REQUEST FOR PROPOSAL CONTRACT FOR SERVICES FOR LEASE OF DAWSON SOFTBALL COMPLEX

Transcription

1 REQUEST FOR PROPOSAL CONTRACT FOR SERVICES FOR LEASE OF DAWSON SOFTBALL COMPLEX City of Janesville Recreation Division 18 North Jackson Street (Physical Address-Office) PO Box 5005 (Mailing Address-Office) Janesville, WI Phone: (608) Fax:

2 REQUEST FOR PROPOSALS CONTRACT FOR SERVICES FOR LEASE OF DAWSON SOFTBALL COMPLEX RECREATION DIVISION, NEIGHBORHOOD & COMMUNITY SERVICES DEPARTMENT, CITY OF JANESVILLE, COUNTY OF ROCK, STATE OF WISCONSIN Request for Proposals (RFP) are being solicited by the City of Janesville for the provision of services related to the operation of Dawson Softball Complex. RFP specifications and bid form are available upon request from the Recreation Division or on the City website ( Proposals must be received at the Recreation Division Office, 18 N. Jackson St., PO BOX 5005, Janesville, WI , on or before 4 P.M. (CST) on Friday, December 30 th, The City of Janesville reserves the right to reject any and all proposals, to waive all technicalities, and to accept any proposal they deem most advantageous to the City of Janesville. If your proposal is accepted, negotiations will proceed toward a contract agreement which will be executing, including insurance to be filed thirty (30) days after the contract terms have been agreed and signed by both parties and authorized by City Council. In awarding this contract, the City of Janesville will consider proposed rate of return, experience, qualifications of contractor, plan for operations, overall benefit to the entire community, and proven ability to comply with City specifications. Publish, December 2 nd,

3 REQUEST FOR PROPOSALS CONTRACT FOR SERVICES FOR LEASE OF DAWSON SOFTBALL COMPLEX I. Introduction A. Summary B. Contact Person TABLE OF CONTENT II. III. IV. Facility/Program Information A. Dawson Fields & Programs B. Concession Stand Position Statement A. Introduction B. Staffing C. Facility Maintenance/Equipment D. Use of Fields by Lessee E. City Adult Softball/Kickball Program F. Outside Group Rentals G. Concession Stand Operation H. Fees/Payment I. Term J. Other Considerations Proposal Requirements A. Proposal Content B. Proposal Submission Specifics C. Insurance V. Selection Process A. Calendar B. Evaluation Criteria Appendix A. Bid Proposal Form B. Softball Program History C. Program Revenue/Expense History 3

4 I. INTRODUCTION A. SUMMARY The City of Janesville is accepting written proposals from interested individuals, organizations, and businesses to lease and operate the Dawson Softball Complex. Proposals for the lease and operation of Dawson Softball Complex, including, but not limited to: (Field & Facility Maintenance, Adult Softball/Kickball Leagues, Use of Fields by Lessee, Rentals/Tournaments by Outside Groups/Organizations, and Concession Stand) will be reviewed as a whole. Tours of Dawson Softball Complex are available upon request. Some equipment may be available to the lessee. B. CONTACT PERSON Questions for clarification concerning the RFP should be directed to: Shelley Slapak, Recreation Director City of Janesville, Recreation Division 18 N. Jackson Street PO Box 5005 Janesville, WI slapaks@ci.janesville.wi.us Phone: (608) or Fax: (608) Written questions concerning the RFP shall be submitted no later than 4:30 P.M on Friday, December 16, Written responses will be provided to all individuals/organizations requesting a response and will be posted on the City s website no later than 4:30 P.M. Thursday, December 22, II. FACILITY/PROGRAM INFORMATION A. DAWSON FIELDS & PROGRAMS Dawson Softball Complex is located at 920 Beloit Avenue. The Softball Complex is a four-diamond facility with a multi-purpose building, 289 parking stalls, 302 foot outfield fences, AG-lime infields, overhead lighting and underground irrigation. The fields are currently being utilized for adult softball and kickball leagues, inhouse and outside organization hosted tournaments, field rentals, and several Recreation Division special events. In 2016, Dawson Softball Complex was home to 59 adult softball teams, 17 adult kickball leagues, and 4 tournaments. The Dawson Complex serves approximately 18,000 spectators and players per year for Recreation activities. Equipment and/or facilities available at Dawson Softball Complex for lease includes: field groomer, field liner/chalker, storage 4

