REQUEST FOR PROPOSAL (RFP) FOR BUNKER LINKS GOLF COURSE OPERATIONAL SERVICES FOR THE CITY OF GALESBURG, IL RFP Circulation Date: 08/01/14 Proposal Submission Deadline: 08/20/14 1
CITY OF GALESBURG PURCHASING 55 West Tompkins Street Galesburg, IL 61401 Phone: 309/345-3678 Instructions to Offerors 1. An advertisement requesting proposals for the above work was published in the Galesburg Register-Mail on August 1, 2014. As stated in such notice, sealed proposals will be received until 4:00 p.m. local time, August 20, 2014 at City Hall, 55 West Tompkins Street, Galesburg, Illinois. Proposals shall be addressed to the Purchasing Agent. 2. The person, firm or corporation making a proposal shall submit it in sealed envelopes on or before the hour and the date stated above. The words as specified herein shall appear on the outside of the sealed envelopes. 3. Each respondent shall insert the cost, and supply all the information, as indicated in the RFP. The cost inserted shall be net and shall be the full cost for the equipment specified, including all factors whatsoever. 4. No charge will be allowed for taxes from which the City of Galesburg is exempt: the Illinois Retailer s Occupation Tax, the Service Occupation Tax, the Service Use Tax, the Use Tax, Federal Excise and Transportation Tax. 5. Each respondent shall affirm that no official or employee of the City of Galesburg is directly or indirectly interested in this proposal for any reason of personal gain. 6. The City of Galesburg reserves the right to reject any and all proposals and to waive any informalities or technicalities in the proposal process. Any proposal submitted will be binding for sixty (60) days after the due date of the proposals. 7. The City has adopted an Equal Employment Opportunity Clause which is incorporated into all specifications, purchase orders, and contracts, whereby a vendor agrees not to discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin or ancestry. A copy of this clause may be obtained at the City Clerk s Office, City Hall, Galesburg, Illinois. 2
8. The City of Galesburg has adopted an Affirmative Action Program. All formal sealed proposals must be accompanied by a properly prepared Certificate of Compliance Form, whereby the vendor certifies the number of employees he has in each class of employment, and that affirmative action has been taken to ensure equality of opportunity in all aspects of employment. 9. The City requires that vendors be paid through ACH (automatic clearing house). The awarded vendor will be required to provide the City with applicable banking information for proper payment. An ACH form is attached to this document for vendor review. 10. These instructions are to be considered an integral part of any proposal. Dated: August 1, 2014 Kraig Boynton Purchasing Agent 3
BUNKER LINKS GOLF COURSE OPERATIONAL SERVICES REQUEST FOR PROPOSALS CITY OF GALESBURG I. INTRODUCTION The City of Galesburg invites qualified individuals and firms to submit proposals for the contract operation of Bunker Links Municipal Golf Course. The contract operator will provide all maintenance in compliance with any and all applicable laws and regulations and collect all fees from golfers. The contract operator will negotiate written contract with the City of Galesburg. This work shall be covered by the written contract between the City and the individual or firm selected to provide these services. Currently the golf course pro shop / club house is operated by a golf pro who has a contract with the city that expires at the end of 2014. City park maintenance personnel including temporary and full time personnel in the Park Division of the Public Works Department currently perform maintenance of the facility. The City will review the qualifications of all proposals and will attempt to negotiate a contract with the best-represented individual of firm; if negotiations fail with the first choice, the second choice will have the opportunity to negotiate a contract. II. COMMUNITY / GOLF COURSE PROFILE Galesburg is the county seat of Knox County and has a 2010 Census population count of 32,195. Bunker Links is located on the north side of the city adjacent to Lincoln Park near US Route 150 with easy access from I-74 via US Rte. 34 and 150. The 18-hole course provides a club house, driving range, and putting green. Currently there are 245 season pass holders at the course. Bunker Links is 6022 yards from the blue tees with the following ratings for course and slope: Men, Blue 68.4/114, White 67.2/112; Women, Red 69.7/112, White 72.1/117. III. INSTRUCTIONS FOR PROPOSAL SUBMISSION The City invites interested individuals and firms to submit information regarding their experience and qualifications to provide professional golf management services. Site inspections can be arranged by contacting Mr. Larry Cox, Director of Public Works at 309-345-3623. The information submitted; including experience and qualifications will be reviewed for the purpose of selecting an individual or firm. The City is desirous of receiving proposals for a contracted amount including monthly payments made to the city or made to the contractor and/or a percentage of golf fees. 4
The experience of the firm, qualifications, experience and ability of assigned staff, resources, ingenuity, creativity, completeness of the level of service proposed and timeliness of service proposed by the individual or firm will be the significant factors in selection of this professional service contract. The Galesburg City Manager, Director of Public Works and the Purchasing Agent will negotiate a contract and determine final recommendation to the Galesburg City Council who will approve the final selection of an individual or firm for this service. The City reserves the right to request additional information on any proposals submitted. Refusal to supply additional information may lead to rejection of any proposal submitted. The City reserves the right to accept or reject any or all proposals and to waive any technicalities or informalities in the proposals. Any proposal submitted will be binding for 90 calendar days after the date the proposals are submitted. Proposals may be withdrawn on written request prior to the time of acceptance. Negligence on the part of the offer or in preparing the proposal confers no right of withdrawal after the time fixed for the acceptance of the proposals. Each offeror shall affirm that no official or employee of the City of Galesburg is directly or indirectly interested in this proposal for any reason of personal gain. The successful