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07-13-04 Agenda Special/WS CITY COMMISSION CITY OF DELRAY BEACH, FLORIDA SPECIAL/WORKSHOP - TUESDAY, JULY 13, 2004 6:00 P.M. FIRST FLOOR CONFERENCE ROOM DELRAY BEACH 1993 2001 The City will furnish appropriate auxi~m/aids and services where necessary to afford an individual with a disability an equal opportunity to participate in and enjoy the benefits of a service, program, or activity conducted by the City. Contact Doug Randolph at 243-7127, 24 hours prior to the program or activity in order for the City to reasonably accommodate your request. Adaptive hstening devices are available for meetings in the Commission Chambers. SPECIAL MEETING AGENDA Pursuant to Section 3.12 of the Charter of the City of Delray Beach, Mayor Jeff Perlman, has instructed me to announce a Special Meeting of the City Commission to be held for the following purposes: PALM BEACH COUNTY CAUCUS OF BLACK ELECTED OFFICIALS/BLACK TIE {3AI.A: Provide direction regarding supporting the Palm Beach County Caucus of Black Elected Officials Black Tie Gala to be held on August 13, 2004. WORKSHOP AGENDA 1. Delray Beach Public Arts, Inc. Presentation - Glenn Weiss 2. Delray Beach Cultural Alliance Presentation -Jeff Lyn Brown 3. Review Request for Proposal (RFP)/Municipal Golf Course Management Services 4. Review Request for Proposal (RFP)/Tennis Facilities Management Services 5. Discuss Roots Cultural Festival, Inc. proposed contract for concert at Delray Stadium on 9/25/04 6. Proposed Adjustments to Mayor/Commission Salaries 7. Commission Conunents Please be advised that if a person decides to appeal any decision made by the City Commission with respect to any matter considered at this meeting, such person will need to ensure that a verbatim record includes the testimony and evidence upon which the appeal is based. The City neither provides nor prepares such record. MelTIO To: City Commission From: David Harden CC: Date: July g, 2004 Re: Black Elected Officials Black Tie Gala We have received the attached information from Commissioner Addie Greene's office, requesting our support of this event. In addition to the outlined sponsorships, a table of ten could be purchased for $1,500. Some level of support seems appropriate. If only one or two Commissioners are interested in attending, the PBCCBEO package at $1,000 might be appropriate. Or we could buy individual banquet tickets for $150 each and purchase a half or full page program ad for $250 or $500. Commission direction is requested. PAI,M BEACH COUNTY CONFERENCE OF BLACK ELECTED OFFICtAI$ Post Office Box 10624 ° Riviera Beoch, Florida 33419 EXECUTIVE COMMFUFEE CHAIR VICE tiC. JR MEMBER~ O~mmissioner AIIi~ H. B~gg~ ~hah- IP m-Texa 8"~ x'ia L¢¢ Bluc vice Mayor l*lenty gnn.fford, Jr. AT-LA~.GE MEMBEI~ June 6, 2004 Dear Cityof Dalray Beach Officials: On Friday, August 13, 2004, The Palm Beach Caucus of Black Elected Officials (PBCBEO) will sponsor its third Annual Black Tie Gala. This event will be held at the beautiful Breakers Hotel in Palm Beach, Florid~ The previous years of this magnificent affair were soM out! As part of this year's celebration, we will recognize all current member~ of the Palm Beach Caucus of Black Elected Officials, our outstanding sponsom, and the "C~tizen 0fThe Year." The proceeds from this event will again provide scholarships for students in Palm Beach County, no matter what race, creed, or color. The PBCCBEO has awarded over fifteen (15) scholarships and supported the national Tom Joyner Radio show to help college students who were affected by the September Eleventh tragedy. Sponsorship opportunities range from $1,000 to $25,000. As a sponsor, you will enjoy many great opportunities to showcase your corporate name. Information regarding the sponsor~hlp of this event is enclosed. Please return your Sponsor reservation form no later than Juh~l. 2004. to ensure that your company's name is included in ALL media and printed materials. The event lables often (10) are $1,500 each. I£you need any additional information, please feel free to contact me at (561) 355-2207 or (561) 818-1670. I look forward to hearing from you soon as you join us as a sponsor in continuing to support this worthwhile muse. Sincerely, County Commissioner Addie L. Greene Enclosure (I) Sponsorship Package SPONSORSHIP OPPORTUNITIES FRrDA¥, AUGUST 13, 2004 7:30 P.M. THE BREAICERS HOI'EL ~' PALM BEACH, FL THE PAL~ BEACh COUNTY CAUCUS OF BLACK ELECTED OFFICIALS P. O. BOX 10624 ,' PdVIERA BEACH~ FI. 33419 Fa.x: S61.333.2791 SPONSORSHIP LEVELS & BENEFITS Platinum - $25,500 14 Invitations to the Gala with reserved seatS Sponsor Logo and Name Included on All Promotional Print Media Advertising Sponsor Name Included in All the Broadcast Advertising of the Gala 1 Full Page Ad (Back Cover) in the Gala Program and Listed as a Platinum Sponsor Inside of the Program 5 Registration Packets for the PBCCBEO Annual Issues Conference Listing in the Annual Issues Conference Program as a Platinum Sponsor Substantive Scheduled Meetings with the PBCCBEO Executive Board Special recognition during the Gala Silver - $10,500 10 InvltatioxLs to the Gala with reserved seats Sponsor Logo and Name Included on All Promotional Print Media Advertising Sponsor Name Included in All the Broadcast Advertising of the Gala 1 pull Page Ad (Inside Back Cover) in the Gala Program and Listed as a Silver Sponsor inside of the Program 3 Registration Packets for the PBCCBEO Annual Issues Cortference Listing itl the Annual Issues Conference Program as a Silver Sponsor Substantive Scheduled Meetings with the PBCCBEO Executive Board Copper - $3,500 6 Invitations to the Gala with reserved seats Sponsor Logo and Name Included on All Promotional Print Media Advertising Sponsor Name Included in all the Broadcast Advertising of the Gala I Full Page Ad in the Gala Program and LLsted as a Copper SporLsor in the Program I Registration Packet for the PBCCBEO Annnal Issnes Conference Substantive Scheduled Meetings with the PBCCBEO Executive Board Gold- $15,500 12 Invitations to the Gala with reserved seats Spousor Logo and Name Included on All Promotional Print Media Advertising Sponsor Name Included in All the Broadcast Advertising of the Gala 1 Full Page Ad (Inside Front Cover) in the Gala Program and Listed as a Gold Sponsor Inside of the Program 4 Registration Packets for the PBCCBEO Annual Issues Conference Listing in the Annual Issues Conference Program as a GoId Sponsor Substantive Scheduled Meetings with the PBCCBEO Executive Board Bronze - $5,500 8 Invitations to the Gala with reserved seats Sponsor Logo and Name Included on Ail Promotional Print Media Advertising Sponsor Name Included in All the Broadcast Advertising of the Gala 1 Full Page Ad in the Gala Program and Listed as a Bronze Sponsor in the Program 2 Registration Packets for the PBCCBEO Annual issues Conference Listing in the Annual Issues Conference Program as a Bronze Sponsor Substantive Scheduled Meetings w{th the PBCCBEO Executive Board Brass - $2,500 4 Invitations to the Gala with reserved seats Sponsor Logo and Name Inclnded on All Promotional Print Media Advertising Sponsor Name Included in All the Broadcast Advertising of the Gala 1 Half Page Ad in the Gala Program and Listed as a Brass Sponsor in the Program 1 Registration Packet for the PBCCBEO Annual Issues Conference Substantive Scheduled Meetings with the PBCCBEO Executive Board Event Supporter - $1,500 3 invitations to thc Gala Sponsor Logo and Name Included on All Promotional Print Media Advertising Sponsor Name Included iix All the Broadcast Advertising of the Gala 1 Quarter Page Ad in the Gala Progran~ and Listed as an Event Supporter in the Program I Registration Packet for the PBCCBEO Annual Issues Conference PBCCBEO - $1,000 2 Invitations to the Gala Sponsor Logo and Name Included on All Promotional Print Media Advertising Sponsor Name Included in All the Broadcast Advertising of the Gala 1 Business Card Ad (Eighth Page) in tile Gala Program and Listed as a PPCCBEO Supporter in the Program 1 Registration Packet for the PBCCBEO Annual Issues Conference B E O PROGRAM AD PRICES Back Cover ..................................................... 52,000.00 Inside Front Cover ........................................... $1,S00.00 Inside Back Cover ............................................ $1,S00.00 Full Page Ad ........................... $S00.00 Half Page Ad ...................................................... $2S0.00 Quarter Page Ad ................................................. $1S0.00 Business Card 0/g Page Ad) .................................$100.00 (Ad size on following page) THANK YOU FOR YOUR SUPPORT Thank yoa for your interes! in supportin~ the Palm Beach County Ca~wus of Black Elected Officials. If you require any additional information, please call: 561.795.2520. - DEADLINE FOR RESERVATIONS FORM- July~Zl, Z004 - Full Page Ad Size - 7 '/z" Wide by ;tO" Le~xgth Back Cover: $2,000.00 Inside Front Cover: $1,500.00 Inside Back Cover: $1,500.00 Inside Program: $500.00 Half Page Ad Size - 7 '/2" Wide by 4 7/d' Length Half Page Ad: $250.00 Quarter Page Ad Size 3 .~ld' Wide by 4 7/8" Length Quarter Page Ad: $150.00 Business Card Ad Size ('Is Page) 3 s/d' Wide by 2 51~6" Length B~lsiness Card Ad: $100.00 THE PALM BEACH COUNTY CAUCUS OF BLAC}C ELECTED OFFICIALS SOUVENm BOOK AD FORM - PLEASE TYPE OR PRINT ~ Name of Company/Organization: Contact Person: City Zip ) Fax:( ) book ad level (please indicate with an "X') Address Phone: E-mail: Souvenir 13 Back Cover El Full Page 13 Inside Front Cover [3 Half Page 13 Inside Back Cover 13 Quarter Page Business Card Signature Print Name Title Date Please attach your black and white camera ready ad to this form. Please make check payable to PBCCBEO and return this form with attached ad information. Please send check to the address below and fax form to hold reservation to 561. 333.2791. Pahn Beach County Caucus Of Black Elected Officials P. O. Box 10624 · Riviera Beach, Florida 33419 - AD DEADLINE- JULY 1, 2004 - THE PALM BEACH COUNTY CAUCUS OF BLACK ELECTED OFFICIALS ~PONSOR RESERVATION FORM - PLEASE TYPE OR PRINT - Name of Company/Organization: Contact Person: Address: City:. State: Zip: Phone: ( ) Fax: ( ) E-Mail: Sponsorship Level: (please indicate with an "X') El Platinum- $25,500 E1 Bronze - $5,500 El Gold - $15,500 El Copper- $3,500 CI Silver- $10,500 ~ Brass- $Z,500 [] Event Supporter- $1,500 [] PBCCBEO Supporter- $1,000 rq Other Signature of Authorized Representative Print Name Title Date Please make check payable to PBCCBEO. Please fill out completely, sign, and return tiffs fom~ with a check to the address below. Fax completed form to hold reservation to 561.333.2791 Palm Beach Cotlnty Caucus Of Black Elected Officials P. O. Box 10624 · Riviera Beach, l?Iorida 33419 ~ RESERVATION DEADLINE- JULY 1, 2004 ADMINISTRATIVE SERVICES MEMORANDUM TO: FROM: SUBJECT: David T. Harden, City Manager ~Robert A. Barcinski, Assistant City Manager Agenda Item City Commission Workshop Meeting July 13, 2004 Draft Request for Proposals Golf Courses Management Agreement DATE: July 7, 2004 Attached is a draft Request for Proposals Golf Courses Management Agreement. Staff is seeking City Commission input and direction prior to completing and advertising the final proposal. In developing the proposal I used the City of West Palm Beach RFP, Palm Beach County RFP for Southwinds and the City of Delray Beach 1989 RFP. Input in developing the RFP was received from Becky O'Connor, Brian Shutt, Joe Weldon, and Patsy Nadal. The tentative schedule is as follows: · Advertise · Mandatory proposal meeting and site tour · Receive proposals and distribute · Selection Committee meet to review · Complete evaluation forms independently · Present recommendation to City Commission July 18th July 28th August 18th August 25th August 30th September 7th RAB/tas File:u:sweeney/agenda Doc: Req Proposals Golf Courses Management Agreement CitY Of DELRAY BEACH, FLORIDA (logo) REQUEST FOR PROPOSALS RFP # 2004-39 MANAGEMENT SERVICES FOR THE DELRAY BEACH GOLF CLUB AND LAKEVIEW GOLF CLUB (picture of course) Mayor: Vice-Mayor: Deputy Vice-Mayor: Commissioner: Commissioner: City Manager: Assistant City Manager: Jeff Perlman Alberta Perry McCarthy Jon Levinson Patricia Archer Bob Costin David Harden Robert Barcinski Advertisement Sheet REQUEST FOR PROPOSALS MANAGEMENT OF THE DELRAY BEACH GOLF CLUB AND LAKEVlEW MUNICIPAL GOLF COURSE RFP #2004-39 The City of Delray Beach, Florida is seeking proposals for a professional golf course management company to manage the operations of the Delray Beach Golf Club, an eighteen hole regulation municipal course, and Lakeview Golf Club, an eighteen (18) hole executive course. Seven (7) copies of the complete RFP Package will be submitted to Mr. Joseph Safford, Finance Director, City of Delray Beach, 100 N.W. 1st Avenue, Delray Beach, Florida 33444 by 2:00 p.m. on August 18, 2004. No response or supplemental material will be accepted after that time. A selection committee consisting of no more than seven (7) members will be appointed by the City Manager and will evaluate and rank proposals based on the evaluation criteria contained within the RFP. Final selection will be made by the City Commission based on staffs recommendation. A copy of the Request for Proposals may be obtained by contacting the Purchasing Division at (561) 243-7161, in writing via e-mail (561) 243-7166 or mail from the Purchasing Division, City Hall, 100 N.W. 1st Avenue, Delray Beach, Florida 33444. Requests for Proposals may be picked up at the Purchasing office. Cost will be $25.00. All questions and requests for additional information in conjunction with this Request for Proposals shall be directed in writing to Robert Barcinski, Assistant City Manager, City of Delray Beach, Florida by fax (561) 243-7199 or by e-mail at barcinski~,ci.delray- beach.fi.us. A fully executed sworn statement concerning Public Entity Crimes will be required before a contract is executed. Advertisement Date: July 18, 2004 City of Delray Beach, Florida By: Joseph M. Safford Finance Director 2 CITY Of DELRAY BEACH REQUEST FOR PROPOSALS GOLF COURSE FACILITIES MANAGEMENT AGREEMENT 1.0 PROJECT MISSION AND GOALS: 1.1 Mission: · Delray Beach Golf Club (Municipal Course) It is the mission of the Municipal Golf Course to provide an enjoyable golf and dining experience for our citizens and guests at affordable and competitive golf prices. · Lakeview Golf Course It is the mission of the Lakeview Golf Club to be recognized as the premier executive golf course in Palm Beach County offering affordable golf for all ages including walking 365 days a year. 1.2 Goals of the Project: To provide quality golf opportunities primarily to the residents of the City of Delray Beach and to non-residents of Delray Beach on an affordable basis year round. To generate sufficient revenue to fully fund the facilities' operations and perform timely capital improvements, renovations and equipment replacements at the facility. To actively manage facility operations in a manner that will control costs without sacrificing services to the public and the conditions at the facility. To provide exceptional food and beverage services to meet the public need, including banquet service. To provide excellent customer service to the public in all areas and aspects of the operation. To develop and operate a comprehensive "learn to golf" program for juniors and adults. To maintain the facility and grounds at a level comparative to other local first class daily fee operations and consistent with levels expected of other City facilities and grounds. To continually make improvements at the facility within the limits of available funding. To be competitively priced in the local municipal golf market. To address the needs of all skill level golfers. To secure the services of a qualified golf operations management company under a turn key management fee agreement. 2.0 THE FACILITIES: 2.1 Delray Beach Golf Club The Delray Beach Golf Club originally opened in 1923 as a Donald Ross design. Over the last 80 years, the course has fluctuated between private and public ownership with many different design changes. The City of Delray Beach has continuously operated the course as a municipal golf course since 1978. The course is located at 2200 Highland Avenue. The course is an eighteen (18) hole regulation golf course. The golf course has a 70.2 rating and course sloped 119 from the men's tee. The golf course is situated on 145 acres of land. The yardage at these tees is approximately 6360 yards. Also included on site is a 2,400 square foot maintenance building and 2,800 square foot shed with exterior storage for supplies and equipment, a 3,600 square foot cart storage area, unlit driving range, two (2) practice greens and a 18,000 square foot clubhouse with dining areas, offices, bar and Iocker/restroom facilities and full service kitchen. Average yearly rounds played are 85,000. In 2003, a major renovation of the course was completed. All eighteen greens and practice green were rebuilt to USGA Standards and planted with tif-eagle grass. Another practice green was remodeled for sand trap and pitching practice. Twelve tee boxes were renovated and other numerous course changes were completed including replacement of sand in ninety-eight (98) bunkers by in-house staff. The irrigation system was upgraded. A Rainbird Stratus computer control system was added and over 530 irrigation heads were replaced as well as some lines. A new pump station was installed and the lake between holes number one (1) and two (2) was enlarged and lined to prepare the course for use of reclaimed water in 2005. Twelve tee boxes were removed and/or added. Fairway and tee grass is predominantly 419 Bermuda. The clubhouse was constructed in 1994 and includes a 5,100 square foot dining area that can be partitioned off for flexibility of use. The clubhouse also includes a small breakout room that can seat up to 45 people and a full service kitchen. The pro-shop sales area is approximately 700 square feet and there are 80 half lockers in the men's restroom and 24 half locker in the ladies restroom. The dining facility is utilized for banquets and special functions as well as for daily service to our customers. An outside 4 dining area was created in 2003 adjacent to the bar and can accommodate up to approximately 40 customers. The pro-shop also has a bag storage area for approximately 190 bags. The golf cart fleet consists of 83 Club Car gas powered carts which were purchased in February 2003. The City also owns a variety of golf course maintenance equipment to ensure quality maintenance of the course. The City sells on an annual basis to residents and non residents, single and family golf permits which cover green fees. We currently have 125 resident single, 47 resident family, 17 non resident single, and 4 non resident family permits. 2.2 Lakeview Golf Club The Lakeview Golf Club is an executive par 60 golf course situated on approximately 38 acres of land. The course is located at 1200 Dover Road. The slope from the men's tees is 85 with a rating of 57. Total yardage from the back tees is approximately 3,008 yards. Also on site is a practice green, a 2,100 square foot maintenance building with outside storage and an approximately 4,000 square foot clubhouse which includes a cart storage area at ground level and a small pro-shop with restrooms, snack bar, offices, and seating area on the upper floor. The course was purchased by the City from a private owner in 1995. Since the City purchased the site, a new clubhouse was built in 1998, greens were regrassed with tif dwarf and tee boxes were leveled and regrassed with GNI. Fairway grass is predominantly Ormand Bermuda. Cart paths were also resurfaced and added to. The golf cart fleet consists of 80 gas powered Club Cars which were purchased in 1998. The course has numerous retention areas which supply course irrigation, handle course drainage, and serve as drainage retention areas from the adjoining residential neighborhood. The average number of rounds played per year is 55,000. 3.0 SPECIAL TERMS AND CONDITIONS: 3.1 Purpose of the Project: The City is soliciting proposals from qualified proposers (hereinafter referred to as the "Management Company") having the required experience in golf course management and the ability to commence work, in accordance with the specifications stated herein, on October 1, 2004. The Scope of Service to be performed under this agreement will consist of all tasks necessary for the complete year round management and operations of Delray Beach Golf Club and Lakeview Golf Club. This RFP will cover the following operating areas: Management/Administration of Operations and Facilities Turf Management and Maintenance Golf Professional Services Food and Beverage Sales and Service Golf Merchandise Sales and Service 3.2 Contract Agreement/Compensation. The specific services, management fee and other terms will be negotiated with the selected Management Company and the Management Company will be required to enter into a formal agreement with the City of Delray Beach incorporating these and other terms that the City believes are in its best interests. At all times during the term of the contract, the successful Management Company shall act as an independent contractor and at no time shall be considered as agent or partner of the City of Delray Beach. The City of Delray Beach reserves the right to delete or amend any of the services as listed and described herein. 3.3 Minimum Qualifications. It is the intent of the City of Delray Beach to acquire the services of a firm to operate the course as a premier public golf facility. The City is interested in creating a private/public partnership that will help the City operate the golf course to meet their mission and goals. The City expects to receive proposals from interested parties that have at least the following minimum qualifications: Have a minimum of five (5) years of experience within the last ten (10) years in the following golf related field: Total management and operation of a golf course facility similar in size including restaurant and banquet facilities. To enhance your qualifications, please include experience with municipal courses. Pro shop operations, including driving range, merchandise sales, and golf cart operations. The City requires the Management Company to employ a "Class A" PGA professional to be on staff at the course. Golf course maintenance operations. The City requires that the Management Company employ a fully qualified and experienced individual (with at least five years experience as "Class A" superintendent) that can effectively maintain and care for the course in keeping with USGA standards and the specific standards identified in this RFP. Possess and demonstrate a record of financial responsibility commensurate with the obligations contemplated under this RFP. Possess a competent record of employment or history of contract service in the operation of a similar golf facility as verified and supported by references, letters, and other necessary evidence from all employers and/or public agencies. 3.4 Contract and Term: The term of the contract is proposed to be five (5) years with an option to renew for an additional three (3) years at the sole discretion of the City. If a satisfactory contract cannot be negotiated with the recommended proposer, negotiations may then be started with the first alternate vendor. The successful proposal shall become an integral part of the contract, but may be modified by the provisions of the contract. 3.5 Submittal of Documents: The Management Company shall submit one (1) original and six (6) copies of each proposal to Joseph Safford, Finance Director, City of Delray Beach, Florida 33444 by the time and date specified (August 18, 2004 at 2:00 p.m.). At the designated time and place, the Finance Director or his designee will open and record the proposal for the record. The City reserves the right to waive any irregularities in the proposal. The City will not be responsible for any expenses incurred as a result of responding to the proposal. The contract is to begin October 1, 2004. These documents constitute a complete set of specification requirements and forms. It is the responsibility of the Management Company to insure that all pages are included. Therefore, all Management Companies are advised to closely examine this package. All proposals must be typed or written in ink, and must be signed in ink by an officer or employee having authority to bind the company. Signatures are required where indicated; failure to do so shall be cause for rejection of proposal. Time is of the essence and any proposal received after Wednesday, August 18, 2004 at 2:00 p.m., whether by mail or otherwise, will be returned unopened. The time of receipt shall be determined by the time clock located in the office of the Finance Director. Proposals shall be placed in a sealed envelope, marked in the lower left-hand corner with the RFP number, title, and date an hour proposals are scheduled to be received. Offerors are responsible for insuring that their proposal is stamped by Purchasing Department personnel by the deadline indicated. The City shall in no way be responsible for delays caused by any other occurrence. Offers by telephone, telegram or facsimile shall not be accepted. 7 The Finance Director or his designee may issue written addenda to all recipients to clarify, comment, correct or as otherwise required to facilitate the selection process. Should any questions require revisions to the specifications as originally published such revision will be by formal written addendum only. For information concerning this RFP, please contact: Robert Barcinski, Assistant City Manager 100 N.W. 1st Avenue Delray Beach, FL 33444 Phone: (561) 243-7011 Email: Barcinski~,ci.delray-beach.fl.us 3.6 Addendum to the RFP: No interpretation or changes to the meaning of this Request for Proposal will be made to any offeror orally, except by written addendum. All questions regarding this RFP should be submitted in writing and must be received not later than ten (10) calendar days prior to the closing date for proposals, addressed to: Robert Barcinski, Assistant City Manager 100 N.W. 1st Avenue Delray Beach, FL 33444 Phone: (561) 243-7011 Fax: (561) 243-7199 All questions will be answered in writing via addenda. 