5 shed, press box, concession stand, PA/sound system, scoreboards and associated controllers, irrigation system, and other items to be negotiated. B. CONCESSION STAND The concession stand within the complex is an eight hundred and fifty-three (853) square foot facility with two serving windows. The concession stand has a four-compartment sink, screens on one serving window, two doors, cabinets and counters. Equipment available for lease at the concession stand includes: commercial grade freezer, beverage cooler, popcorn machine, pizza warmer, pizza oven, nacho/pretzel/cheese warmer, coffee maker and hot chocolate machine. III. POSITION STATEMENT A. INTRODUCTION The City of Janesville owns the Dawson Softball Complex. The Recreation Division currently manages the facility, including leagues, field rentals, tournaments, maintenance, and concession operations. The City was approached by interested parties for a potential lease of the facility. This RFP was established to give all interested parties an opportunity to provide a proposal for the City s review. The City of Janesville is seeking proposals to potentially secure the services of a competent Dawson Softball Complex lessee who will maintain high quality, well managed operations of Dawson Softball Complex, including operation of the Adult Softball/Kickball Leagues currently operated by the City, field rental and tournament oversight, maintenance of field/facility and concession stand operations or extended field use/rental agreement. The facility and associated programs are intended to serve the softball needs of our community. A proposed agreement should not alter the current adult softball/kickball program or schedule in any major way. The purpose of this RFP is to seek out a proposal that maintains or improves upon the integrity of the facility and City operated adult softball and kickball leagues, and/or improves upon the operating subsidy related to the operation of the Dawson Softball Complex through this proposal. The areas listed and outlined below in this position statement are to be used as a general guide and are not intended to be a complete list of all work necessary to operate the facility or programs. Organizations submitting a proposal may suggest a modified scope, however, any modifications should be clearly identified in writing. B. STAFFING The Recreation Division operated Adult Softball Leagues beginning the first week in May Each evening had one (1) Supervisor, plus one (1) scorekeeper 5

6 and one (1) umpire per field. The Recreation Division also operated Adult Kickball Leagues in the Spring and Fall. The kickball leagues are un-officiated, but one (1) Supervisor is on duty. For tournaments, the Recreation Division provided a minimum of one (1) Supervisor and had additional staff based on the tournament needs. The Concession stand had one (1) staff scheduled per league night, with the exception of Monday evenings when two (2) staff were scheduled. Approximately 1-4 staff/volunteers were scheduled in the concession stand for tournaments based on the tournament size and time of day. The Recreation Division had one (1) staff for field maintenance that worked on average of 20 hours per week. A back up maintenance staff was used as needed. Parks staff was utilized based on availability and need. Describe your proposed staffing plan at the Dawson Softball Complex in regards to, but not limited to: -Adult Softball/Kickball Leagues (Umpires, Scorekeepers, Supervisor, etc.) -Tournaments -Concession Operations -Facility/Field Maintenance -Hiring Procedures for Staff -Other C. FACILITY MAINTENANCE/EQUIPMENT In 2016, The Recreation Division had one (1) seasonal staff and one (1) back up seasonal staff provide field maintenance including lawn mowing, field grooming, field lining/chalking, bathroom cleaning, and general maintenance. If there was a large project or maintenance need it was done by Parks Division staff or contracted out. Describe your proposed facility maintenance/equipment plan in regards to, but not limited to: -Staffing -Frequency/Type of Maintenance Providing -Equipment -Any facility or capital improvements you would plan for the facility. Clearly describe any cost sharing or desired city contributions towards these improvements. D. USE OF FIELDS BY LESSEE Describe how you would utilize the fields for your organization in regards to, but not limited to: -Type of Use (tournaments, practices, etc.) -Frequency of Use (times per week, starting date and ending date) -Time Frame of Use (day, evening, weekend) 6

