HEE HEE ILLAHEE RV RESORT 4751 Astria Street NE Salem, OR 97305 503-463-6641 877-564-7295 www.heeheeillahee.cm Clsed Hee Hee Illahee RV Resrt Cntract Manager Request fr Prpsal N. 2017-04 Issue Date: Nvember 8, 2017 Final date and time fr receipt f prpsals: Three cmplete cpies f each prpsal must be received by: 4:30p.m. Pacific Cast time n December 15, 2017 1
1. Backgrund The Siletz Tribal Business Crpratin s (STBC) purpse is t help secure the future fr members f the Cnfederated Tribes f Siletz Indians by investing in and managing prfitable business enterprises and prperties. T this end, STBC wns the Hee Hee Illahee RV Resrt (the Resrt ), which is a Gd Sam Preferred 10/10*/10, 139 pad RV Resrt lcated at 4751 Astria Street NE, Salem, OR 97305 just ff Highway I-5. STBC is seeking prpsals frm interested individuals and/r entities t prvide cntract management services fr the Resrt fr a tw-year term f: January 1, 2018 December 31, 2019. 2. The RFP Prcess Creates N Obligatin This Request fr Prpsal (RFP) is nt an ffer t cntract made by STBC. In that regard, STBC explicitly reserves the abslute discretin t, amng ther things: Reject any prpsal fr any reasn and with n bligatin, financial r therwise; Require clarificatin where a prpsal is unclear; Further, STBC is under n bligatin t prceed thrugh cntract negtiatin r any ther stage, r t undertake any ther duties. STBC (and any f its emplyees r agents) des nt guarantee that the RFP prcess will cntinue, r that this RFP prcess will result in a cntract with STBC. 3. Cntact with STBC Regarding this RFP This RFP represents the nly surce fr bid submittal fr the Hee Hee Cntract Manager. All questins and inquiries related t this RFP shall be directed t: Siletz Tribal Business Crpratin Attentin: Michael Phillips 2120 NW 44 th Street, Suite D Lincln City, OR 97367 Phne: (541) 994-2142 Fax: (541) 994-8973 manager@stbcrp.net Clsed 2
4. Final Date and Time fr Receipt f Prpsals STBC will nly accept sealed prpsals that are clearly marked n the utside f the envelpe with the name and address f the respndent and the wrds Hee Hee Illahee RV Resrt Cntract Manager, RFP 2017-04 at the ffice f STBC, 2120 NW 44 th Street, Suite D, Lincln City, OR 97367 until: 4:30pm PST, Friday, December 15, 2017. STBC will nt accept faxed r late prpsals. Prpsals will nt be pened publicly. 5. Prpsal Requirements T be deemed eligible fr review, each prpsal must meet the fllwing basic requirements: Must be timely submitted; Must be signed by the respndent s authrized representative; Must be cmplete at the time f submissin; and, Must cntain firm fee amunt. 6. Prpsal Expense and STBC Liability Release Respndents are slely respnsible fr all the expenses they may incur in cnnectin with preparing a prpsal and any subsequent discussins r cntract negtiatins (if any) with STBC. In rejecting any r all prpsals, and/r in ending any cntract negtiatin, STBC has n liability t any respndent fr any claims r damages whatsever. Each respndent expressly releases and discharges STBC frm any such liability. 7. Tribal Preference In cnsidering prpsals and awarding the cntract, STBC will give a tribal preference as fllws: first t enrlled Siletz tribal members; and secndly t enrlled members f ther federally recgnized Indian Tribes. 8. STBC Has N Liability fr Errrs While STBC has used cnsiderable effrts t ensure an accurate representatin f infrmatin in this RFP, the infrmatin cntained in this RFP is supplied slely as a guideline fr respndents. STBC des nt guarantee the accuracy f such infrmatin, nr is it necessarily cmprehensive r exhaustive. Accrdingly, STBC des nt assume any liability r legal bligatin in cnnectin with the infrmatin Clsed cntained in this RFP. Nthing in this RFP is intended t relieve respndents frm frming their wn pinins and cnclusins with respect t the matters addressed in this RFP. 9. Respndent s Acceptance f All Terms and Cnditins By submitting a prpsal, a respndent indicates its cmplete understanding f, and expressly agrees t, all the terms and cnditins f this RFP, and warrants that all infrmatin cntained in its prpsal is true and accurate. 10. STBC May Mdify Terms f RFP STBC reserves the right t mdify the terms f the RFP at any time within its sle discretin. 3
11. Cnfidentiality Any infrmatin pertaining t STBC that a respndent btains as a result f participatin in this RFP, including withut limitatin this dcument, is cnfidential and shall nt be disclsed r used fr any purpse ther than the submissin f prpsals withut the express written authrizatin f STBC. 12. Selected Cntract Clauses Any management cntract resulting frm this RFP prcess shall cntain prvisins, amng ther prvisins, related t the fllwing tpics: Maintain Cntinuus Presence at the Resrt. The Resrt manager shall be required t be at the Resrt at all hurs f the day and night, r t have an authrized representative d s. Maintain the Resrt s Current Gd Sam Rating. The Resrt manager shall be required t ensure that the Resrt at all times maintains its current Gd Sam Rating f 10/10*/10. Business License Requirements. The Resrt manager shall be required t secure all applicable business licenses and permits. Insurance. The Resrt manager shall be required t prcure and maintain cntinuusly, at its wn expense, a general liability insurance plicy with a minimum limit f $1,000,000 per ccurrence. A Minimum Mnthly Revenue Amunt. The Resrt manager shall be required n a mnthly basis t meet a minimum mnthly revenue amunt based n histrical figures, the failure f which culd result in terminatin f the cntract. Incentive Pay. The Resrt manager shall have the pprtunity t earn additinal cmpensatin based n achieving certain defined revenue targets abve the minimum mnthly revenue amunt. Indemnity. The