire. The Great Neck Park District reserves the right to reject any and all Proposals. 8

10 PROPOSAL To: Board of Commissioners Great Neck Park District Made by: Address: Telephone: Fax: Gentlemen: Pursuant to and in compliance with your Notice of Request for Proposals and Specifications for Request for Proposal dated December 19, 2017, the undersigned states that the undersigned has examined the Notice to Bidders and Specifications for Request for Proposal dated December 19, 2017, and that the undersigned hereby agrees to provide to the Board of Commissioners of the Great Neck Park District a Pro Shop Concession as herein set forth and at the prices herein set forth Year 1 Monthly Rent being proposed for September, October, November, December, January, February, March, April, May and June (Minimum Rent $600 per month): $ Monthly Rent being proposed for July and August (Minimum Rent $400 per month): $ Proposed amount of promotions $

11 Year 2 Monthly Rent being proposed for September, October, November, December, January, February, March, April, May, & June (Minimum Rent $650 per month): $ Monthly Rent being proposed for July and August (Minimum Rent $450 per month): $ Proposed amount of promotions $ Year 3 Monthly Rent being proposed for September, October, November, December, January, February, March, April, May, and June (Minimum Rent $700 per month): $ Monthly Rent being proposed for July and August (Minimum Rent $500 per month): $ Proposed amount of promotions $

12 Company: By: Signature Print Name and Title Address: Telephone: Fax: Date:, 2017 INTERESTED PERSONS The following corporations and individuals, in addition to the proposer, have an interest in this Proposal: NAME: ADDRESS: TYPE OF INTEREST: NAME: ADDRESS: TYPE OF INTEREST: NAME: ADDRESS: TYPE OF INTEREST: NAME: ADDRESS: TYPE OF INTEREST: NAME: ADDRESS: TYPE OF INTEREST: NAME: ADDRESS: TYPE OF INTEREST: 11

13 NON-COLLUSIVE BIDDING CERTIFICATION By submission of this Proposal, each proposer and each person signing on behalf of any proposer certifies, and in the case of a joint Proposal, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of knowledge and belief: 1. The prices in this Proposal have been arrived at independently without collusion, consultation, communication or agreement for the purpose of restricting competition as to any matter relating to such prices with any other proposer or with any competitor; 2. Unless otherwise required by law, the prices quoted in this Proposal have not been knowingly disclosed by the proposer and will not be knowingly disclosed by the proposer prior to opening, directly or indirectly, to any other proposer or to any competitor; and 3. No attempt has been made or will be made by the proposer to induce any other person, partnership or corporation to submit or not to submit a Proposal for the purpose of restricting competition. Be it resolved that Name of Corporation be authorized to sign and submit the Proposal of this corporation for the following project: Pro Shop Concession and to include in such Proposal the certificate as to non-collusion required by Section 103-d of the General Municipal Law as the act and deed of such corporation, and for any inaccuracies or misstatements in such certificate, this corporate proposer shall be liable under the penalties of perjury. 12

14 The foregoing is a true and correct copy of the resolution adopted by at a meeting of its Board of Directors held on the day of, (Corporate Seal) Secretary: RESPECTFULLY SUBMITTED: Firm Name: Address: Signed by: Title: 13