7 E. CITY ADULT SOFTBALL/KICKBALL PROGRAM The Recreation Division currently operates Adult Softball Leagues with a 14 game season with weeks off for Holidays or bad weather if needed. In 2016, games started the first week of May. Adult Softball Leagues were played on four (4) evenings. On Sundays were Men s Leagues (18 teams) on 3 fields with game times of 6 P.M., 6:50 P.M., and 7:40 P.M. Mondays were Church Leagues (25 teams) on 4 fields with game times of 6 P.M., 7 P.M, 8 P.M, and 9 P.M. On Thursdays was the Women s League (4 teams) on one (1) field with game times of 6 P.M and 6:50 P.M On Fridays were the Co-Ed Leagues (12 teams) on two (2) fields with game times of 6 P.M., 6:50 P.M., and 7:40 P.M. A copy of last year s League rules and/or schedules is available upon request. The Recreation Division also operates Adult Kickball Leagues in the summer on Tuesday evenings (10 weeks) beginning the first or second week in June and in the fall on Thursday evenings (8 weeks) beginning the first week in September. The Recreation Division is looking to potentially change the summer kickball league to Tuesdays, but that has not been finalized. The kickball leagues play 8 to 10 games, depending on how many teams are in the league. The Dawson Softball Complex was utilized by the Boy Scouts on Wednesdays for games at no charge in order to generate revenue from the concession stand, as part of a separate agreement. Describe how you would manage the Adult Softball and Kickball Leagues in regards to, but not limited to: -League Format (Types, # of Games/Dates, Game Times, Awards, etc.) -League Management (Staffing levels and payroll, Game Night Procedures, etc.) -Program Development (Registration Method, Collection of Fees, League Rules, League Formats) -Communications (Manager s Meetings, Response to Player Questions and Complaints, etc.) -Scheduling/Standings (Creation of Schedules/Maintaining Standings) -Marketing (Type(s), Plans to Increase Adult Softball Teams and Outside Rentals) -Program Supplies (Purchasing, Securing Delivery) F. OUTSIDE GROUP RENTALS The Recreation Division currently schedules the Dawson Softball Complex for outside group rentals, including field rentals or entire complex for tournaments. The City hosted one in house tournament in 2016 and there were three (3) other tournaments (Boy Scouts July Tournament, American Legion Labor Day Tournament, and a new Fall Fast Pitch Tournament). The City would work with the groups on their individual tournament needs and requests. 7

8 Describe how you would utilize the fields for outside groups, but not limited to: -Scheduling outside groups -Availability of Fields for Outside Groups/Tournaments -Charges for Outside Groups G. CONCESSION STAND OPERATION The City of Janesville currently operates the concession stand at Dawson Softball Complex for leagues, rental use, and tournaments. The concession stand had primarily packaged food, with the exception of hot dogs and pizza. Additionally, the concession stand had beer sales during adult leagues. The lessee could apply for a permit under City ordinance to sell fermented malt beverages. The Recreation Division works with outside groups in regards to concessions and beer sales for tournaments. Current staffing of the concession stand is highlighted in (III-B) The City of Janesville owns and is willing to provide limited concession stand equipment in the lease detailed in (II-B). The lessee will be responsible for the maintenance, repair and upkeep of the equipment for the duration of the contract. Said equipment will remain the property of the City prior to, during, and following the completion of the contract. The lessee would be responsible for the purchasing of product and maintaining proper food handling procedures. The lessee would be responsible for all City and County permits and licenses for staff. Describe how you would operate the concession stands in regards to, but not limited to: -Menu/Pricing -Product Ordering/Delivery -Equipment -Sale of Fermented Malt Beverages H. FEES/PAYMENT Your proposal should address the flat payment or percentage of gross revenue you will provide to the City per year. Adult softball and kickball League fees and facility/field rentals should not be altered from the previous year, and concession product should remain reasonable providing a return to the lessee and the City. Information on Revenue/Expense/Fee History for the past two years can be found in Attachment C. Describe your proposed payment plan to the City in regards to, but not limited to: -Payment Type/Quantity (Flat, Monthly or Percentage of Gross Revenue) 8