3.7 Management Company's Responsibilities: Each Management Company is required, before submitting their proposal, to carefully examine the proposal requirements and to completely familiarize themselves with all of the terms and conditions that are contained within this RFP. Ignorance on the part of the Management Company will in no way relieve the Management Company of any of the obligations and responsibilities which are a part of this RFP. 3.8 Pre-Proposal Meeting and Site Visit: The City will conduct a mandatory pre-submittal meeting and site visit (tour) of both facilities which will be held on Wednesday, July 28, 2004 at 1:30 p.m. at the Delray Beach Golf Club, 2200 Highland Avenue. Any questions received will be compiled into a written addendum. 3.9 Insurance Requirements: The successful Management Company shall obtain and maintain in force at all times during the term of the contract derived from this RFP, insurance coverage pertaining to the following: Crime and Employee Dishonesty Insurance: Minimum limits of $500,000 per occurrence. Performance Bond: The successful Management Company shall furnish, to the City, a Performance Bond or Clean Irrevocable Letter of Credit for one hundred percent (100%) of the Contract amount, prior to commencement of work, and shall keep in force and effect during the entire term of this Agreement and thereafter for a period of six months or until all financial obligations are satisfied, whichever comes first. The successful Management Company shall furnish a Performance Bond in a form and format satisfactory to the City as security for the faithful performance of the Contract resulting from the award of this RFP for the payment of all persons performing services or providing supplies, and for all costs incurred by the City to obtain a replacement contract, in the event the Management Company fails to perform as required under said Contract. The term "COST" as used herein shall include all fees, costs, and expenses arising out of the Management Company's failure to perform the contract whether direct, indirect, actual, consequential, or incidental and shall include attorney's fees and costs, expert witness fees and expenses, and all time incurred by City staff. The Performance Bond is to ensure the faithful performance of all the requirements of the Contract, and to save, defend, indemnify, and hold harmless the City from any and all damages, costs, fees, and expenses, either directly or indirectly arising out of any failure to perform the Contract. The Bond(s) shall be issued by a company authorized to do business in the State of Florida and having a currently valid certificate of authority and bonding capacity as issued by the United States Department of Treasury under 31.U.S.C., Sections 9304 through 9308. Bond Company shall meet all requirements/regulations set forth under the Florida Insurance Commissioner's Office. The Management Company shall verify, prior to execution of the Contract, the acceptability of the surety provided thereunder. The attorney-in-fact who signs the Bond(s) must file, with the Bond(s), a certificate and effective dated copy of power of attorney. The Management Company must furnish the executed bond(s) prior to the City's approval of the Contract. A cash deposit, or certified check, or Irrevocable Letter of Credit from a financial institution with a rating deemed acceptable by the City may be provided in lieu of the Performance Bond, provided that the form, format, and terms of coverage are acceptable to the City. The terms of coverage of an Irrevocable Letter of Credit shall be substantially the same as that required of the Performance Bond(s), and the Letter of Credit shall be issued by an institution that offers security similar to that of a bonding company. Workers Compensation: Coverage with Statutory Limits for coverage "A" and limits of a minimum of $1,000,000 for Employers Liability. General Liability Insurance: Minimum limit of $1,000,000 per occurrence and $2,000,000 in the aggregate annually, providing coverage for Premises and Operations, Products and Completed Operations, Fire Legal Liability, and Personal and Advertising Injury Liability. Automobile Liability: For any owned or non-owned vehicles, with minimum limits of $1,000,000 per occurrence. Pollution Liability: Minimum limit of $1,000,000 must be maintained. All insurance policies must be obtained through insurance companies that are authorized to transact business in the State of Florida by the Department of Financial Services, and they must carry a minimum rating of A.M. Best of A- as to management and VII as to financial size. 3.10 Additional Information: For additional information, please contact Robert A. Barcinski, Assistant City Manager at (561) 243-7011. 3.11 Other Agreements: The City has an agreement with a Vendor providing product to all vending machines as well as fountain service to both golf courses. This agreement is in effect until approximately September 2006. 4.0 SCOPE OF SERVICES: The scope of services to be provided by the successful Management Company include, but are not limited to the following: 4.1 Administration: Provide administrative oversight of all key operating areas such as turf management, golf professional services, food and beverage operations and facilities maintenance shall be provided to ensure that the facility is operated at a level comparable to other local first class daily fee operations and consistent with levels expected of Palm Beach County facilities. Supervise and direct the administration of all golf course operations, including, but not limited to, the timely operation, completion and/or provision of the following: The collection, deposit and reporting of revenue; The procurement of and payment authorization for materials and services; Starter's services, marshaling services and driving range management; Golf merchandise sales, rentals and repair, golf tournament management, junior golf programming, golf lessons and clinics programming, and the storage and repair of items related to the game of golf; Food and beverage operation, room rental, catering and banquets, provision of meeting space; Turf grass management, general supervision of the golf course and the preparation of grounds for daily play; and Any incidental services in as may be directed. The Management Company shall hire, train, evaluate and fire all personnel necessary to operate and maintain the golf courses and restaurantJbanquet facilities. The Management Company will have full authority over all personnel decisions and they shall be employees of the Management Company. The Management Company shall respond to customer inquiries and complaints received directly or through the City Manager's office in writing within seven (7) days of receipt. Make recommendations annually for maximum fees and rates for golf, bag storage, range, locker and club rental, to include annual permit fees. Complete annual fee and rate market analysis. Make recommendations related to operational policy. 4.2 Financial: · Prepare an annual operating and capital budget for review by the City Manager in accordance with City budget submittal requirements. · Prepare a five (5) year Capital Improvement budget annually for review by the City Manager in accordance with City budget submittal requirements. Prepare and process requisitions for procurement of supplies, materials, equipment, services and capital items in accordance with the City policies and procedure. Prepare bid specifications for supplies, materials, equipment, services and capital items as may be required. Maintain a petty cash fund in accordance with City policies and procedures. Manage and maintain a computerized point of sale computer system and cash register system for both golf and restaurantJbanquet operations. On a daily basis deposit all gross revenues in account of and to the credit of the City without regard to any adjustments that may be made. Perform monthly inventory counts, as may be required to ensure proper accountability. Ensure that adequate internal control systems are in place in all areas of the operation. Perform monthly audits of cash. Operations and Maintenance: · Provide routine janitorial (daily) and building maintenance services as required. · Provide routine preventive maintenance services as requested. · Ensure other structures, equipment and irrigation systems are maintained and repaired as needed including restaurant furniture, fixtures and equipment. · Maintain golf course and other common areas to the highest quality of maintenance possible. · Develop and implement quality turf management programs that are sensitive to environmental conditions to ensure quality playing conditions, · Perform agronomic evaluations of the course on an as needed basis. 12 4.4 4.5 · Operate and maintain the restaurant/banquet operations in accordance with all federal, state, and local government laws, regulations, including health department regulations and state liquor board regulations. · Operate a full service restaurant in accordance with the terms and conditions of the alcoholic beverage license. · Maintain pre-shop inventory to ensure customer needs are met. · Keep a perpetual inventory of merchandise for resale. · Provide golf club cleaning services. · Provide pick-up and delivery services of golf clubs and bags to and from the bag drop-off area. · Provide, at the golf course, a golf handicap service. · Provide club rental services · Provide golf cart preventive maintenance and ensure carts are clean, safe and fully operational on a daily basis. Marketin~l and Promotions: · Develop and conduct youth programs and clinics which meet the needs of the customer. · Develop and implement golf teaching programs. · Prepare and submit an annual marketing plan for City approval. · Promote and develop a wide variety of events and programs, including junior golf, charity events, and programs for underprivileged youth. · Develop advertising and promotional materials for both golf and restaurant/banquet operations. Other: · Provide monthly reports to include, but not limited to, financial information, utilization rate, maintenance highlights, program data, and marketing/promotional initiatives in a format as may be prescribed by the City. · Ensure security and protection of all assets, including City funds. · Provide response and backup response to answer alarms during all hours of the day. Make recommendations and assist the City in planning and implementing capital improvements. Conduct all operations and activities to comply with safety regulations and standards. Ensure compliance with all environmental and natural resources laws, regulations and permits. 5.0 SELECTION PROCESS AND EVALUATION CRITERIA: 5.1 Selection Process: A selection committee of no more than seven (7) individuals will be appointed by the City Manager or his designee to review and evaluate the proposals in accordance with the evaluation criteria. All proposals timely received will be reviewed first by the Purchasing Division to determine if each proposer has submitted the required information and met all Proposal Requirements. Those proposals fulfilling the Proposal Requirements (as stated in Section 3) shall be referred to the Selection Committee for review and further consideration. The Selection Committee will evaluate all responses to this RFP that meet the proposal requirements and are deemed responsive. The Selection Committee may evaluate all proposals based solely on the information submitted with the proposal. Accordingly, proposers are urged to ensure that their proposals contain all the necessary information for the Selection Committee to fairly and accurately evaluate each of the criteria listed below. However, the Selection Committee reserves the right to determine that an oral presentation, additional written information, internal staff analysis, proposer presentations, outside consultants, and/or any other information may be required by the Selection Committee, at any time during the selection process, to help the Committee determine the final ranking of proposers. The Selection Committee may determine, as the result of additional information, that the impact of this information is significant and may be considered in the scoring and/or ranking, at the discretion of the Committee. After proposals are received and distributed to each member of the Selection Committee, Committee members may elect to review and discuss proposals. Each member of the Selection Committee will then independently evaluate and score the individual proposals and submit their evaluation information to the Assistant City Manager. In addition to the raw score submitted, each member will submit separate ]4 rankings for each firm. All scores per category will be averaged and added to determine final score. 5.2 Evaluation Criteria: 3. 4. 5. Firm Experience/Qualifications, Background/References Staffing and Operational Plans Service Programs/Promotions/Marketing Financial Plan/Fees Financial/Business Stability (1 to 20 points or 20%) (1 to 25 points or 25%) (1 to 20 points or 20%) (1 to 25 points or 25%) (1 to 10 points or 10%) Total maximum points 100. 