PELICAN POINT CAMPGROUND MANAGER / OPERATOR

Transcription

1 Camrose County Avenue, Camrose, Alberta, T4V 3S8 Telephone (780) Public Works (780) Fax (780) Website: PELICAN POINT CAMPGROUND MANAGER / OPERATOR Camrose County is seeking a Contract Operator for the operation and maintenance of the Pelican Point Campground, located at Buffalo Lake, 10 km east of the Town of Bashaw and 6 km south of Highway year Contract commencing May 1, Campground Manager/Operator is the primary contract but proposals for the inclusion of a concession operator as part and parcel of the proposal will also be considered. Proposal Packages can be obtained from the Camrose County Office or from the Camrose County website: The main contact for the initiative will be Al Radke. Any questions regarding details of the specifications, submission and review process can be directed to him. The deadline for submission of proposals is Monday, February 6, 2012 at 3:30 p.m.. Proposals must be received by Camrose County by the specified time. Any submission received after this deadline will not be considered. Proposals outlining experience, qualifications, references and expected fee shall be submitted in a sealed envelope with a return address clearly displayed thereon marked Pelican Point Campground Manager RFP and addressed to: Al Radke, BSBA, CLGM Assistant County Administrator Camrose County Avenue Camrose, AB T4V 3S8 Phone: (780) Fax: (780) aradke@county.camrose.ab.ca Attention: Pelican Point Manager / Operator Camrose County reserves the right to accept or reject any proposal and the lowest proposal will not necessarily be accepted.

2 File: CAMROSE COUNTY PELICAN POINT CAMPGROUND PROPOSAL DOCUMENT TO: CAMROSE COUNTY Avenue Camrose, Alberta, T4V 3S8 Phone: (780) Fax: (780) We, the undersigned having examined and read the Proposal Documents, the specifications and the schedules for the above noted project, DO HEREBY TENDER AND AGREE to carry out all the work of every description in complete accordance with the Proposal Documents, the specifications and the schedules thereto for the following: Camrose County requires maintenance services from the Contractor in connection with the park operation and caretaking of the area known as Pelican Point, located on the north shore of Buffalo Lake, and within Camrose County. The term of the agreement shall be for a three year period from May 1, 2012 to September 15, Services shall be provided for the duration of the operating season on or about May 1 to Sept 15. The length of the Term may be extended by mutual consent. Please enter your prices below, using figures and words in the spaces provided 2012 Total Tender $ (words) 2013 Total Tender $ (words) 2014 Total Tender $ (words) It is understood and agreed that with respect to the submission of this bid, the price shall include all costs and charges and the price requested shall be submitted or the proposal will be rejected. Should this proposal be accepted, we the undersigned, hereby agree to: Execute a Contract with Camrose County within fifteen (15) days after the Contract has been offered. Provide the security for the contract and the evidence of insurance and Worker s Compensation Insurance required in the Contract within fifteen (15) days of the date of the issuance of the awarded tender. Complete the work as described within the Contract portion of this proposal form.

3 I hereby certify that the information provided herein is true and correct to the best of my knowledge and hereby give Camrose County permission to verify the information as may be required Executed this day of Name (please print) Address City or Town Province Postal Code Telephone: Business ( ) Home: Cell Phone: ( ) ( ) Signature Please print name Witness Signature Please print name Witness Part 2 - References

4 Previous Campground Experience 1a) Campground: Address: Contact person: Phone Number: b) Campground: Address: Contact person: Phone Number: c) Campground: Address: Contact person: Phone Number: 2. Please describe your past experience in this type of service work.

5 File: CONTRACT BETWEEN: (Hereinafter referred to as the Contractor ) AND CAMROSE COUNTY Avenue Camrose, Alberta, T4V 3S8 (Hereinafter referred to as the County ) WHEREAS Camrose County requires maintenance services from the Contractor in connection with the park operation and caretaking of the area known as Pelican Point, located on the north shore of Buffalo Lake, and within Camrose County, AND: WITNESS that in consideration of the mutual covenants and conditions herein contained and subject to the terms and conditions hereinafter set out, the parties mutually agree as follows: ARTICLE 1 TERMS OF THE CONTRACT 1. The term of the agreement shall be for a three year period from May 1, 2012 to September 15, Services shall be provided for the duration of the operating season on or about May 1 to Sept 15. The length of the Term may be extended by mutual consent. 2. The Contractor will be available for one (1) day prior to the start of the three year period for training/orientation on the reservation website (Reserve.AlbertaParks.ca). Date to be determined by mutual consent. 3. The Contractor will assign camping sites and charge out camping fees by observing and adhering to the procedures outlined in Schedule A. 4. At the discretion of County Council, seasonal camping fees may be reviewed and/or amended annually. The camping fees established for the season will be forwarded to the Contractor prior to the spring opening of Pelican Point Park Campground. 5. The Contractor will perform services and collect camping fees specified in accordance with specifications in Schedule B, at the location detailed in Schedule D, in exchange for consideration in the agreed amount, and shall provide all personnel necessary for the execution of the work. 6. The services of the Contractor shall be performed to the specifications and satisfaction of the Assistant County Administrator or designate.

