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0 Request for Proposals for Concession Services City of Whitefish Parks and Recreation Pre-Proposal Meeting: April 9, 10:00 a.m. Location: Whitefish City Beach Proposal Due Date: April 23, 2021 at 4:00 p.m. Location: City of Whitefish 418 E. 2nd Street P.O. Box 158 Whitefish, MT 59937 Contact Person For questions regarding this Request for Proposal, please contact: Carla Belski Community Services Coordinator PO Box 158 Whitefish, MT 59937 (406)863-2473 [EMAIL REDACTED] ---PAGE BREAK--- 1 GENERAL INFORMATION A. PURPOSE The purpose of this Request for Proposal (RFP) is to solicit proposals for floatation watercraft rentals at City Beach during the 2021-2025 summer seasons. The successful applicant shall provide vending services at the facility for the benefit of the park patrons during agreed upon times between the Community Services Coordinator and Vendor. B. BACKGROUND The City of Whitefish parks are very well attended during the summer season. The City of Whitefish Parks and Recreation Department is looking to enter into a seasonal contract with a vendor to serve park patrons during normal park hours (11am – 7pm). This service is not to conflict with other vendor contracts the department holds, such as for special events. C. TERMS OF AGREEMENT The anticipated term of the contract would be from Memorial Day weekend through Labor Day weekend, 2021-2025. The lease would include the use of the City Beach storage unit, the east room below the concession stand, and a designated area of City Beach. Access to the facility before and after the service season will be granted for the purposes of setting-up and tearing-down. D. PAYMENT The proposer's payment of rental for the privilege of providing floatation watercraft rental services at the facility will be a proposed rate including a $1,000 rental fee and gross sales percentage of 10%. E. PROVISION OF SERVICES Under the terms and conditions of the contract, the selected vendor shall be responsible for the procurement, installation, operation and maintenance of the equipment and supplies necessary for service provision, including but not limited to the management of revenue collection, maintenance/cleaning of the leased areas and rental equipment. The selected vendor shall possess all licenses, permits, insurance, and be responsible for the hiring, insurance, supervision and termination of vendor employees. The selected vendor agrees to comply with applicable local, state and federal ordinances, statues, laws, rules, regulations and best business practices governing concession services. F. OPERATION The proposer will be required to provide a level of service including cleaning of the leased areas equal to the standards set by the City at all other City recreation facilities, areas, and parks. The City shall not be liable for any cost incurred by the selected proposer to commence and maintain operations of the vending services. The City is not liable for any losses incurred by the selected proposer during the term of any executed agreement. The City makes no promise of total sales amounts nor does the City guarantee the selected proposer a set number of potential patrons. The selected proposer shall not sublease or transfer this agreement to any other party. City shall have the option to terminate this agreement based on a request to transfer or sublease. Selected proposer cannot sell glass containers, alcoholic beverages, or tobacco products. ---PAGE BREAK--- 2 INSTRUCTIONS TO PROPOSERS A. Minimum Requirements for Responsive RFP: 1. MINIMUM QUALIFICATIONS: In order to be deemed minimally qualified for consideration in the award of the lease for the subject facility, a proposer must: a. Have a minimum of one year of experience in the provision of similar services as requested, or provide other evidence of qualifications to provide the service requested. b. Possess the necessary line of credit or equity to manage a public operation of this nature. 2. In order to be deemed fully responsive to this RFP, a proposer must complete and submit the following: a. Proposal Forms/Narrative Outline b. Statement of Personal Business History c. City Business License or a Statement of Intent to Obtain a City Business License 3. Proposers must present evidence, satisfactory to the City, indicative of their ability to operate and maintain the specified equipment. To this end, each proposer must attach the following: a. General Business Statement: A statement of all the important business activities of the proposer's major business life. This statement should emphasize the proposer's experience in the operations and/or management of concession services specified. In the event that the proposer has provided such service on a contractual basis