6.0 GENERAL REQUIREMENTS: 6.1 Contract Awards The City anticipates entering into an agreement with the Management Company which submits the proposal judged by the City to be most advantageous. The City anticipates awarding one agreement. The Management Company understands that this RFP does not constitute an offer or an agreement with the Management Company. An offer or agreement shall not be deemed to exist and is not binding until proposals are reviewed, accepted by appointed staff, the best proposal has been identified, approved by the appropriate level of authority within the City, and executed by all parties. The City reserves the right to reject all proposals, to abandon the project and/or to solicit and re-advertise for other proposals. The City reserves the right to cancel the RFP or portions thereof without penalty. The City reserves the right to waive any irregularities and technicalities and may, at its sole discretion, request a clarification or other information to evaluate any or all proposals. All terms and conditions of this RFP, any addenda, Management Company's submissions, and negotiated terms, are incorporated into the contract by reference as set forth herein. Document files may be examined, during normal working hours, ten days after proposals have been opened. The proposal with the highest number of points will be ranked first. The City reserves the right to further negotiate any proposal, with the highest rated Management Company. If an agreement cannot be reached with the highest rated Management Company, the City reserves the right to negotiate and recommend award to the next highest Management Company or subsequent Management Companies until an agreement is reached. 6.2 News Releases: The Management Company shall obtain the prior approval of the City Manager's Office for any and all news releases and/or other publicity pertaining to this RFP or the service, study or project to which it relates. 6.3 Indemnification of City: The Management Company shall at all times hereafter, indemnify, hold harmless and defend the City, its agents, and employees from and against any claim, demand or cause of action of any kind or nature arising out of error, omission or negligent act of Management Company, its agents, or employees in the performance of services under this Agreement. Management Company further agrees, at all times hereafter, to indemnify, hold harmless and defend the City, its agents and employees from and against any claim, demand or cause of action of any kind or nature arising out of any conduct or misconduct of Management Company resulting from the performance of services for which the City, its agents, or employees are alleged to be liable. Management Company acknowledges and agrees that the City would not enter into this agreement without this indemnification of the City by the awarded Management Company, and that the City's entering into this Agreement shall constitute good and sufficient consideration for this indemnification. These provisions shall survive the expiration or earlier termination of: the Agreement. Nothing in this Agreement shall be construed to affect in any way the City's rights, privileges, and immunities as set forth in Florida Statutes 768.28. 6.4 Licenses: Management Companies must furnish satisfactory evidence that they are capable of obtaining licenses as required to do business in the State of Florida, in Palm Beach County, and in the City of Delray Beach, including but not limited to, licenses required by respective State Boards and other governmental agencies responsible for regulating and licensing the services provided and performed by the provider. A copy of the license(s) held by the Management Company must accompany the proposal. Any Management Company that is not fully licensed and certified shall be rejected. 6.5 Public Entity Crimes: A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime, may not submit a bid on a contract to provide any ]6 goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, for CATEGORY TWO (Currently $25,000) for a period of 36 months from the date of being placed on the convicted vendor list. 6.6 Code of Ethics: If any Management Company violates or is a party to a violation of the code of ethics of the State of Florida with respect to this proposal, such Management Company may be disqualified from performing the work described in this proposal or from furnishing the goods or services for which the proposal is submitted and shall be further disqualified from bidding on any future proposals for work, goods or services for the City of Delray Beach. 6.7 Drug-Free Workplace: Preference shall be given to businesses with Drug-Free Work Place (DFW) programs. Whenever two or more proposals which are equal with respect to price, quality, and service are received by the City for the procurement of commodities or contractual services, a proposal received from a business that completes the attached DFW form certifying that it is a DFW shall be given preference in the award process. 6.8 Final Selection: The City of Delray Beach will select the firm that meets the best interests of the City. The City shall be the sole judge of its own best interests, the proposals, and the resulting negotiated agreement. The City's decisions will be final. The firm will be selected in a timely manner following the oral presentations, if necessary. Following notification of the selected firm, it is expected a contract will be executed between both parties. 6.9 Right to Reiect Proposals: Submission of a proposal indicates acceptance by the firm of the conditions contained in this Request for Proposal unless clearly and specifically noted in the proposal submitted and confirmed in the contract between the City of Delray Beach and the firm selected. The City of Delray Beach reserves the right, in its sole discretion, to reject any or all proposals. 7.0 SUMITTAL REQUIREMENTS: 17 The Management Company shall submit one (1) original and six (6) copies in a clear, concise format, on 8 W' x 11" paper, in English. Each tabbed set shall contain all the information required herein to be considered for award. Omission of required data may be cause for disqualification. Any other information thought to be relevant, but not applicable to the enumerated sections, should be provided as an appendix to the proposal. If publications are supplied by a Management Company to respond to a requirement, the response should include reference to the document number and page number. Proposals not providing this reference will be considered to have no reference materials included in the additional documents. Proposals must be properly signed in ink by the owner/principal having the authority to bind the Management Company. Section 1: INTRODUCTION An introduction letter introducing the Management Company including the corporate name (if applicable), address and telephone number of principal office, number of years in business and size of staff. Please include e-mail address of primary contacts. Include a reproduction of Corporate Charter Registration, if applicable. Indicate the primary person responsible for this project. Introduction shall be signed by an individual authorized to bind the company. Briefly state the Management Company's understanding of the work to be done, and make a positive commitment to perform and complete the project. Submittals will be separate for each course where indicated. Section 2: FIRM EXPERIENCE / QUALIFICATIONS / BACKGROUND / REFERENCES Please provide the following: Detailed statement of their experience, qualifications, and background for providing management and administration of golf courses, or other similar facilities. Provide a list of officers and principal managers, background information, experience and length of employment A minimum of three (3) references demonstrating the successful management and administration of golf courses with a minimum of 18 holes, within the past five (5) years. Provide list of any lawsuits against the company and/or principals over the last ten (10) years, summarizing the allegations and providing the results of the suit, if not currently active. Each reference shall include the following: Name of client company, contact names, addresses, telephone/fax numbers, dollar amount of contracts and dates of service. Name of client company, contact names, addresses, telephone/fax numbers, dollar amount of contracts and dates of service. Scope of Work, types of services performed, and number of full-time staff provided. Description of Proposer's demonstrated history of providing superior customer satisfaction to golfers. Include letters of commendation/recommendation. Section 3: STAFFING AND OPERATIONAL PLANS (SEPARATE SUBMITTALS FOR EACH COURSE) Proposed organizational chart. List types by title and numbers of on-site staff. Names, background, and experience of corporate, as well as, key on-site personnel. Proposed handling of existing staff of the current management company. Details concerning benefit packages that will be provided to employees. Pro-shop operational plans, including driving range merchandise sales, golf operations and hours of operation. Course maintenance plans. Restaurant and banquet facility operational plans and hours of operation, including bar. Section 4: SERVICE PROGRAMS / MARKETING / PROMOTIONS (SEPARATE SUBMITALS FOR EACH COURSE) The Management Company shall include a description of the proposed service programs, including, but not limited to, the following: Description of nature and extent of the golf programs and related services to be offered to the public. Approach toward measuring and achieving customer satisfaction. Creative concepts for marketing the Golf Course and Restaurant~Banquet facilities. t9 Section 5: Proposed policy for tee time reservations. Concepts for golf instruction, high school programs and youth golf programs and other programs that may be proposed. Management and promotion of tournaments. A sample of a customer satisfaction survey utilized by your company and a copy of the summary of results of each survey completed in the last two (2) years, if favorable. Other special events and golf outings. Other service programs. Provide plans for distribution of pre-shop merchandise sale income. Provide plans for distribution of golf lesson income. Please describe cost savings improvements, if any, that you will implement. FINANCIAL PLANS / FEES Provide a detailed five (5) year revenue and expense budget Budget detail should be broken down into appropriate itemized budget categories and must clearly show personnel, insurance and operating expenses for each cost center: maintenance, pro-shop, food and beverage, administration and capital. Management Company shall be expected to operate within approved budget limits. Provide detailed projection of rounds Provide proposed rate and fee schedule for golf and restaurant/banquet operations. Fees to be listed by category type provide estimates of number of rounds by type. Provide % of discount from retail to be given to employees for golf and restaurant services. Provide % of discount from retail to be provided to charitable and non- profit organizations for golf and restaurant/banquet operations. Indicate annual basic management fee for both courses combined. Indicate in terms of % or fiat fee, the maximum amount of annual performance bonus to be paid if applicable. If a bonus is being proposed, indicate basis upon which it is to be evaluated. Section 6: Financial I Business Stability The Management Company shall submit all of the following financial statements/information. If this information is not included, your proposal will not be considered for evaluation. Balance Sheets and Income Statements for the current Fiscal Year and prior two (2) Fiscal Years of operation, prepared in accordance with generally accepted accounting principles and certified by an Independent Certified Public Accountant or notarized by the Chief Financial Officer. Also, please include the Management Company's Federal Income Tax Return for the previous three (3) years as completed and filed with the federal government. If the Management Company is a Wholly-Owned Subsidiary, the above referenced financial information for the parent company must be included. If the Management Company is a Franchise, Partnership, LLP, LLC or joint venture, the above referenced financial information of the franchisee, each partner, each LLC/LLP member or each joint-venture must be included. Any additional information considered pertinent to indicate the Management Company's financial and operational capabilities. Section 7. MISCELLANEOUS INFORMATION (Optional) This section allows the Management Company to include any additional literature, commentary, or graphics to enhance their proposal. CITY OF DELRAY BEACH MUNICIPAL GOLF COURSE FUND COMBINING STATEMENT OF REVENUE, EXPENSES AND CHANGES IN RETAINED EARNINGS (DEFICIT) Operating revenue: Charges for services Miscellaneous revenue Operating Expenses: Personal services Other operating expenses Depreciation Amortization of bond discount 1999 2000 2001 2002 2003* 2,885,826 2,978,846 3,016,916 3,007,049 2,475,728 147,353 25,159 45,856 19,950 33,476 3,033,179 3,004,005 3,062,772 3,026,999 2,509,204 2,348,895 2,485,966 2,533,394 2,663,945 2,613,545 233,409 238,612 223,049 233,026 218,018 5,346 5,346 5,346 5,346 2,587,650 2,729,924 2,761,789 2,902,317 2,831,583 Operatinglncome 445,529 274,081 300,983 124,682 (322,359) Nonoperating revenue (expenses): Interest revenue Interest expense Other Operating transfers: Operating transfers in Operating transfers out 38,046 48,123 46,537 31,933 13,599 (262,643) (254,395) (244,911) (234,651) (110,814) 544 (6,298) 58,822 (224,5971 1206,272) (197,830) (209,016) (38,393/ 220,932 67,809 103,153 (84,334) (360,752) 10,508 (32,000) (32,000) (36,500) (34,500) (34,500) Cumulative