6 ARTICLE 2 LIABILITIES AND REPRESENTATIONS BY THE CONTRACTOR 7. The Contractor will perform all duties in accordance with regulations and guidelines as set out by Camrose County. 8. The Contractor shall indemnify and hold harmless Camrose County, its agents and employees from any and all claims, demands, actions and costs whatsoever caused by or rising out of, directly or indirectly, the Contractors performance of this agreement or by reason of any matter or thing done, permitted, or omitted to be done by the Contractor, its subcontractors or its agents or employees, whether occasioned by the negligence or otherwise. These indemnifications shall survive the termination of the Agreement. 9. Camrose County shall not be liable or responsible for bodily or personal injury or property damage of any nature whatsoever that may be suffered or sustained by the Contractor, employees or agents in the performance of this agreement. 10. The Contractor shall provide to the County proof of liability insurance with a minimum of $1,000, (One Million Dollars) coverage and proof that the Contractor has an account with Workers Compensation Insurance in the amount required by the Workers Compensation Branch. ARTICLE 3 DUTIES AND RESPONSIBLITIES OF THE CONTRACTOR 11. The Contractor will provide maintenance services and collect camping fees not pre booked through Reserve.AlbertaParks.ca website at Pelican Point Campground and the necessary staff and equipment to perform the duties set out in Schedule B at the location set out in Schedule D in a satisfactory manner. 12. The Contractor under no circumstances shall use any pesticide and/or fertilizer without prior written approval from the manager of Agricultural and Environmental Services or his designate. 13. The manager is required to live at or adjacent to the park and provide his or her own lodging place. There is no charge for utilities used by the manager (i.e. electric power, water and sewer) if the manager lives at the park. EXTRA WORK 14. No variations for the work that may involve, or will result in an addition to the amount of the contract shall be proceeded with until proper authorization is received, in writing, from the Assistant County Administrator or designate. EQUIPMENT AND SUPPLIES 15. The Contractor shall supply all equipment and supplies, unless otherwise specified in Schedule B required to operate efficiently and safely in terms of the contract. 16. The County will provide a tractor and harrow for beach cleanup. 17. The County is to provide fuel for the County tractor and truck which are located on site. 18. The Contractor shall ensure regular scheduled maintenance is carried out on the County truck and tractor through the Assistant County Administrator or his designate. 19. Anyone driving the County owned vehicles must have a satisfactory driving record. A signed authorization allowing the County to obtain a summary of the driving record from the Motor Vehicles Division is required.

7 20. If private phone service is required by the manager, this will be the responsibility of the manager to provide at his own expense. INSPECTION 21. The Contractor shall co-operate with any inspection carried out by the Assistant County Administrator or designate or any agency approved by the Assistant County Administrator or designate to inspect the Contractor s work. SUPERVISION 22. The Contractor shall ensure that the work is carried out to the terms of this Agreement and that any problems relating to and affecting the work of the Agreement be reported to the Assistant County Administrator or his designate immediately. CONTRACTOR S RESPONSIBILITY FOR THEIR EMPLOYEES 23. The Contractor shall be responsible for all employees belongings while on the sites. The employees shall not interfere or tamper with any of the park property in any way. CONDUCT 24. The Contractor and their staff will conduct themselves in an orderly and professional manner while on the premises. This includes: Good host: positive attitude, considerate, cheerful, and patient. Lend assistance with a smile when needed Answer questions cheerfully, courteously, and tactfully Relate positively with visitors i.e. children, teenagers, seniors, etc. Authority figure: reasonable judgment, firm but calm manner. Effectively deal with difficult visitors Take charge in an emergency Supervise a variety of staff Communication: listening skill, informed, effective speaker. Listen carefully and try to understand the other person Reply in a clear and concise manner Sobriety: first impressions are lasting, make the right one. Alcohol is offensive to some and you never know who your next customer is going to be Alcohol on the breath or suspected impairment will leave question of your professionalism and integrity with customers This also reflects back on Camrose County Be dedicated to the highest ideals in all public relationships in order that one may merit the respect and confidence of customers Respect yourself, respect others, respect your employer and take responsibility of your actions 25. Any complaints received by the Contractor are to be immediately directed to the Assistant County Administrator or his designate. CLOTHING 26. All employees shall be dressed according to the Workers Compensation Act and the Occupational Health and Safety Act and clothing must be neat and in good repair at all times.