offeror is prohibited from assigning, transferring, conveying, subletting, or otherwise disposing of the contract to be signed or its rights, title or interest therein or its power to execute such agreement to any other person, company or corporation without the previous consent and approval in writing by the City. Sealed proposals will be received until 4:00 P.M. local time, August 20, 2014 in the Purchasing Office located at City Hall, 55 West Tompkins Galesburg, IL. The person, firm or corporation making a proposal shall submit it in a sealed envelope to the City of Galesburg, Attn: Kraig Boynton, 55 West Tompkins Street, P.O. Box 1387, Galesburg, IL 61402 on or before the hour and day stated above. The words Proposal for Bunker Links Golf Course Services shall appear on the outside of the sealed envelope. All offertories shall supply all the information as indicated in the Request for Proposal documents. The City of Galesburg has adopted an Equal Employment Opportunity Clause which is incorporated into all specifications, purchase orders and contracts, whereby a vendor agrees not to discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin and ancestry. A copy of this clause may be obtained at the City Clerks Office, City Hall, Galesburg, IL. Questions regarding the scope of work to be accomplished, the selection process, insurance requirements, or other procedural requirements should be directed to Larry Cox, Director of Public Works, City of Galesburg, 55 West Tompkins Street, P.O. Box 1387, Galesburg, IL 61402 (309) 345-3623. 5
Before submitting a proposal, the firm shall carefully examine the specifications and shall fully inform themselves as to all existing conditions and limitations. Proposals will be opened and evaluated as soon as practical after the closing date and time set forth in the Request for Proposal. Proposals shall be delivered by the time and to the place stipulated in the Request for Proposals. It is the sole responsibility of the firm to see that its proposal is received in the proper time. Any proposals received after the closing date and time will be returned unopened. No proposals will be received by facsimile. When warranted an addendum to the request for proposals will be issued to address any changes or clarifications. If any questions or responses require revision to the Request for Proposal they will be by formal amendment only. If the Request for Proposal includes a contact person for technical information, offertory are cautioned that any oral or written representations made by this or any person that appear to change materially any portion of the solicitation shall not be relied upon unless subsequently ratified by a written amendment to the Request for Proposal. The City reserves the right to reject any and all proposals and the right in their sole discretion to accept the proposal it considers most favorable to the entities interest. The City further reserves the right to reject all proposals and seek new proposals when such procedure is deemed reasonable and in their best interest. IV. NATURE OF SERVICES: The following summary has been established for the professional operation of Bunker Links Municipal Golf Course. This should be used as a guide, with any proposed deviations suggested by the firm thoroughly explained in the proposal. The operator shall serve as custodian of the pro shop and shall have the opportunity to be the sole provider of goods and services at the pro shop. The operator will be allowed to furnish and sale concession items from the pro shop and from carts and vending machines on the course. All local and state regulations shall be observed in the handling and sale of all items. The operator shall secure the appropriate state and local licenses for the sale of alcoholic beverages at the golf course and shall secure DRAM shop insurance. 6
The operator shall enforce generally accepted golf course rules. The operator shall provide details of how the course will be maintained. The operator may provide for maintenance of all areas of turf, cart paths and parking areas; or the operator may select to propose the city maintain these areas. The pro shop / club house shall be cleaned on a daily basis or more often as may be necessary. The facilities shall be kept stocked with all required products and all other materials necessary for operation. The operator will provide golf carts and all items required for their operation. The operator will furnish and sale concession items from the pro shop / club house. All local and state regulations shall be observed in the handling and sale of all items. The operator will provide for the regular/daily collection of and disposal of all trash. All refuse shall go to a state licensed landfill. The contractor shall provide and be responsible for all printing and advertising required to promote the course. The operator will provide the electricity, water, sewer, telephone and all other utilities required for the operation of the golf course. The city owns a park maintenance facility directly south of and adjacent to the golf course. This facility will not be available to the operator. Access to this maintenance facility will be maintained and allowed to be in use at all times for city personnel and vendors. V. RESPONSIVE PROPOSALS At a minimum, responsive proposals shall include the following submissions: A. Submission shall include the following: 1. A project information sheet in the format provided in the Request for Proposal package. 2. A concept statement that describes the proposed services to be provided. This document will be utilized to determine the degree of understanding of 7