Effect of a change in accounting principle Net Income Retained earnings, beginning of year Retaining earnings, end of year 188,932 35,809 66,653 (118,834) (384,744) 571,543 760,475 796,284 862,937 744,103 760,475 796,284 862,937 744,103 359,359 396,783 760,475 796,284 601,030 642,431 130,951 261,907 101,672 1168,375) 760,475 796,284 862,937 744,103 359,359 Retained earnings (deficit): Invested in capital assets, net of debt Reserved for construction/capital Reserved for debt service Unreserved Total Retained earnings *The Delray Beach Golf Club operation was down during the summer of 2003 for greens and irrigation improvements. CITY OF DELRAY BEACH LAKEVIEW GOLF COURSE FUND COMBINING STATEMENT OF REVENUE, EXPENSES AND CHANGES IN RETAINED EARNINGS (DEFICIT) Operating revenue: Charges for services Miscellaneous revenue Operating Expenses: Personal services Other operating expenses Depreciation Amortization of bond discount 1999 2000 2001 2002 2003 804,113 953,703 919,260 885,982 828,116 5,757 7,031 5,968 7,502 4,336 809,870 960,734 925,228 893,484 832,452 518,476 563,570 585,866 610,590 586,134 61,436 84,262 88,406 86,677 48,982 5,691 5,691 5,691 5,691 585,603 653,523 679,963 702,958 635,116 Operatinglncome 224,267 307,211 245,265 190,526 197,336 Nonopemting revenue (expenses): Interest revenue Interest expense Other 9,669 7,296 6,743 2,186 4,638 (163,612) (150,982) (144,227) (137,057) (64,826) 14,730 800 (990) (153,943/ 1128,956) (136,684) 1134,871) (61,178/ 70,324 178,255 108,581 55,655 136,158 Operating transfers: Operating transfers in Operating transfers out (16,000) (19,000) (25,500) (22,500) (22,500) Net Income Retained earnings, beginning of year Retaining earnings, end of year 54,324 159,255 83,081 33,155 113,658 101,666 155,990 315,245 398,326 431,481 155,990 315,245 398,326 431,481 545,139 437,483 84,837 86,500 85,422 83,882 155,990 230,608 311,826 346,059 23,774 155,990 315,245 398,326 431,481 545,139 Retained earnings (deficit): Invested in capital assets, net of debt Reserved for construction/capital Reserved for debt service Unreserved Total Retained earnings: Attachment City of Delray Beach Fixed Expenditures FY 04-05 The following expense items have been predetermined by the City for the upcoming fiscal year beginning October 1, 2004. All proposers are to utilize these costs in preparing their financial projections. All costs listed are annual costs. Delray Beach Golf Club Administration: · Share of Admin. Services assistance from other City Departments $100,000 · Telephone $ 1,260 · Solid Waste Disposal fee $ 5,770 · Stormwater fee $ 6,270 · General Liability Insurance $ 16,280 Pro Shop: · Telephone $ 3,850 Course Maintenance: · Telephone $ 260 · Electric $ 23,030 · Water and sewer $ 1,880 · Irrigation water (includes reclaimed water cost) $ 23,010 Restaurant: · Telephone $ 1,590 · Electric $ 55,700 · Water and sewer $ 4,260 · Maintenance telephone system $ 40 · Restaurant and Clubhouse liquor license $ 2,400 Other: · Transfer to general fund for in-lian taxes $ 34,500 · Debt service $447,150 · Software licenses $ 2,500 Lakeview Golf Club Administration: · Share of Admin. Services assistance from other City Departments $15,000 · Telephone $ 3,750 · Electric $ 7,350 · Water and sewer $ 870 · Solid Waste fee $ 2,880 · Stormwater fee $ 1,810 · General Liability Insurance $ 3,610 · Telephone system maintenance $ 370 Course Maintenance: · Electric $ 12,140 · Water and sewer $ 1,360 Other: · Transfer to General Fund for in-lieu taxes $ 22,500 · Debt services $251,900 · Restaurant and Clubhouse liquor license $ 1,200 · Software licenses $ 1,400 666 ooo ooo oo o O0 000 O0 o o oo ooo ooooooo ~oo~ oo ooo ooooooo oooo ooo oo ooo ooooooo oooo ooo ~ oo ~o~ ~ oo oo 66666 66666 22666 66666 66 666 666~ 666 0 0 O0 000 o o oo oo oo oo oooo oo §§~ oo ooo oo O0 0000 O0 O0 000 O0 6666 666 k6k 66 oo ooo oo ooo ooo oo ooo ooo oooooo §§§ oo ooo ooo oooooo oo oo oooo oo oooo oo ooo ~oo 6°6 oo ~oooo~ ~ 66 66666 66 ~o ~ o~oo ~ u u ooooo uoow~o oooo oooo 66 ~ ~ ~ ooooooo oooo oooo oo oo oo oo ooo ooo ooo ~o~ o o o oo oo ooooo oo oooo oo oo oo o o oo oo ooooo oo oooo oo oo oo ooo o o oo oo ooooo oo oooo oo oo oo ooo o o oo oo ooooo oo oooo oo oo oo ooo o o o oo oo ooooo oo oooo oo oo oo ooo o o o oo oo ooooo oo oooo oo oo oo o o o oo oo 0oooo oo oooo oo oo oo ooo o o o oo oo ooooo oo oooo oo Oo oo ooo o o o oo oo ooooo oo oooo oo oo oo o o o oo oo ooooo oo oooo oo oo oo ooo o o o oo oo ooooo oo oooo oo oo oo ooo o o o oo oo ooooo oo oooo oo oo oo ooo o o o o oo 0 0 0 0 O0 o o o o oo o %0ooooo ~-~ooo o o o o o o ooooo 0 0 0 0 000 0 0 0 0 000 o o ooooo o o o o ooo H 0 0 0 0 U3 U1 U1 L) ~; CD 0 05 ~ o oo o o o o oo~ oo oo oo oo oo 000 000 000 ooo ~ oo ooooo ~oO~oo oooo 0 0 0 0 O0 0000 oooo oo ooo oo ooo oo0o oo ooo oo ooo oooo oo ooo oo ooo W~ oooo oo 0000 O0 0000 O0 0000 O0 o ~ oo ooo ooo oooooo ooo oo ooo oo oo oooo oooo oooo oooo ooo oo ooo ooo oo oo ooooo oo ooooo oo ooo oo ooo ooo oo oo ooooo oo ooooo oo ooo oo ooo ooo oo oo ooooo oo ooooo oo ooo oo ooo ooo oo oo ooooo ~ ooooo ooo oo ooo ooo oo oo ooooo ooooo ooo oo ooo ooo oo oo ooooo oo ooooo oo ooo oo ooo ooo oo oo ooooo oo ooooo oo ooo oo ooo ooo oo oo ooooo oo ooooo oo oooo oooo 000 O0 O0 O0 000 O0 oooo oo oo ooo oo oo oo ooo oo ooo oo oo oo ooo 0000 O0 O0 000 O0 O0 O0 000 O0 Q o ~ 0 0 0 0 O0 0 0 0 0 0 0 o o o o oooo ooooooo o o o o oooo ooooooo oooooo o o o o oooo ooooooo o o ooooo 00000 o°§§§ ~< 0000000000000000000000000000000000 0000000000000000000000 ~ 0000000000000000000000 ~ 0~0000~000000000000000 0000000000000000000000 0000000000000000000000 0000000000000000000000 ~ 0000000000000000000000 ~ 0000000000000000000000 0000000000000000000000 0000000000000000000000 0000000000000000000000 0000000000000000000000 0000000000000000000000 0000000000000000000000 0000000000000000000000000000000000000000000000000 0000000000000000000000000000000000000000000000000 0000000000000000000000000000000000000000000000000 0000000000000000000000000000000000000000000000000 00000000000000000000000000000000000000000~0000~0 0000000000000000000000000000000000000000000000000 0000000000000000000000000000000000000000000000000 0000000000000000000000000000000000000000000000000 0000000000000000000000000000000000000000000000000 0000000000000000000000000000000000000000000000000 0000000000000000000000000000000000000000000000000 0~0000000~00~0000000000000000000000000000000~0~0~ 0000000000000000000000000000000000000000000000000 0000000000000000000000000000000000000000000000000 0000000000000000000000000000000000000000000000000 0000000000000000000000000000000000000000000000000 0000000000000000000000000000000000000000000000000 0000000000000000000000000000000000000000000000000 0000000000000000000000000000000000000000000000000 000000000000000000000000000000000000000000000~00~ ooooooooooooooooooooooooooooooocooooooooooooooooo ooooooooooooooooooooooooooooooooooooooooooooooooo ooo0o000000000000o0o00000000000o0oooooooooooooooo 0000000000000000000000000000000000000000000000000 0000000000000000000000000000000000000000000000000 0000000000000000000000000000000000000000000000000 00000000000000000000000000000000000000000~0000000 O0000000000000000000000000000000000000000000%DOL~O0 00000000000000000000000000000000000000000000~0~]00 0000000000000000000000000000000000000000~0000 oooooooooooooooooooooooooooooooooooooooo~o~oooo 0000000000000000000000000000000000000000~0000 0000000000000000000000000000000000000000~0000 0000000000000000000000000000000000000000000000000 0000000000000000000000000000000000000000000000000 0000000000000000000000000000000000000000000000000 o o o ADMINISTRATIVE SERVICES MEMORANDUM TO: FROM: SUBJECT: DATE: David T. Harden, City Manager ~ Robert A. Barcinski, Assistant City Manager Agenda Item City Commission Workshop Meeting July 13, 2004 Draft Request for Proposals Tennis Facilities Management Agreement July 9, 2004 Attached is a draft Request for Proposals Tennis Management Agreement. Staff is seeking City Commission input and direction prior to completing and advertising the final proposal. In developing the proposal I primarily used the City of Las Vegas RFP, Chandler Arizona RFP, and Orange County Florida RFP as guides. Input in developing the RFP was received from Becky O'Connor, Brian Shutt, Rex Taylor, and Patsy Nadal. The tentative schedule is as follows: · Advertise · Mandatory proposal meeting and site tour · Receive proposals and distribute · Selection Committee meet to review · Complete evaluation forms independently · Present recommendation to City Commission July 18th July 30th August 20th August 26th August 31st September 7th RAB/tas Fil¢:u :sweeney/agenda Doc: Req Proposals Tennis Facilities Management Agreement CITY OF DELRAY BEACH, FLORIDA (logo) REQUEST FOR PROPOSALS RFP # 2004-40 MANAGEMENT SERVICES FOR THE DELRAY BEACH TENNIS FACILITIES (picture of center) Mayor: Vice-Mayor: Deputy Vice-Mayor: Commissioner: Commissioner: City Manager: Assistant City Manager: Jeff Perlman Alberta Perry McCarthy Jon Levinson Patricia Archer Bob Costin David Harden Robert Barcinski Advertisement Sheet REQUEST FOR PROPOSALS MANAGEMENT OF THE TENNIS FACILITIES RFP # 2004-40 The City of Delray Beach, Florida is seeking proposals for a professional tennis management company to manage the operations of the Delray Beach Tennis Facilities located at 201 West Atlantic Avenue and 2350 Jaeger Drive. Seven (7) copies of the complete RFP Package will be submitted to Mr. Joseph Safford, Finance Director, City of Delray Beach, 100 N.W. 1st Avenue, Delray Beach, Florida 33444 by 10:00 a.m. on August 20, 2004. No response or supplemental material will be accepted after that time. A selection committee consisting of no more than seven (7) members will be appointed by the City Manager and will evaluate and rank proposals based on the evaluation criteria contained within the RFP. Final selection will be made by the City Commission based on staff's recommendation. A copy of the Request for Proposals may be obtained by contacting the Purchasing Division at (561) 243-7161, in writing via e-mail (561) 243-7166 or mail from the Purchasing Division, City Hall, 100 N.W. 1st Avenue, Delray Beach, Florida 33444. Requests for proposals may be picked up at the Purchasing office. Cost will be $25.00. All questions and requests for additional information in conjunction with this Request for Proposals shall be directed in writing to Robert Barcinski, Assistant City Manager, City of Delray Beach, Florida by fax (561) 243-7199 or by e-mail at barcinski~ci.delray- beach.fi.us. A fully executed sworn statement concerning Public Entity Crimes will be required before a contract is executed. Advertisement Date: July 18, 2004 City of Delray Beach, Florida By: Joseph M. Safford Finance Director CITY OF DELRAY BEACH REQUEST FOR PROPOSALS TENNIS FACILITIES MANAGEMENT AGREEMENT 1.0 PROJECT MISSION AND GOALS: 1.1 Mission: The Delray Beach Tennis Centers will be recognized as the best public tennis facilities in South Florida; serving the needs of the citizens and entire community, through well-planned tennis programs, special events, and a wide variety of well managed amateur and professional tennis tournaments. 1.2 Goals of the Proiect: To provide quality tennis opportunities primarily to the residents of the City of Delray Beach and to non-residents of Delray Beach on an affordable basis year round. To actively manage facility operations in a manner that will control costs without sacrificing services to the public and the conditions of the facility. To provide excellent customer service to the public in all areas and aspects of the operation. To develop and operate a comprehensive "learn to play tennis" program for juniors and adults. To maintain the facility and courts at a level comparative to other local first class daily fee operations and consistent with levels expected of other City facilities and grounds. To continually make improvements at the facility within the limits of available funding. To be competitively priced with the local municipal tennis market. To address the needs of all skill levels of tennis players. To secure the services of a qualified tennis management company under a turn key management fee agreement. 2.0 THE FACILITIES: 2.1 General The City of Delray Beach owns and operates tennis facilities at two (2) locations. The Delray Beach Tennis Center is located at 201 West Atlantic Avenue and the Delray Swim and Tennis Club is located at 2350 Jaeger Drive. 2.2. Tennis Center The Tennis Center has fourteen (14) clay courts irrigated with an underground Cai-Cap system and seven (7) plexipave system hard courts, which include the stadium court. All courts are equipped with lighting, providing for night play. The site includes a 3,050 square foot clubhouse with 900 square feet of pro-shop space, a 900 square foot meeting room on the second floor, mens and ladies restroom/Iocker rooms and an office. Also on site is a 8,200 seat stadium, a box office, and a free standing restroom facility. In 1992 and 1993, the first two phases of the original City Tennis Center were completed. During these two phases, the fourteen (14) clay courts, four (4) hard courts, clubhouse, and stadium with seating for about 3,200 people were built. In 1993, additional seating within the stadium for 5,000 people and the free standing restrooms were built. In 1998, the box office was added, and in 2000, two additional hard courts were built. Then men's locker room contains 34 half-lockers, and the ladies 28 half-lockers. The City sells both annual and summer memberships which are honored at both facilities. Total membership for the fiscal year ending 2003 was 438; 404 annual memberships and 32 summer memberships. In fiscal year 2003, approximately 40,135 court assignments were made. The clay courts were last rehabbed in 2000 and 2001. 