to a public agency or to a private entity, the proposer shall submit the name, address and phone number of such clientele, and a brief description of the services provided and other pertinent data. Further, the proposer must identify any such contracts that, within the last five years, have been canceled or not renewed. b. Personal References: A minimum of three personal references giving current names, addresses and telephone numbers in each instance is required. c. Credit References: A minimum of three credit references giving current names, addresses and telephone numbers in each instance is required. It is also required that at least one of the three references be a bank or savings and loan institution. The type of relationship shall also be indicated checking, savings, real estate loans, construction loans, small business loans, etc.). A credit check of these references may be conducted by the City. d. Proof of Insurance: Proposers currently providing similar services shall submit a ---PAGE BREAK--- 3 Certificate of Insurance for the operations involved. In the absence of such certificate, proposers may submit a Letter-of-Commitment from an acceptable insurance company setting forth that the required insurance coverage, as described in the Sample Management Agreement, will be available to the proposer at the time/term of contract commencement. Commercial General Liability: Bodily injury and property damage liability as shall protect the vendor and any subcontractor performing work under this contract from claims of bodily injury and property damage which arise from operation of this contract whether such operations are performed by the vendor. Such insurance coverage must indemnify and hold harmless the City of Whitefish, its managers, directors and employees for any negligent acts whether by commission or omission of the vendor, vendor’s employees and any subcontractor and employees of the subcontractor. Proof of liability insurance with primary and non-contributory coverage for personal injury and property damage shall not be less than $1.5 million for each occurrence. This insurance shall include coverage for products/completed operations, personal injury liability and contractual liability. e. Proposed Price List: Sample prices, fees, and charges for all contemplated items shall be submitted. f. Service Program: A detailed, narrative description of all services contemplated shall be drafted and submitted. B. PREPARATION OF THE PROPOSAL 1. All proposals must be typed for submission. 2. If proposal is made by a partnership, it shall be signed with the partnership name and by an authorized general partner, and the full names and current mailing addresses of each general and limited partner shall be supplied. If the proposal is made by a joint venture, it shall be signed with the full name and current mailing address of each participant of the “joint venture.” In all cases, each signature must have the proper acknowledgment of execution attached to the proposal form. 3. The City may request additional information. C. SUBMISSION OF PROPOSALS 1. The original proposal and three additional copies must be submitted in a sealed envelope. The envelope shall be plainly marked with the name, current mailing address and telephone number of the proposer. The envelope shall further state: "Proposal for City of Whitefish 2021 Parks Vendor." 2. It is the sole responsibility of the proposer to see that the proposal is received before the ---PAGE BREAK--- 4 submission deadline. A proposer shall bear all risks associated with delays in mail, courier services or those being hand delivered. D. DEADLINE FOR RECEIPT OF PROPOSALS 1. The City will receive proposals at the location indicated below: Carla Belski Community Services Coordinator City of Whitefish 418 E. 2nd Street PO Box 158 Whitefish, MT 59937 On or before April 23, 2021 prior to 4:00 pm local time. Proposals received after the above assigned date and time shall not be considered. SELECTION PROCESS AND EVALUATION CRITERIA A. SELECTION PROCESS The City reserves the right to act as sole judge of the content of the proposals submitted for the City's evaluation/selection. B. EVALUATION CRITERIA Selection of the best responsible proposal will be based upon the following considerations/criteria: 1. Proposer's Experience and Capability a. Proposer's demonstrated financial status and ability to provide the proposed service operations. b. Proposer's demonstrated operational capabilities stressing the ability to provide/maintain concession services. c. Proposed demonstrated experience and compliance with minimum qualifications for similar operations. d. Proposer's demonstrated past service including remittances to the City of Whitefish Parks and Recreation Department, if applicable. 