the golf course, to evaluate the services proposed, and to compare the feasibility of the services proposed in evaluating the proposals, which are received. 3. A sample that is representative of the skills and ability of the individuals or the firm and that comes closest to those required to provide the services required. 4. A time schedule indicating beginning and ending dates of any and all services provided. 5. A list of references/clients for which the individual or firm has provided substantially similar services to that proposed in this Request for Proposal. Actual references should include a name and telephone number of a contact person. 6. A schedule that shows any amount of funds to be provided to the City by the operator or provided to the operator by the City. Interested firms may also provide any additional information not otherwise requested that may aid the responsible parties in award of this professional service contract. Unnecessarily elaborate responses beyond that sufficient to present a complete and effective response to the solicitation are not desired and may be construed as an indication of the offertory s lack of cost consciousness. Unless specifically requested in the solicitation, elaborate artwork, corporate brochures, lengthy narratives, expensive paper, specialized binding, and other extraneous presentation materials are neither necessary nor desired. The firm may also suggest additional items, which should be included based upon their experience in the field. B. The submission shall be in a sealed envelope marked Proposal for Bunker Links Golf Course Services. VI. AWARD CRITERIA The following factors will be used in evaluating proposals received: A. Responsiveness to Request for Proposal specifications. B. Qualifications and experience of the staff that would be assigned and have direct daily involvement with this project. C. References. 8
D. Demonstrated capabilities and experience in comparable previous projects of this kind and the specialized experience and technical competence of the firm to perform the type of work requested. E. Understanding the local needs and project requirements. G. Scope of services to be provided. H. Timeliness of services to be provided and capacity of the firm to perform the work within the time schedule provided. I. Quality of 1) Representative Project Document, and 2) Proposal Document submitted. Regretfully, the number of quality proposals received may logistically prohibit the possibility of providing every firm with the opportunity to make a formal presentation. Therefore, firms are encouraged to take maximum advantage of representing the qualities of the firm through its proposal presentation. VII. PROFESSIONAL SERVICE REQUIREMENTS A. Coordination of Work Required Unless specifically identified as work to be provided by the staff, the firm shall furnish supervision and all labor, equipment, supplies, material (except as otherwise noted herein), and perform satisfactorily and professional services at the frequencies and during the times as specified herein. The professional services shall include all functions normally considered a part of completing this work in a satisfactory manner. B. Default The City may, by written notice to the firm, terminate the right to proceed as to the whole or any part of the contract (1) if the firm fails to perform the services within the time specified or any extension thereof, (2) so fails to make progress as to endanger performance of the contract in accordance with its terms, or (3) the firm fails to perform any other provisions of the contract. The firm shall not be subject to this provision if failure to perform the contract arises out of any cause beyond its control and without any fault or negligence by the firm or it s subcontractors. C. Debarment 9
Each bidder certifies, by submission of a bid or proposal, that he or she is not debarred or suspended from doing work with any governmental entity. D. Status of Firm The firm and its employees at all times shall be considered as independent contractors and not as employees of the City. In delivering services, the firm shall exercise all supervisory control and general control over all day-to-day operations, including control over all workers duties, payment of all wages to its employees, and the right to hire, fire and discipline all employees. As an independent contractor, payment to the firm under this contract shall not be subject to any withholding for tax, social security, or other purposes, nor shall the firm or employees of the firm be entitled to any fringe benefit programs offered by the City. E. Employees of the Firm The firm shall at all times be responsible for the conduct and discipline of its employees and/or any subcontractor or persons employed by the firm, who in the opinion of the local authorities does not perform work in a skilled manner, or acts in a disorderly or intemperate manner, or engages in sexual harassment or other forms of inappropriate behavior as defined by the local authorities. The firm shall, at the written request of the City, remove immediately from the project any subcontractor or employee acting inappropriately and shall not be utilize them again in any portion of the work without approval of the City. F. Supervision by Firm The firm will supervise and direct the work of its employees. The firm will be solely responsible for the means, methods, techniques, sequences, and procedures of the professional services performed. The firm will appoint a Supervisor who shall have been designated in writing by the firm at the time the Request for Proposal is submitted. The Supervisor shall have full authority to act on behalf of the firm and all communications given to the Supervisor shall be as binding as if given to the firm. The Supervisor shall be present to the extent necessary so as to perform adequate supervision and coordination of the work. VIII. Assignability The firm agrees that any work under the contract to be assigned to another firm, and/or subcontractor shall be done only with the prior approval of the City. 10
BUNKER LINKS OPERATIONAL SERVICES PROPOSAL FORM Name of Proposer: Address: Telephone Number: Date of Proposal: The Proposer above mentioned declares and certifies: First Second Third Fourth Fifth Sixth That the said proposer is of lawful age and that no other said proposer has any interest herein. That this proposal is made without any previous understanding, agreement or connection with any other person, firm or corporation making a proposal for the same purpose; and, is in all respects, fair and without collusion or fraud. That no officer, employee or person whose salary is payable in whole or in part from the City is directly or indirectly interested in this proposal or in the supplies, materials, equipment or services to which it relates or in any portion of the profits thereof. That said proposer has carefully examined the Instructions to Proposers and will, if successful in this, furnish and deliver at the prices stated, all the materials, supplies, apparatus, goods, wares and services for which this proposal is made. That the payments quoted herein are net and exclusive of all taxes from which the City is exempt. That the undersigned submit herewith in a sealed envelope their proposal covering the materials and services to be furnished under the contract. Firm: By: Address: Phone: Title: State and Zip: Subscribed and sworn to before me this day of, 2014 Notary Public 11