2,2 Delray Beach Swim and Tennis Club: The Swim and Tennis Club has twenty-four (24) clay courts, which are irrigated by an above-ground system. Ten (10) of the twenty-four (24) courts are owned by the Delray Racquet Association. By terms of an agreement entered into in 2000, the City is responsible for maintenance of these courts and the adjoining parking lot. First priority for use of these courts goes to association members who can reserve court times fourteen (14) days in advance verses seven days for other residents. In addition, association members (who are owners and renters of the St. Tropez Apartments) receive up to 20 family tennis memberships per annum and 20 free golf passes for a period of up to seven (7) years. None of the courts at this site are equipped with lights and per the agreement with the association, lighting of these courts is not permitted. The term of the agreement with the Delray Racquet Association is thirty-five (35) years. Shortly after the purchase of this site in 2000, all twenty-four (24) courts were rehabbed and a new court irrigation system, as well as pump was installed. Also, included on site is a standard double-wide trailer which is used as a pro-shop with offices, a crowd pleaser, and two storage pods used to store equipment and supplies. Also on site is a City swimming pool with restrooms, which is operated by the City's Parks and Recreation Department. Tennis site staff provide pool check in assistance and oversee site security. During this calendar year, an approximate 900 square foot maintenance building will be constructed and design has begun on an approximately 3,000 - 3,500 square foot clubhouse and remote restrooms for the ten (10) courts owned by the Association. The clubhouse will include a pro-shop, offices, meeting room, men and ladies restrooms/Iocker rooms and office and storage space for the swimming pool staff. It is anticipated that the clubhouse will be under construction sometime in 2005. In the fiscal year ending September 30, 2003, 20,832 court assignments were made. 2.3 Other Information: On January 14, 2004, the City entered into an Amendment No. 1 of the Restated Agreement between the City and Match Point, Inc. for the purpose of conducting an ATP hardcourt men's tennis tournament at the Tennis Center site. The Amended Agreement extends the term through 2013. This is an exclusive license with Match Point which provides the promoter use of the entire site center during the tournament. This year, the tournament will be held from September 11-19, and in 2005, January 29 - February 6. The City also is under contract with Players International Management through April, 2007 to hold the USTA 12 and Under Super National Spring Championships. Courts at both sites are utilized for this tournament. The City also has entered into an agreement with Chris Evert Charities, Inc. on an annual basis for the use of the Tennis Center and Stadium for the Chris Evert Pro- Celebrity Tennis Classic. This event is generally held the first weekend in December each year. In addition to use of the stadium court, other courts, as well as the clubhouse and Community Center are provided for their use. Courts and other staff assistance has been provided over the last few years to the South Florida Rainbow Tennis Association, a multi-cultural charitable organization for their two (2) day amateur tournament, generally held in mid-February each year. Court time and assistance is also provided to the Roots Cultural Festivals, Inc. for the purpose of conducting their annual tournament each July. 3 A three (3) year contract was entered into on December 9, 2003 between the City and Worldwide Entertainment, Inc. for the purpose of conducting five (5) concerts in the stadium each year. In addition to use of the stadium, they are also authorized to use other site facilities, including use of the box office, clubhouse, parking lots and Community Center. The Tennis Center is also the site for the City's First Night grande finale held on December 31 st of each year. 3.0 SPECIAL TERMS AND CONDITIONS: 3.1 Purpose of the Project: The City is soliciting proposals from qualified proposers (hereinafter referred to as the "Management Company") having the required experience in tennis facility management and the ability to commence work, in accordance with the specifications stated herein, on October 1, 2004. The Scope of Service to be performed under this agreement will consist of all tasks necessary for the complete year round management and operations of Delray Beach Tennis Facilities. This RFP will cover the following operating areas: ManagementJAdministration of Operations and Facilities Court Management and Maintenance Tennis Professional Services Tennis Merchandise Sales and Service 3.2 Contract A~lreementJCompensation. The specific services and management fee will be negotiated with the selected management company and the Management Company will be required to enter into a formal agreement with the City of Delray Beach incorporating these and other terms that the City believes are in its best interests. At all times during the term of the contract, the successful Management Company shall act as an independent contractor and at no time shall be considered as agent or partner of the City of Delray Beach. The City of Delray Beach reserves the right to delete or amend any of the services as listed and described herein, 3.3 Minimum Qualifications. It is the intent of the City of Delray Beach to acquire the services of a firm to operate the facilities as a premier public tennis facility. The City is interested in creating a private/public partnership that will help the City operate the tennis facilities to meet 4 their mission and goals. The City expects to receive proposals from interested parties that have at least the following minimum qualifications: Have a minimum of five (5) years of experience within the last ten (10) years in the following tennis related field: Total management and operation of a tennis facility similar in size. To enhance your qualifications, please include experience with municipal tennis facilities. Pro-shop operations, including administration, merchandise sales, and racquet repairs. The City requires the Management Company to employ a USTA or USPTA Certified Head Pro with five (5) years experience. Tennis Facility Maintenance Operations. The City requires that the Management Company employ a fully qualified and experienced individual with at least five years experience in South Florida, that can effectively maintain and care for the tennis facilities and courts. Possess and demonstrate a record of financial responsibility commensurate with the obligations contemplated under this RFP. Possess a competent record of employment or history of contract service in the operation of similar tennis facilities, as verified and supported by references, letters, and other necessary evidence from all employers and/or public agencies. 3.4 Contract and Term: The term of the contract is proposed to be five (5) years with an option to renew for an additional three (3) years at the sole discretion of the City. If a satisfactory contract cannot be negotiated with the recommended Management Company, negotiations may then be started with the first alternate vendor. The successful proposal shall become an integral part of the contract, but may be modified by the provisions of the contract. 3.5 Submittal of Documents: The Management Company shall submit one (1) original and six (6) copies of each proposal to Joseph Safford, Finance Director, City of Delray Beach, Florida 33444 by the time and date specified (August 20, 2004 at 10:00 a.m.). At the designated time and place, the Finance Director or his designee will open and record the proposal for the record. The City reserves the right to waive any irregularities in the proposal. The City will not be responsible for any expenses incurred as a result of responding to the proposal. The contract is to begin October 1, 2004. These documents constitute a complete set of specification requirements and forms. It is the responsibility of the Management Company to insure that all pages are included. Therefore, all Management Companies are advised to closely examine this package. All proposals must be typed or written in ink, and must be signed in ink by an officer or employee having authority to bind the company. Signatures are required where indicated; failure to do so shall be cause for rejection of proposal. Time is of the essence and any proposal received after Friday, August 20, 2004 at 10:00 a.m., whether by mail or otherwise, will be returned unopened. The time of receipt shall be determined by the time clock located in the office of the Finance Director. Proposals shall be placed in a sealed envelope, marked in the lower left-hand corner with the RFP number, title, and date and hour proposals are scheduled to be received. Offerors are responsible for insuring that their proposal is stamped by Purchasing Division personnel by the deadline indicated. The City shall in no way be responsible for delays caused by any other occurrence. Offers by telephone, telegram or facsimile shall not be accepted. The Finance Director or his designee may issue written addenda to all recipients to clarify, comment, correct or as otherwise required to facilitate the selection process. Should any questions require revisions to the specifications as originally published such revision will be by formal written addendum only. For information concerning this RFP, please contact: Robert Barcinski, Assistant City Manager 100 N.W. 1st Avenue Delray Beach, FL 33444 Phone: (561) 243-7011 Emaih Barcinski~ci.delray-beach.fl.us 3.6 Addendum to the RFP: No interpretation or changes to the meaning of this Request for Proposal will be made to any offeror orally. All changes and interpretations will be made by written addendum. All questions regarding this RFP should be submitted in writing and must be received not later than ten (10) calendar days prior to the closing date for proposals, addressed to: Robert Barcinski, Assistant City Manager 100 N.W. 1st Avenue Delray Beach, FL 33444 Fax: (561) 243-7199 All questions will be answered in writing via addenda. 3.7 Mana.qement Company's Responsibilities: Each Management Company is required, before submitting their proposal, to carefully examine the proposal requirements and to completely familiarize themselves with all of the terms and conditions that are contained within this RFP. Ignorance on the part of the Management Company will in no way relieve the Management Company of any of the obligations and responsibilities which are a part of this RFP. 3.8 Pre Proposal Meeting and Site Visit: The City will conduct a mandatory pre-submittal meeting and site visit (tour) of both facilities which will be held on Friday, July 30, 2004 at 10:00 a.m. at the Delray Beach Tennis Center, 201 West Atlantic Avenue. Any questions received will be compiled into a written addendum. 3.9 Insurance Requirements: The awarded provider shall obtain and maintain in force at all times during the term of the contract derived from this RFP, insurance coverage pertaining to the following: Crime and Employee Dishonesty Insurance: Minimum limits of $500,000 per occurrence. Performance Bond: The successful Management Company shall furnish, to the City, a Performance Bond or Clean Irrevocable Letter of Credit for one hundred percent (100%) of the Contract amount, prior to commencement of work, and shall keep in force and effect during the entire term of this Agreement and thereafter for a period of six months or until all financial obligations are satisfied, whichever comes first. The successful Management Company shall furnish a Performance Bond in a form and format satisfactory to the City as security for the faithful performance of the Contract resulting from the award of this RFP for the payment of all persons performing services or providing supplies, and for all costs incurred by the City to obtain a replacement contract, in the event the Management Company fails to perform as required under said Contract. The term "COST" as used herein shall include all fees, costs, and expenses arising out of the Management Company's failure to perform the contract whether direct, indirect, actual, consequential, or incidental and shall include attorney's fees and costs, expert witness fees and expenses, and all time incurred by City staff. 