Resrt manager shall be required t defend, indemnify and hld harmless STBC, its Bard f Directrs, emplyees, representatives and agents frm and against all claims and liabilities whatsever and all assciated csts and resulting frm the perfrmance r nnperfrmance f the cntract. Marketing: The resrt manager shall be required t market the Resrt thrugh scial media and email and prvide marketing plan t STBC n an annual basis. STBC will have final authrity t sign all cntracts. Gverning Law. The laws f the Cnfederated Tribes f Siletz Indians shall apply t all disputes arising frm the cntract. Technlgy. The resrt manager is respnsible t maintain the netwrk infrastructure, telephnes, cmputers and reservatin system at the Resrt in crdinatin with wner. The Owner is respnsible fr csts assciated with the netwrk infrastructure t include all repairs/upgrades r ther wrk perfrmed t maintain the resrt IT. Resrt manager will be respnsible fr wrking with IT vendrs prvided by wner directly fr prblem slving. Resrt manager will als be respnsible t update Resrt website and reservatin system sftware as needed in crdinatin with wner. Supplies: Owner shall prvide Operating Fund fr incidentals and supplies fr management f the Resrt. Clsed 4
Landscaping. Owner is respnsible fr landscaping. Cntract Manager is respnsible t ensure quality service is being prvided by landscaping cmpany utilized by wner. Dispute Reslutin. All disputes shall be brught in the Siletz Tribal Curt fr final reslutin. Security. Cntract Manager is respnsible t prvide security fr the Resrt. Tribal Preference. Any emplyees r subcntractrs hired by Cntractr fr resrt wrk/peratins must prvide prf f tribal preference in hiring. 13. Summary f Qualificatins STBC is seeking candidates wh have experience managing RV Resrts r similar entities such as htels r campgrunds, using an n-line reservatin system, able t perfrm rutine repairs, able t perfrm landscape and maintenance services, have basic financial recrd-keeping and cmputer skills, and wh are willing and want t live at the Resrt and prvide exceptinal custmer service. 14. Cntents f Submissin In respnding t the RFP, respndents shuld be aware that the fee amunt is a key cnsideratin fr STBC. Hwever, it is nt the nly cnsideratin, as the ther factrs belw will influence STBC s evaluatin as well. In that regard, respndents must submit a prpsal that prvides the fllwing infrmatin: 1. Describe the reasn fr yur interest in this cntract; 2. Describe yur experience in RV Resrt r hspitality management, with references; 3. Describe yur management style; 4. Describe yur experience with n-line reservatin systems; 5. Describe whether yu pssess any f the fllwing certificatins: Oregn Q Care Certificate, prpane service, basic first aid training; 6. Cnfirm that yu have a valid driver s license with n restrictins; 7. Describe yur plan t ensure that there wuld be a cntinuus management presence at the Resrt at all times; 8. Prvide the mnthly fee yu wuld require t manage the Resrt, based n the cnditins described belw; and, 9. Describe yur tribal affiliatin, if any, and supply supprting dcumentatin. Clsed 15. Prpsal Scpe Respndents shuld base their prpsals n the fllwing descriptin f the scpe f the Resrt manager s duties: Manager will perate the Resrt in a cmpetent and successful manner; Manager, r manager staff, shall live at the Resrt in a neat and clean recreatinal vehicle; Manager shall perfrm the fllwing duties: Take reservatins (in persn, ver the phne and n-line); Prcess guests and cllect fees in a timely manner; Maintain accurate and timely financial recrds, including mnthly and annual statements shwing all ccupancy rates, and revenues and expenses, and make 5
depsits, prvide receipts fr any petty cash utilizatin and adhere t the Siletz Tribal Business Crpratin DBA Hee Hee Illahee RV Resrt Plicies and Prcedures Manual; Prvide security fr the Resrt and its patrns, and prvide mnthly reprts f such activity; Cllect n a daily basis all garbage, refuse and debris; Keep ffice, clubhuse, bathrms and laundry rms in a clean and tidy cnditin; Maintain, and perfrm minr repairs t, pl and ht tub; Maintain reasnable and custmary ffice hurs t prmte use f the Resrt; Prvide exceptinal custmer service, and prvide written custmer cmments; Maintain a prfessinal appearance during ffice hurs; Perfrm rutine prperty maintenance, including t perimeter fence, and prvide mnthly reprts f such activity; Utilize nline reservatin system including credit card mdule Enfrce the Resrt s rules and regulatins; Inspect the prperty n a daily basis; Handle after hurs emergencies; Resrt manager must utilize their wn vehicle t make depsits at bank, pick up supplies etc. including insurance cverage; Dcument all receipts and maintain Operating Fund prvided by wner fr incidentals and supplies. All ther duties assciated with managing the Resrt. Ensures pl and spa maintenance, supplies and chemicals are kept t cde at all times. Mnitr landscaping, IT, insect, prpane and all ther vendrs prviding services t the resrt and reprt perfrmance and/r issues t wner. Cntractr shall be respnsible fr marketing the Resrt including updating website, utilizing scial media, attending RV Resrt shws if applicable and interacting with all marketing vendrs under cntract with wner. Owner Respnsibilities: Landscaping Service Supplies (Office & Resrt) Capital expenditures t include lng-term maintenance Cmpensatin: Clsed In additin t a mnthly fee payment, Manager will receive as part f its management fee tw RV pads and utility service (water, sewer, electricity, cable, internet and garbage). Cntract Manager will be respnsible fr payment f taxes n tw RV pads and utility services listed abve as cmpensatin. 6
15. Schedule A Site Map Clsed 7