9 -Expenses you are willing to take on -Revenues you wish to receive -Financial Reporting Procedures to City/Ability of City to Review Documents I. TERM The City of Janesville is interested in leasing the operation of the Dawson Softball Complex and/or having a field rental agreement for a term of two years with opportunities to renew the lease. This lease would not go into effect until October 1, Exact start date is negotiable. Describe your proposed term of lease in regards to, but not limited to: -Length (include desired begin/end date) J. OTHER CONSIDERATIONS The organization may submit any information and/or documents they believe relevant that does not fit within the body of the proposal. IV. PROPOSAL REQUIREMENTS A. PROPOSAL CONTENT Proposals should be made for operation of the Dawson Softball Complex from one organization/business/individual. No sub-leasing portions of operations permitted. The proposals submitted should address all areas of operation of the Dawson Softball Complex. If the organization/business/or individual does not wish to manage or operate all aspects of the Dawson Softball Complex, please address reasons and make your proposal specific to your plan. All items listed are subject to final negotiations. 1. Complete the Bid Proposal Form located in Appendix A, and provide signature. The person signing the form should be the individual authorized to represent the organization. 2. Provide an attached description of how you would operate and manage the Dawson Softball Complex and/or use of fields for a rental agreement. Describe staffing, maintenance of facility and equipment, adult softball/kickball leagues, use of fields by Lessee, rental of fields by outside groups/tournaments, operation of concession stand, marketing/promotion of facility and programs, and any other considerations. A detailed description of topics is in the Position Statement. 3. Provide a flat rate or percentage of gross revenue, which you intend to offer to the City of Janesville, subject to final negotiations. Include what expenses related to the operation of the Dawson Softball Complex you are willing to take on, and 9

10 what revenues you expect to receive. Also include what expenses you expect the City to pay. 4. Describe your organization and experience related to the operation and management of softball fields and related programs. Discuss your background as it relates to key members of your organization, relevant programs or past lease agreements by organization, etc. 5. Provide the known names, titles, and qualifications of individuals who will be responsible for the operation of the Dawson Softball Complex. 6. Provide a list of up to three references for agreements similar in scope which you have conducted. 7. Provide a term for the lease, including proposed start and end date. B. PROPOSAL SUBMISSION SPECIFICS Please submit four (4) copies of your proposal no later than 4 P.M. (CST), Friday December 30, 2016 to: Late proposals will be rejected. City of Janesville Attn: Shelley Slapak, Recreation Director 18 N. Jackson Street (Physical Address) PO Box 5005 (Mailing Address) Janesville, WI ` Envelopes or packages containing the proposal and any related materials shall be plainly marked on the outside in the following manner: RFP-Dawson Softball Complex A confirmation will be sent to you within 48 hours receipt of proposal. Please contact our office should you not receive confirmation. Please write your address on the exterior of your package. Envelopes or packages containing proposals and related materials received after the date and time stated above will be returned unopened. Please direct any questions to Recreation Director, Shelley Slapak at slapaks@ci.janesville.wi.us or (608) Signing of the lease contract will take place within 30 days of the City Council approval. 10

