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Home My WebLink AboutRFP - P649 SOUTHRIDGE CONCESSIONAIREAdmini wive Services Purchasing Division REQUEST FOR PROPOSAL City of Fort Collins CITY OF FORT COLLINS CONCESSIONAIRE: SOUTHRIDGE GOLF COURSE RESTAURANT/SNACK BAR AND BUNKER HOUSE PROPOSAL NO. P649 The City of Fort Collins is requesting proposals for a contractual concessionaire to operate the restaurant/snack bar area concession and the Bunker House at the Southridge Golf Course, 5750 South Lemay Avenue, Fort Collins, CO 80525. Written proposals, six (6) will be received at the City of Fort Collins' Purchasing Division, 256 West Mountain Avenue, Fort Collins, Colorado 80521. Proposals will be received before 2:30pm (our clock), November 19, 1997. Proposal No. P649. There will be a pre -proposal meeting on Monday, November 10, 1997, at 2:30pm at the SouthRidge Golf Course Clubhouse, 5750 South Lemay Avenue, Fort Collins, Colorado 80525 to inspect the premises and answer any questions which may arise. Questions concerning the scope of the project should be directed to the Manager of Golf, Jerry P. Brown, 970-221-6350 or fax: 970-221-6586. Questions regarding proposals submittal or process should be directed to Jim Hume, Buyer, 970- 221-6776 or fax: 970-221-6707. Email address: jhume@ci.fort-collins.co.us Sales prohibited/conflict of interest: No officer, employee, or member of City Council, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies, or services where such officer or employee exercises directly or indirectly any decision - making authority concerning such sale or any supervisory authority over the services to be rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift, gratuity favor, entertainment, kick -back or any items of monetary value from any person who has or is seeking to do business with the City of Fort Collins is prohibited. Collusive or sham proposals: any proposal deemed to be collusive or a sham proposal will be rejected and reported to authorities as such. Your authorized signature of this proposal assures that such proposal is genuine and is not a collusive or sham proposal. The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalities. Sincerely, p �� s B. O'Neill II, CPPO D ctor of Purchasing & Risk Management 256 W. Mountain Avenue • P.O. Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 9 FAX (970) 221-6707 PROPOSAL PROPOSAL NO: P-649 DATED THIS DAY OF 1997 CONCESSION: SouthRidge Golf Course Restaurant/Snack Bar and Bunker House 5750 South Lemay Avenue Fort Collins CO 80525 TO: City of Fort Collins Office of Purchasing and Risk Management 256 West Mountain Avenue Fort Collins CO 80521 To Whom It May Concern: The undersigned, pursuant to the Request for Proposals, which requested proposals for a contractual concessionaire to operate the restaurant/snack bar area concession and bunker house at SouthRidge Golf Course, having examined all documents, the concession site, and having become familiar with all the conditions existing and relative to same, hereby proposes to operate same in accordance with the proposal documents. 2. I/we acknowledge receipt of the following addenda and have included their provisions in the proposal: Addendum No.( ),Dated Addendum No. ( ), Dated 3. In submitting this proposal, the undersigned warrants that he/she has complied with all the provisions of the `Request for Proposals, Instructions, and Specifications," and can furnish the labor and materials and business acumen to carry out the concession operation in all respects as specified in the proposal documents. 4. The undersigned submits the following proposal, which includes all permits, licenses, insurance, fees, and taxes, etc., included in the following documents, fully completed, as a condition of submitting an acceptable proposal: A. Proposal Questionaire B. An Annual Payment Schedule Statement to the City 5. The undersigned also agrees that he/she will not withdraw his/her proposal for a period of sixty (60) days from the closing date for receiving proposals. Respectfully submitted: By: Name: Title: Address: Phone: Page 1 of 1 PROPOSAL QUESTIONNAIRE INFORMATION/RATING CRITERIA Below you will find the "Proposal Questionnaire." You will need to answer all six questions on one side of 8-1/2 x 11" paper only, per question. We have determined that you must answer each question with, one page per answer per question. Please try to answer each question in sufficient detail, noting that we are interested in the quality of your answers, not just the quantity. In addition to the six pages, you may also provide one 8 ''Y2' x 11" supplemental page (one side only) to complete additional information or to further answer any of the six questions which you could not do within the one page limitation. If you are selected for an oral interview, you will need to bring a copy of tangible proof of your financial ability to perform as the SouthRidge Restaurant/Snack Bar Concessionaire, as well as your ability to secure adequate insurance coverage as noted in the specifications; and you will need to provide us with at least three (3) written references we may contact regarding your qualifications. Review and Assessment Respondents will be evaluated on their written answers to the following six questions. A rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average rating, and 5 being an outstanding rating. Each of the six questions shall have a "weighting factor" of either 1.0, 2.0. 