8 27. The Contractor and their employees must at all times comply with: a) Any Act of the Legislature of the Province of Alberta and of the Parliament of Canada now in force or enacted hereafter, and b) Any By-law or resolution of Camrose County that expressly or by implication applies to the Contractor in respect to this Agreement MINIATURE GOLF COURSE 28. The Contractor will be responsible for operating and maintaining the miniature golf course. All revenue from the miniature golf course will be retained by the manager, with the manager assuming responsibility for basic maintenance and operation costs associated with the miniature golf course. ARTICLE 4 SCHEDULE OF PAYMENTS 29. In consideration for satisfactory performance of the duties detailed in the Agreement, the Assistant County Administrator will cause the Contractor to be paid during the term of this Agreement fees for services calculated on a monthly basis. The fees to be paid to the Contractor for these services will be in accordance with and as prescribed by the fee schedule, attached hereto as Schedule C and forming part of this Agreement. 30. The fees referred to in Schedule C shall be paid to the Contractor monthly in an equal amount to the value of the services performed during the month, but will be paid only upon the Assistant County Administrator or his designate having received from the Contractor s statements, invoices, camping fees, accounts, and receipts or any combination thereof satisfactory to the Assistant County Administrator or his designate relating to the services performed. 31. All remuneration and allowances payable by Camrose County to the Contractor shall be payable on the basis of a calendar month and shall be due and payable by the last business day of the month. 32. The Contractor is responsible for hiring, supervision, and payment of other park staff, as required, and arranges the staffing schedules to accommodate periods of heavy park use. ARTICLE 5 TERMINATION AND STATUS OF AGREEMENT 33. The Agreement may be terminated in part or in full by the Contractor or Camrose County upon providing thirty (30) days written notice being given to the other. 34. Camrose County reserves the right to terminate this Agreement without notice, but in writing, on substantial default of the Contractor to provide the services or level of service detailed in this Agreement. In the event of such cancellations, the Contractor shall be entitled only to payment in respect to work done under this contract up to the termination date. 35. If this Agreement is terminated before the contract expires, an evaluation shall be calculated by the Assistant County Administrator or his designate on the amount of monies that have been paid to the Contractor, and the net amount of funds outstanding to the Contractor or the County, as per attached Schedule C. 36. The Agreement herein contains the entire understanding between the parties and the Contractor acknowledges that no conditions, warranties, or representations have been made by or agreed to by the Assistant County Administrator or his officers.

9 37. The terms and conditions of the Agreement may be amended or added by the exchange of letters signifying mutual agreement between the parties to amend or add such terms or conditions and all other terms and conditions of this Agreement will remain unchanged. SIGNED AND SEALED THIS DAY OF, CONTRACTOR CAMROSE COUNTY (Signature) (Reeve) (Name) (County Administrator) (Witness)

10 SCHEDULE A CAMROSE COUNTY RESERVATION POLICY (Adopted: October 25, 2011) (Resolution #356/11) POLICY STATEMENT Camrose County deems it advantageous to establish procedures and protocol for potential customers and/or County staff, Park Manager or agents to observe and abide by when making seasonal reservations at Pelican Point Park. PURPOSE It is intended that procedures and protocol will assist in providing a transparent and equal opportunity for all potential campers and customers alike to book seasonal reservations. RESERVATION RULES Reservations can be made up to 90 days in advance of your arrival date. Changes cannot be made to a reservation until the departure date falls within 90 days of today's date. The maximum stay is sixteen (16) consecutive nights. A maximum of 4 campsites can be reserved in one transaction. There is a $12.00 non-refundable reservation fee per reserved campsite. All camping fees must be pre-paid by credit card - Visa, MasterCard or American Express. No more than six people may occupy a campsite, unless they are all members of a single family unit. You may book only one camping accommodation unit per campsite at reservation. The campground operator may allow a second unit at check-in. An additional full camping fee is charged for second units. Camping permit holders are responsible for the actions of all camping party members and any visitors to their campsite. Guaranteed check-in time is 4 PM; checkout time is 2 PM. Only the person whose name is on the reservation (or designate) has access to change or cancel a reservation. Refunds are not given for changes in weather. Refunds are not given for an eviction. CHANGING A RESERVATION There is a $12.00 non-refundable reservation fee per reserved campsite.