7 The Performance Bond is to ensure the faithful performance of all the requirements of the Contract, and to save, defend, indemnify, and hold harmless the City from any and all damages, costs, fees, and expenses, either directly or indirectly arising out of any failure to perform the Contract. The Bond(s) shall be issued by a company authorized to do business in the State of Florida and having a currently valid certificate of authority and bonding capacity as issued by the United States Department of Treasury under 31.U.S.C.. Sections 9304 through 9308. Bond Company shall meet all requirements/regulations set forth under the Florida Insurance Commissioner's Office. The Management Company shall verify, prior to execution of the Contract, the acceptability of the surety provided thereunder. The attorney-in-fact who signs the Bond(s) must file, with the Bond(s), a certificate and effective dated copy of power of attorney. The Management Company must furnish the executed bond(s) prior to the City's approval of the Contract. A cash deposit, or certified check, or Irrevocable Letter of Credit from a financial institution with a rating deemed acceptable by the City may be provided in lieu of the Performance Bond, provided that the form, format, and terms of coverage are acceptable to the City. The terms of coverage of an Irrevocable Letter of Credit shall be substantially the same as that required of the Performance Bond(s), and the Letter of Credit shall be issued by an institution that offers security similar to that of a bonding company. Workers Compensation: Coverage with Statutory Limits for coverage "A" and limits of a minimum of $1,000,000 for Employers Liability. General Liability Insurance: Minimum limit of $1,000,000 per occurrence and $2,000,000 in the aggregate annually, providing coverage for Premises and Operations, Products and Completed Operations, Fire Legal Liability, and Personal and Advertising Injury Liability. Automobile Liability: For any owned or non-owned vehicles, with minimum limits of $1,000,000 per occurrence. Pollution Liability: Minimum limit of $1,000,000 must be maintained. All insurance policies must be obtained through insurance companies that are authorized to transact business in the State of Florida by the Department of Financial Services, and they must carry a minimum rating of A.M. Best of A- as to management and VII as to financial size. 3.10 Additional Information: For additional information, please contact Robert A. Barcinski, Assistant City Manager at (561) 243-7011. 4.0 SCOPE OF SERVICES: The scope of services to be provided by the successful Management Company shall include, but are not limited to the following: 4.1 Administration: Provide administrative oversight for all key operations such as pro-shop services, court maintenance, lessons, site and building maintenance. Ensure that the facilities are operated at a level comparable to other first class municipal tennis facilities. Supervise and direct the administration of all tennis operations, including, but not limited to the following: · The collection, deposit and reporting of revenue; · The procurement of and payment authorization for materials and services; · Tennis merchandise sales, rentals and repair, tournament management, both amateur and professional, junior tennis programming, tennis lessons and clinics programming; · Court management and maintenance, general supervision of the tennis facilities and the preparation of courts for daily play; and · Any incidental services in as may be directed. The Management Company shall hire, train, evaluate and fire all personnel necessary to operate and maintain the tennis facilities. The Management Company will have full authority over all personnel decisions and they shall be employees of the Management Company. The Management Company shall respond to customer inquiries and complaints received directly or through the City Manager's office in writing within seven (7) days of receipt. The Management Company shall make recommendations annually for maximum fees and rates for tennis fees, equipment rental, racquet repair, and memberships. Complete annual fee and rate market analysis. Make recommendations related to operational policy. 4.2 Financial: · Prepare an annual operating and capital budget for review by the City Manager in accordance with City budget submittal requirements. · Prepare a five (5) year Capital Improvement budget annually for review by the City Manager in accordance with City budget submittal requirements. · Prepare and process requisitions for procurement of supplies, materials, equipment, services and capital items in accordance with the City policies and procedure. · Prepare bid specifications for supplies, materials, equipment, services and capital items as may be required. · Maintain a petty cash fund in accordance with City policies and procedures. · Manage and maintain a computerized point of sale computer system and cash register system for tennis operations. · On a daily basis deposit all gross revenues in account of and to the credit of the City without regard to any adjustments that may be made. · Perform monthly inventory counts, as may be required to ensure proper accountability. · Ensure that adequate internal control systems are in place in all areas of the operation. · Perform monthly audits of cash~ 4.3 Operations and Maintenance: · Provide routine janitorial (daily) and building maintenance services as required and provide all necessary supplies for restrooms and locker rooms. · Provide routine preventive maintenance services as requested. · Ensure other structures, equipment and irrigation systems are maintained and repaired as needed. · Maintain tennis courts and other common areas to the highest quality of maintenance possible. ]0 · Operate and maintain the tennis facilities in accordance with all federal, state, and local government laws, regulations, including health department regulations and state liquor board regulations. · Maintain pro-shop inventory to ensure customer needs are met. · Keep a perpetual inventory of merehandise for resale. · Coordinate site landscape maintenance services with the City's Parks Maintenance Division. · Previde racquet repair service on-site. · Prepare a quarterly newsletter for members and other customers. · Previde tennis lessons to the public, meeting their skill level needs; both individual and greup lessons. · Staff pre-shops at all times during hours of operation. · Balance court utilization between daily walk-on play, league play, and lessons. · Maintain the pre-shop area as a tennis shop in which racquets, balls and memhandise are kept for resale. · Replace tennis nets and wind screens as required. · Maintain courts daily in accordance with standard maintenance practices. · Be responsible for maintenance and repair of tennis court lighting and irrigation systems. · Provide assistance and services, as required, for amateur and prefessional tennis tournaments, as well as other events contracted by the City to be held on site and/or at the stadium. Services include, but are not limited to: · Attendance at meetings, as may be required by the City. · Install and remove seat kills. · Recruit and manage ball person pregram for ATP Tournament. · Install and remove pretective floor covering. · Pressure clean stadium area, including seats and walkways. ]! · Assist in court setup for tournaments. · Assist in court scheduling for tournaments. · Assist tournament promoters with special clinics. · Have a representative on site during special events and tournaments. · Open and close facilities as may be required. · Provide supplies and keep stocked restroom facilities. · Assist with issues involving stadium use during events and tournaments. · Make available practice courts, as may be required for tournaments. 4.4 Marketint:l and Promotions: · Develop and conduct youth programs and clinics which meet the needs of the tennis customer. · Develop and implement tennis teaching programs. · Prepare and submit an annual marketing plan for City approval. · Promote and develop a wide variety of events and programs, including junior tennis, charity events, and programs for underprivileged youth. · Develop advertising and promotional materials for tennis operations. · Offer demonstrations of aspects of the game of tennis in promotion of the tennis facilities, free of charge. 4.5 Other: · Provide monthly reports to include, but not limited to, financial information, utilization rate, maintenance highlights, program data, and marketing/promotional initiatives in a format as may be prescribed by the City. · Ensure security and protection of all assets, including City funds. · Provide response and backup response to answer alarms during all hours of the day. · Make recommendations and assist the City in planning and implementing capital improvements. · Conduct all operations and activities to comply with safety regulations and standards. Ensure compliance with all environmental and natural resources laws, regulations and permits. 5.0 SELECTION PROCESS AND EVALUATION CRITERIA: 5.1 Selection Process: A selection committee of no more than seven (7) individuals will be appointed by the City Manager or his designee to review and evaluate the proposals in accordance with the evaluation criteria. All proposals timely received will be reviewed first by the Purchasing Division to determine if each Management Company has submitted the required information and met all Proposal Requirements. Those proposals fulfilling the Proposal Requirements (as stated in Section 3) shall be referred to the Selection Committee for review and further consideration. The Selection Committee will evaluate all responses to this RFP that meet the proposal requirements and are deemed responsive. The Selection Committee may evaluate all proposals based solely on the information submitted with the proposal. Accordingly, Management Companies are urged to ensure that their proposals contain all the necessary information for the Selection Committee to fairly and accurately evaluate each of the criteria listed below. However, the Selection Committee reserves the right to determine that an oral presentation, additional written information, internal staff analysis, Management Company presentations, outside consultants, and/or any other information may be required by the Selection Committee, at any time during the selection process, to help the Committee determine the final ranking of Management Companies. The Selection Committee may determine, as the result of additional information, that the impact of this information is significant and may be considered in the scoring and/or ranking, at the discretion of the Committee. After proposals are received and distributed to each member of the Selection Committee, Committee members may elect to review and discuss proposals. Each member of the Selection Committee will then independently evaluate and score the individual proposals and submit their evaluation information to the Assistant City Manager. In addition to the raw score submitted, each member will submit separate rankings for each firm. All scores per category will be averaged and added to determine final score. 5.2 Evaluation Criteria: 1. Firm Experience/Qualifications, 13 3. 4. 5. Background/References Staffing and Operational Plans Service Programs/Promotions/Marketing Financial Plan/Fees Financial/Business Stability (1 to 20 points or 20%) (1 to 25 points or 25%) (1 to 20 points or 20%) (1 to 25 points or 25%) (1 to 10 points or 10%) Total maximum points 100, 6.0 GENERAL REQUIREMENTS: 6.1 Contract Awards The City anticipates entering into an agreement with the Management Company which submits the proposal judged by the City to be most advantageous. The City anticipates awarding one agreement. The Management Company understands that this RFP does not constitute an offer or an agreement with the Management Company. An offer or agreement shall not be deemed to exist and is not binding until proposals are reviewed, accepted by appointed staff, the best proposal has been identified, approved by the appropriate level of authority within the City, and executed by all parties. The City reserves the right to reject all proposals, to abandon the project and/or to solicit and re-advertise for other proposals. The City reserves the right to cancel the RFP or portions thereof without penalty. The City reserves the right to waive any irregularities and technicalities and may, at its sole discretion, request a clarification or other information to evaluate any or all proposals. All terms and conditions of this RFP, any addenda, Management Company's submissions, and negotiated terms, are incorporated into the contract by reference as set forth herein. Document files may be examined, during normal working hours, ten days after proposals have been opened. The proposal with the highest number of points will be ranked first. The City reserves the right to further negotiate any proposal, with the highest rated Management Company. If an agreement cannot be reached with the highest rated Management Company, the City reserves the right to negotiate and recommend award to the next highest Management Company or subsequent Management Companies until an agreement is reached. 6.2 News Releases: ]4 The Management Company shall obtain the prior approval of the City Manager's Office for any and all news releases and/or other publicity pertaining to this RFP or the service, study or project to which it relates. 