2. Service Program a. The level of service to be provided at City Beach and to the general public. ---PAGE BREAK--- 5 b. Demonstrated ability to provide start up funding, equipment, supplies, materials, staff and sustain quality concession services. 4. Concepts and Approach a. Demonstration of the proposer's understanding of the City of Whitefish Parks and Recreation Department’s facilities and operations, future growth potential, the local business community and residential population, current social issues affecting services, and the local City political environment. C. EVALUATION PROCESS The evaluation of proposals will be conducted by a selection panel selected by the Director or appointed representative. The panel may be comprised of a panel of City employees. In all cases, the panel will have the appropriate experience in the conduct, administration and evaluation of projects, proposals, agreements and operations similar to the subject of the RFP. The City, at its option, may invite one or more proposers to make an oral presentation to the selection panel. During these interviews, the selected proposers will be allowed to present such evidence as may be appropriate in order that the panel can effectively analyze all materials and documentation submitted as part of the proposals. The City is not required to conduct interviews of any proposers and may award solely on the basis of written submission. The panel will employ the applicable criteria and their expertise in evaluating all proposals, and thereafter shall create a prioritized ranking of highest to lowest of all selected proposals. Those proposals ranked in the top five may be requested to provide a best and final offer before a final award is made. D. APPROVAL OF CONTRACT Subsequent to the aforementioned process, staff will recommend and seek authorization from the Director to award a contract with the successful proposers maintaining the highest rankings by the panel. ---PAGE BREAK--- 6 PROPOSAL FORM Name of Proposer: Date: Location: Type of Vending: A PROPOSAL FOR THE PROVISION, OPERATION, AND MAINTENANCE OF CONCESSION SALES AT SPECIFIED CITY OF WHITEFISH PARKS I propose to provide the required concession operations, as well as required maintenance and upkeep of the facilities and grounds as related to my services. I propose to offer the following services to the public: ---PAGE BREAK--- 7 I am personally acquainted with the City of Whitefish Parks and Recreation Department and am familiar with the privileges to be granted thereon. I have read the related information in this RFP. Furthermore, I feel qualified to submit a proposal. The undersigned hereby respectfully submits this proposal, including all required documents/statements. Signature Signature Address Address ( ) ( ) Telephone Telephone FOR OFFICE USE ONLY ( ) General Business Statement ( ) Authorization to Release Information ( ) Proposal Form ( ) References (Business, Personal, Credit) ( ) Statement of Personal History ( ) Proof of Insurability ( ) Proposed Price List ( ) Service Program ---PAGE BREAK--- 8 STATEMENT OF PROPOSER'S PERSONAL HISTORY 1. Legal Name In Full: 2. Residential Address: 3. Business Address: 4. Telephone: Home: ( ) Cell or Work ) 5. Have you or your spouse ever filed for bankruptcy or been declared bankrupt? Yes: No: 6. Have you ever been terminated or asked to resign? Yes: No: 7. Have you, as an adult, ever been convicted/fined/placed on probation/given a suspended sentence in any court or had any convictions? Yes: No: 8. Do you have any outstanding local, state, or federal tax liens or issues that are currently unsettled, or have had a judgment in court against you on any related tax matter in the previous five years? NOTE: If you answered "YES" to any above questions, pertinent details must be provided on an additional information sheet. Failure to do so may result in delay of, or the possible disqualification of, your proposal. I hereby certify that all statements made or in connection with this statement of Personal History are true to the best of my knowledge and belief, and I understand/agree that any misrepresentation, misstatement or omission of material fact may cause forfeiture on my part of all rights to the proposed agreement to be awarded by the City of Whitefish, Montana. DATE: SIGNATURE: ---PAGE BREAK--- 9 AUTHORIZATION TO RELEASE INFORMATION I hereby authorize the release of all financial and credit information and/or verification of employment to the City of Whitefish and its Department of Parks and Recreation as said items relate to my interest in security and agreement with the City. This form may be reproduced/ photocopied to be utilized as my consent to release financial and credit information or employment verification. Name Signature Date