11 Guaranteed check-in time is 4 PM; checkout time is 2 PM. Only the person whose name is on the reservation (or designate) has access to change a reservation. Refunds are not given for changes in weather. Refunds are not given for an eviction. There is a $5.00 non-refundable change fee per change. There is no charge for a name or address change. Changes cannot be made to a reservation until the departure date falls within 90 days of the transaction date. Any additional charge(s) for changes to a reservation are payable when the change is made. If a change is made more than 24 hours before 2 PM of the scheduled arrival date, there is no penalty. If a change to arrive at a later date is made less than 24 hours before 2 PM of the scheduled arrival date, one night's camping fee will be forfeited. Any remaining camping fees will be refunded to the credit card used for the original transaction. Changes are only permitted at Pelican Point Park Campground. If you receive notice of a declined refund after making a change to a reservation, please contact the Refund Administrator at as your credit card may have expired. CANCELLING A RESERVATION There is a $12.00 non-refundable reservation fee per reserved campsite. Only the person whose name is on the reservation (or designate) has access to cancel a reservation. Refunds are not given for changes in weather. Refunds are not given for an eviction. There is a $5.00 non-refundable change fee per change. Changes cannot be made to a reservation until the departure date falls within 90 days of the transaction date. Any additional charge(s) for changes to a reservation are payable when the change is made. Changes are only permitted at Pelican Point Park Campground. The $12.00 reservation fee is non-refundable. If a cancellation is made more than 24 hours before 2 PM of the scheduled arrival date, the camping fees will be refunded to the credit card used for the original transaction. If a cancellation is made less than 24 hours before 2 PM of the scheduled arrival date, one night's camping fee will be forfeited. Any remaining camping fees will be refunded to the credit card used for the original transaction.

12 If you receive notice of a declined refund after cancelling a reservation, please contact the Refund Administrator at as your credit card may have expired. LATE ARRIVALS / NO SHOWS There is a $12.00 non-refundable reservation fee per reserved campsite. Guaranteed check-in time is 4 PM; checkout time is 2 PM. Refunds are not given for changes in weather. Refunds are not given for an eviction. There is a $5.00 non-refundable change fee per change. The $12.00 reservation fee is non-refundable. Please notify the Contact Centre at if you plan to arrive after 2 PM of the day after your scheduled arrival date to ensure that your reservation is held. If the Contact Centre has not been notified of a late arrival and the campsite is not occupied by 2 PM of the day after your scheduled arrival date, your reservation is considered a 'no-show' and will be cancelled. The campsite is released for resale. The first and second nights' camping fees will be forfeited. Any remaining camping fees will be refunded to the credit card used for the original transaction. The $12.00 reservation fee is nonrefundable. If you receive notice of a declined refund, please contact the Refund Administrator at as your credit card may have expired.

13 GENERAL SCHEDULE B Camrose County Pelican Point Campground Issue camping permits and collect fees for trailers not already booked through Reserve.AlbertaParks.ca website. Direct campers to assigned camping stall. Bring monies, credit card vouchers collected for camping and showers to the Camrose County office in Camrose once a week. To supply firewood for campers and retain the fees collected. Control, distribution, and sale of fire wood is at the discretion of the contractor. Maintain the park grounds in a tidy and garbage free state. Advise the County or their appointed representative (normally the Assistant County Administrator at ) of any problems which should arise at the site. Check for and remove fallen trees from roadways or parking lots. Carry out duties in liaison with the County Peace Officer and/or R.C.M.P. as prescribed under By-law No Beach Cleanup To work the Main Beach as per Schedule D, as per Alberta Environment Approval Number To work the West Beach as per Schedule D, as per the following o The daily buildup of weeds will need to be addressed more frequently than once a week to prevent noxious buildup that will detract from the enjoyment of residents and day users to the Park. To address this concern the west beach shoreline will be cleaned with the main beach as per the attached Approval Number o Harrowing of the sand area on the west beach would be done two (2) times per week, after 8:30 a.m. To work the East Beach as per Schedule D - a minimum of 2 times per season. Buildings All washrooms and the showers are to be cleaned, a minimum of once per day. The County will provide the washroom supplies and cleaning supplies. Contractor to contact County office for Supplies and Purchase Order. All orders to be done by County office. o Check for and remove all insects and cobwebs both inside and out o Scrub and disinfect floors and walls o Clean and disinfect toilet seats o Replenish toilet tissue and deodorant blocks as necessary o Remove graffiti from walls by washing or painting o Apply odour control agent to pits weekly o Report any damages to the Assistant County Administrator or his designate o Materials for major repairs will be supplied by Camrose County Conduct regularly required maintenance of all buildings and facilities at the site during the course of the season. The contractor will be responsible for storage, repair and conducting an inventory of all recreational facilities and equipment after the long weekend in September. Liaison with Assistant County Administrator or designate with any construction projects.

14 SCHEDULE C Camrose County - Pelican Point Campground Payment Schedule Camrose County shall pay to the Contractor for the services rendered by the Contractor on a monthly basis as follows: Space to be filled once Contractor is selected

15 SCHEDULE D Camrose County - Pelican Point Campground Air Photo Location Map

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