6.3 Indemnification of City: The Management Company shall at all times hereafter, indemnify, hold harmless and defend the City, its agents, and employees from and against any claim, demand or cause of action of any kind or nature arising out of error, omission or negligent act of Management Company, its agents, or employees in the performance of services under this Agreement. Management Company further agrees, at all times hereafter, to indemnify, hold harmless and defend the City, its agents and employees from and against any claim, demand or cause of action of any kind or nature arising out of any conduct or misconduct of Management Company resulting from the performance of services for which the City, its agents, or employees are alleged to be liable. Management Company acknowledges and agrees that the City would not enter into this agreement without this indemnification of the City by the awarded Management Company, and that the City's entering into this Agreement shall constitute good and sufficient consideration for this indemnification. These provisions shall survive the expiration or earlier termination of the Agreement. Nothing in this Agreement shall be construed to affect in any way the City's rights, privileges, and immunities as set forth in Florida Statutes 768.28. 6.4 Licenses: Management Companies must furnish satisfactory evidence that they are capable of obtaining licenses as required to do business in the State of Florida, in Palm Beach County, and in the City of Delray Beach, including but not limited to, licenses required by respective State Boards and other governmental agencies responsible for regulating and licensing the services provided and performed by the provider. A copy of the license(s) held by the Management Company must accompany the proposal. Any Management Company that is not fully licensed and certified shall be rejected. 6.5 Public Entity Crimes: A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime, may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, for CATEGORY TWO (Currently $25,000) for a period of 36 months from the date of being placed on the convicted vendor list. 6.6 Code of Ethics: If any Management Company violates or is a party to a violation of the code of ethics of the State of Florida with respect to this proposal, such Management Company may be disqualified from pedorming the work described in this proposal or from furnishing the goods or services for which the proposal is submitted and shall be further disqualified from bidding on any future proposals for work, goods or services for the City of Delray Beach. 6.7 Drug-Free Workplace: Preference shall be given to businesses with Drug-Free Work Place (DFW) programs. Whenever two or more proposals which are equal with respect to price, quality, and service are received by the City for the procurement of commodities or contractual services, a proposal received from a business that completes the attached DFW form certifying that it is a DFW shall be given preference in the award process. 6.8 Final Selection: The City of Deiray Beach will select the firm that meets the best interests of the City. The City shall be the sole judge of its own best interests, the proposals, and the resulting negotiated agreement. The City's decisions will be final. The firm will be selected in a timely manner following the oral presentations, if necessary. Following notification of the selected firm, it is expected a contract will be executed between both parties. 6.9 Ril:lht to Reiect Proposals: Submission of a proposal indicates acceptance by the firm of the conditions contained in this Request for Proposal unless clearly and specifically noted in the proposal submitted and confirmed in the contract between the City of Delray Beach and the firm selected. The City of Delray Beach reserves the right, in its sole discretion, to reject any or all proposals. 7.0 SUMITTAL REQUIREMENTS: Management Company shall submit one (1) original and six (6) copies in a clear, concise format, on 8 ~" x 11" paper, in English. Each tabbed set shall contain all the information required herein to be considered for award. Omission of required data may be cause for disqualification. Any other information thought to be relevant, but not applicable to the enumerated sections, should be provided as an appendix to the proposal. If publications are supplied by a Management Company to respond to a requirement, the response should include reference to the document number and page number. Proposals not providing this reference will be considered to have no reference materials included in the additional documents. Proposals must be properly signed in ink by the ownedprincipal having the authority to bind the Management Company. Section 1: INTRODUCTION An introduction letter introducing the management company including the corporate name (if applicable), address and telephone number of principal office, number of years in business and size of staff. Please include e-mail address of primary contacts. Include a reproduction of Corporate Charter Registration, if applicable. Indicate the primary person responsible for this project. Introduction shall be signed by an individual authorized to bind the company. Briefly state the Management Company's understanding of the work to be done, and make a positive commitment to perform and complete the project. Section 2: FIRM EXPERIENCE / QUALIFICATIONS / BACKGROUND / REFERENCES Please provide the following: Detailed statement of their experience, qualifications, and background for providing management and administration of tennis facilities, or other similar facilities. Provide a list of officers and principal managers, background information, experience and length of employment A minimum of three (3) references demonstrating the successful management and administration of tennis facilities with a minimum of 14 courts, within the past five (5) years. Provide list of any lawsuits against the company and/or principals over the last ten (10) years, summarizing the allegations and providing the results of the suit, if not currently active. Each reference shall include the following: Name of client company, contact names, addresses, telephone/fax numbers, dollar amount of contracts and dates of service. Scope of Work, types of services performed, and number of full-time staff provided. 17 Description of Management Company's demonstrated history of providing superior customer satisfaction to tennis players. Include letters of commendation/recommendation. Section 3: STAFFING AND OPERATIONAL PLANS Proposed organizational chart. List types by title and numbers of on-site staff. Names, background, and experience of corporate, as well as, key on-site personnel. Proposed handling of existing staff of the current management company. Details concerning benefit packages that will be provided to employees. Pro-shop operational plans, including merchandise sales and racquet repair. Facility and Court maintenance plans. Plans for distribution and use of court times for daily play, league play, and lessons. Section 4: SERVICE PROGRAMS / MARKETING / PROMOTIONS The Management Company shall include a description of proposed service programs, including, but not limited to, the following: Description of nature and extent of the tennis programs and related services to be offered to the public. Approach toward measuring and achieving customer satisfaction. Creative concepts for marketing the tennis facilities. Proposed policy for court time reservations. Concepts for tennis instruction, high school programs and youth tennis programs and other programs that may be proposed. A sample of a customer satisfaction survey utilized by your company and a copy of the summary of results of each survey completed in the last two (2) years, if favorable. ]8 Section 5: Section 6: Management and promotion of tournaments. Other special events and tennis outings. Other service programs. Provide plans for distribution of pro-shop merchandise sale income. Provide plans for distribution of tennis lesson income. Please describe cost savings improvements, if any, that you will implement. FINANCIAL PLANS / FEES Provide a detailed five (5) year revenue and expense budget Budget detail should be broken down into appropriate itemized budget categories and must clearly show personnel, insurance and operating expenses for each cost center: maintenance, pro-shop, administration and capital. Management Company shall be expected to operate within approved budget limits. Provide detailed projection of court plays and annual memberships. Provide proposed rate and fee schedule for tennis operations. Fees to be listed by category type. Provide estimates of number players per type, per facility. Provide % of discount from retail to be given to employees for tennis services. Provide % of discount from retail to be provided to charitable and non- profit organizations for tennis operations. Indicate annual basic management fee for sites combined. Indicate in terms of % or flat fee, the maximum amount of annual performance bonus to be paid if applicable. If a bonus is being proposed, indicate basis upon which it is to be evaluated. Financial I Business Stability The Management Company shall submit all of the following financial statements/information. If this information is not included, your proposal will not be considered for evaluation. Balance Sheets and Income Statements for the current Fiscal Year and prior two (2) Fiscal Years of operation, prepared in accordance with generally accepted accounting principles and certified by an Independent Certified Public Accountant or notarized by the Chief Financial Officer. Also, please include the Management Company's Federal Income Tax Return for the previous three (3) years as completed and filed with the federal government. If Management Company is a Wholly-Owned Subsidiary, the above referenced financial information for the parent company must be included. If Management Company is a Franchise, Partnership, LLP, LLC or joint venture, the above referenced financial information of the franchisee, each partner, each LLC/LLP member or each joint-venture must be included. Any additional information considered pertinent to indicate the Management Company's financial and operational capabilities. Section 7. MISCELLANEOUS INFORMATION (Optional) This section allows the Management Company to include any additional literature, commentary, or graphics to enhance their proposal. Attachment City of Delray Beach Fixed Expenditures FY 04-05 The following expense items have been predetermined by the City for the upcoming fiscal year beginning October 1, 2004. All proposers are to utilize these costs in preparing their financial projections. All costs listed are annual costs. Tennis Facilities: * Telephone $ 3,700 · Electric $47,220 · Water and Sewer $16,850 · Solid Waste fee $ 3,120 · Stormwater fee $ 4,520 · City General Liability Insurance $33,140 · Vehicle maintenance City Garage $ 900 · Fuel City Garage $ 900 oo o o oo oo oo oo oo oo oo o(13 oo oo oo (Do o~~ ooo~o ooooooooo oooo ooo ooo ooo o0ooo oooo o o o o o O0 0 0 ~m ~° ~oo o om~m o~q ~ oo~ 00% ~ oo~~ 00% w oo~ ~ oo~ % < m o HH m o00 ~o<~4~ ~o<~= ~o<~. I-IH ~:g .? 000 000 000 000 000 000 000 000 000 000 O0 I--IH 000 000 000 O0 0 0 0 0 0 0 ADMINISTRATIVE SERVICES MEMORANDUM TO: FROM: SUBJECT: David T. Harden, City Manager ~obert A. Barcinski, Assistant City Manager Agenda Item City Commission Workshop Meeting July 13, 2004 Roots Cultural Festival Proposed Concert Contract DATE: July 9, 2004 As of late this afternoon we have not received a response from Worldwide Entertainment nor have we received the additional information that we requested Management Services Organization to provide. RAB/tas File:u:sweeney/agenda Doc: Roots Cultural Festival Proposed Concert Contract Memo To: City Commission From: David Harden ~ CC: Date: July 9, 2004 Re: Mayor/Commission Salaries Attached is an updated salary survey for Mayor and Commission salaries in other cities in our area which are approximately our size and have the Council/Manager form of government. In my opinion, our salaries for these positions are Iow and should be increased. I would recommend salaries and expense allowances comparable to Boynton Beach or Deedield. Mayor and Commission salaries may be increased by ordinance, but the increase is not effective until after an election which is at least six months after the adoption of the ordinance. In other words, in order for an increase to take effect immediately after the March 2005 election, an ordinance increasing salaries must be adopted no later than September 8, 2004. MAYOR/COMMISSION SALARY SURVEY June 24, 2004 Expense Benefits Account] City Salary Package Auto Totals Population Boca Raton- Mayor $9,000 Health, Life $5,400 $14,400 70,298 Boca Raton- Commission $7,200 Health, Life $5,400 $12,600 Boynton Beach - Mayor $12,000 Health $6,500 $18,500 64,593 Boynton Beach- Commission $9,000 Health $6,000 $15,000 Deerfield Beach- Mayor $9,027 Health, Life $10,100 $19,127 64,748 Deerfield Beach- Commission $7,640 Health, Life $10,100 $17,740 Delray Beach- Mayor $6,902 Health $5,100 $12,002 62,578 Delray Beach ~ Commission $5,525 Health $4,264 $9,789 Jupiter- Mayor $16,440 Health, Dental None $16,440 44,087 Jupiter- Commission $14,640 Health, Dental None $14,640 Palm Beach Gardens - Mayor $10,800 Health, Life, None $10,800 39,423 Dental Palm Beach Gardens - Commission $9,600 Health, Life, None $9,600 Dental Wellington - Mayor $3,600 Health, Life, $6,504 $10,104 46,208 Dental, Vision Wellington- Commission $3,600 Health, Life, $6,000 $9,600 Dental, Vision U:\CM other~Mayor-Commission Benefits Survey,doc