11 C. INSURANCE Organization shall deliver to City certificates of such insurance evidencing the required policies below together with original copies of the policies if requested. Property insurance shall include a waiver of all recovery by way of subrogation against Organization and City in relation to any damage covered by such policy. All such insurance coverage maintained by Organization (except as set forth in (4)) shall name the City as additional insured and shall be maintained with insurance companies rated at least A by Best Key Rating Guide and shall be licensed to do business in Wisconsin. 1. Commercial General Liability and Umbrella/Excess Liability Insurance providing coverage for bodily injury, property damage and personal injury arising in connection with the operation of the Dawson Softball Complex or on the Property and including coverage for contractual liability providing limits of not less than: Bodily Injury and Property Damage Liability $5,000,000 each occurrence Personal Injury and Advertising Liability $5,000,000 per person or organization General Policy Aggregate $5,000,000 Products Liability/Completed Operations Aggregate $5,000, Commercial Business Automobile Liability Insurance including coverage for all owned, non-owned, and hired vehicles providing coverage for bodily injury and property damage liability with combined single limits of not less than $1,000, Commercial Liquor Liability including coverage for damages arising out of the selling, serving or furnishing of any alcoholic beverage with a limit of $5,000,000 per occurrence/$5,000,000 aggregate limit or the minimum limits required by statute if higher. Special Note: The limits specified in 1, 2, and 3 above can be satisfied through a combination of primary, umbrella or excess liability policies if at least as broad as the primary coverage. 4. Workers Compensation Insurance in such amounts that comply with applicable statutory requirements, and Employer s Liability limits, or not less than $1,000,000 per accident, $1,000,000 disease-policy limit, and $1,000,000 disease each employee,. 5. Employment Practices Liability Insurance ( EPLI ) of not less than $5,000,000 each occurrence. 11

12 6. Pollution Liability/Environmental Impairment insurance of not less than $3,000,000 per accident/aggregate limit. V. SELECTION PROCESS A. CALENDAR The calendar for the selection process is provided as follows: 1. Request for Proposals (RFP s) advertised December 2, Request for Proposals Deadline December 30, Interviews January 4-5, Review by Parks and Recreation Advisory Committee January 10, Proposal Selection January 20, Authorization/Approval by City Council (CC) February 27, Lease Start October 1, 2017 B. EVALUATION CRITERIA The City will consider the following criteria in evaluation of the proposals and schedule interviews for presentations: 1. Quality and content of the written proposal and quality if interview. 2. Qualified and experienced organization that has operated, managed and maintained a softball complex and/or planned and administered softball leagues. 3. A demonstrated ability to work with municipalities and local groups on the delivery of softball programs and facility management/operations. 4. General understanding or an agreement with, the proposal s approach to the lease, including the organization/business/individual demonstrated ability to perform the work required in the lease. 5. Previous experience and/or familiarity with the operation and management of a softball complex, including, but not limited to: adult softball/kickball leagues, softball tournaments, field rentals/use, field and equipment maintenance, marketing, and concession operations. 6. Ability of proposal to provide for increased use and publicity/marketing of facility. 7. Ability of proposal to provide for proper maintenance /care of facility and grounds. 8. Ability of proposal to reduce the operating budget subsidy related to the operation of Dawson Softball Complex and Adult Leagues. 9. The City of Janesville will enter contract negotiations with the organization/business/individual selected. The final scope of the project may 12

13 vary from the original proposal. If the City of Janesville is unable to successfully conclude good faith negotiations with the organization/business/individual selected, the organization/business/ individual will be notified in writing. Negotiations may then proceed with the next highest rank proposal. 13

14 Appendix A DAWSON SOFTBALL COMPLEX BID PROPOSAL FORM Name of Business/Organization or Individual: Address: City: State: Zip: Name of Person Completing Proposal: Title: Phone: Fax: Proposal: We are seeking a full narrative proposal regarding the operation and management of the Dawson Softball Complex to include, but not limited to: Staffing Levels (Qualifications of Staff, # of staff positions) Maintenance of Facility Equipment Programming of Fields for Adult Softball/Kickball Leagues Use of Fields by Lessee Rental of Fields by Outside Groups (Procedure for Rental and Approvals) Operation of Concession Stand Marketing/Publicity for Facility Proposed Expenses/Revenues/Payment to City Term of Lease Other Considerations Please attach a detailed document outlining your proposal for all areas indicated above and include this form. Signature Date 14

15 Appendix B SOFTBALL PROGRAM HISTORY Break Down of Teams # of Total Adult Softball Teams # of Teams on Sunday Nights (Men s Leagues) # of Teams on Monday Nights (Church Leagues) # of Teams on Thursday Nights (Women s League) 4 6 # of Teams on Friday Nights (Co-Ed Leagues) # of Fields used on Sunday Nights (Men s Leagues) 3 3 # of Fields used on Monday Nights (Church Leagues) 4 4 # of Fields used on Thursday Nights (Women s League) 1 2 # of Fields used on Friday Nights (Co-Ed Leagues) 2 3 # of Total Adult Kickball Teams # of Teams on Tuesday Nights in Summer (Co-Ed Leagues) 8 10 # of Teams on Thursday Nights in Fall (Co-Ed Leagues) 9 10 # of Fields used on Tuesday Nights in Summer (Co-Ed Leagues) 2 2 # of Fields used on Thursday Nights in Fall (Co-Ed Leagues) 2 4 Other Information regarding Dawson Field Use: In 2016, Game times were the following for Adult Softball Leagues: (Sundays: 6 P.M., 6:50 P.M., and 7:40 P.M., Mondays: 6 P.M., 7 P.M, 8 P.M., and 9 P.M., Thursdays: 6 P.M. and 6:50 P.M., Fridays: 6 P.M., 6:50 P.M and 7:40 P.M.) In 2016, Game times were the following for Adult Kickball Leagues: (Tuesdays in Summer: 6:30 P.M and 7:15 P.M, Thursdays in Fall: 6:30 P.M, 7:15 P.M and 8 P.M) On Wednesdays in the summer, the Boy Scouts played their softball games on all four fields at Dawson for 8 weeks. In 2016, Four (4) tournaments were hosted at Dawson (Rock River Rumble Tournament put on by Recreation Division-April 30 th, Boy Scout Tournament-July 9, Labor Day Tournament hosted by American Legion-September 2-4, and a Fast Pitch Tournament-October 14-15) 15

16 Appendix C REVENUE/EXPENSE/FEE HISTORY Adult Softball/Kickball Expense Information Type 2015 Actual 2016 Estimate 2016 Adopted Budget Wages (Salaries & Hourly) $30,560 $31,000 $42,784 Benefits(Health, Retirement, $4,903 $5,000 $5,253 FICA, Life) Utilities (Phone, Electricity, Water, $9,270 $9,450 $10,457 Storm Water) Insurance $654 $606 $607 Building Expense/Contractual $3,070 $3,500 $2,900 Vehicle & Equipment $4,660 $4,000 $7,300 Maintenance/VOM Supplies & Materials (Park $10,151 $10,000 $11,600 Supplies, Miscellaneous, Balls, Awards, Cleaning/Chemicals, etc.) Total Expense $63,268 $63,556 $80,901 % Recovery Ratio for Softball 54% 50% 45% Adult Softball/Kickball Revenue Information Type 2015 Actual 2016 Estimate 2016 Adopted Budget SB & KB League Play & Rentals $34,165 $32,000 $36,500 Concessions Revenue & Expense Information* Type 2015 Actual 2016 Estimate 2016 Adopted Budget Concessions Revenue (Dawson)* $29,943 $32,000 $32,000 Concessions Expense (Dawson)* $25,114 $26,500 $25,240 *Note: All concession information is estimated for Dawson because it is not currently tracked separately from other concession stand information. Fee History Type Adult Softball Leagues $490 $490 Adult Kickball Leagues $145 $150 Facility Rental $360 $360 Field Rental (game/ groom) $40 $40 Lights $25/per field/per hour $20/per field/per hour *Other fees may apply and we did work with organizations on tournament fees 16