3.0. or 4.0 as we have determined, meaning that the maximum total of points to be achieved from the six questions is 80 points. In addition, we have assigned a 4.0 "weighting factor" to the Annual Payment Schedule Statement, meaning it has a maximum total of 20 points (also on a 1 to 5 scale) by itself. Therefore, the maximum grand total of points to be achieved is 100. Proposal Questionnaire What are your qualifications to perform the service, and what qualifications will you require of the staff on site? (You may attach a copy of your resume if you desire which does not count against your page limitations). Weighting Value of 3.0 2. Outline your plans to operate the concession with regards to your personal involvement, or the use of a manager on site. Weighting Value of 2.0 3. What is your business/staff plan in order to accomplish the minimum services as per the specifications, or if you desire to exceed the minimum services? Weighting Value of 2.0 4. What is your financial ability for providing services and products at the concession site as per the specifications? Weighting Value of 1.0 5. What is your assessment of the needs at SouthRidge Golf Course with respect to food and beverage services, both inside the clubhouse as well as outside on the golf course, and how will you meet these needs? Weighting Factor of 4.0 6. What is your philosophy of the food and beverages to be provided, including what will be your variety of menu items to be served, the need for healthier products, etc. (Please provide a sample of your menu items and your conceptual projected pricing structure which does not count against your page limitations.) Weighting Factor of 4.0 Page 1 of 1 ANNUAL PAYMENT SCHEDULE STATEMENT TO THE CITY The existing concessionaire at the South Ridge Golf Course Restaurant/Snack Bar has paid to the City ten (10) percent of their gross sales from April through October and five percent the balance of the year in either cash and/or in -kind contributions; or a minimum guarantee whichever was greater in 1994 to 1997. Therefore, in consideration of the aforementioned... You may desire to pay to the City of Fort Collins an annual fee payment in either a flat -rate amount, or on a percentage basis, and/or make an in -kind contribution of a specific dollar value. If so, how much money/percentage/value will you (concessionaire) pay in each year listed to the City of Fort Collins to be the concessionaire at SouthRidge Golf Course? 1998 -- $ or % or 1999 -- $ or % or 2000 -- $ 2001 -- $ or % or or % or (If you need to explain any of the above, you may attach such a written explanation). Weighted Value of 4.0 Page 1 of 1 EXHIBIT A CITY -OWNED INVENTORY SOUTHRIDGE SNACK BAR/RESTAURANT AND BUNKER HOUSE EQUIPMENT 1. 1- Reach -in Refrigerator, Delfield 6051S and Freezer 2. Deep Fat Fryer, Frymaster, Model JIC-ST 3. Fryer Stand, DD, Stainless Top 4. Range with 4 burners, Griddle and Oven US Range PF 12G428 5. 2 Gas Hoses, AVTEC, Model H75-GAS-S36 6. Stainless Steel Hood, 8' x 4'/z' 7. Ice Machine, Manitowoc, Model CY0405W 8. Ice Storage Bin, Manitowoc, Model C-400 9. Stainless Steel Work Table with Veg Prep Sink with Drawer, Overshelf with Microwave Extension 10. Drain Extension 11. Microwave, Sharp, Model R21-AP 12. Sandwich Prep Unit, Silver King, SDSB-7 13. Push Back Faucet, Moli, Model EFF-10 14. Formica Counter, GK Cabinet and Overshelf 8' x 30" 15. Dishwasher, Champion, Model ULF 16. Dishtable Set Up, Lamberson, DTS-4-Special 17. Disposal, Waste King, Model 1000-1 18. Stainless Steel Sink 19. Beer Cooler, Perlick, Model 7260D 20. Ice Chest, Supremetal, Model CJ-24-6 21. Bar Sink, Supremetal, Model CD7C 22. Bar, GK Cabinet 23. Brass Foot Rail, Shafer, Model 132, Golden Oak (8 stools) 24. Table, Sedita, 30" x 30" (13 tables) 25. 52 Chairs, Shafer, Model WC-108 26. Deck Tables 27. Boer Bottle Cooler 28. Meat Slicer/Slicer Counter* 29. Shelving in Kitchen 30. Two Trash Cans 31. Reach -in Cooler in Bunker House 32. Sinks in Bunker House *Slicer on loan from City Park Nine Golf Course Page 1 of 1 EXHIBIT B 1997 GOLF FEES AND CHARGES Collindale and Daily Green Fees City Park Nine SouthRidge 9-Hole Regular Prime Time Rate $11.00 $12.00 18-Hole Regular Prime Time Rate $16.00 $18.00 9-Hole Non -Prime Time Rate $10.00 $10.00 18-Hole Non -Prime Time Rate $15.00 $15.00 9-Hole Non -Prime Time Junior Rate $ 5.00 $ 5.00 Twilight Rate (As Applicable) $ 6.00 $ 6.00 Tournament Service Fee (Per Player) $ 2.00/9-holes $ 2.00/9-holes 10-PIat/ Punch Cards (for all three courses, except tournaments; Expires December 31, 1997) 9-Hole Punch Card $ 90.00 Annual Passes Adult Unrestricted Junior (Age 18 and Under) and "Super" Senior (Age 80 and Over) Unrestricted Adult Restricted Junior (Age 18 and Under) and "Super" Senior (Age 80 and Over) Restricted 18-Hole Punch Card $145.00 No Per Plav Fees $525 $265 $405 $205 Annual Pass Per Play Fees at Collindale and City Park Nine will be: $1.00 per 9-holes during Non -Prime Time $2.00 per 9-holes during Prime Time with a $3.00 maximum for 18-holes $ .50 per 9-holes for Juniors (Age 18 and Under) at all times With Per Play Fees $400 $200 $300 $150 Annual Pass Per Play Fees at SouthRidge for ALL annual pass card holders will be: $5.00 for 9-holes during Non -Prime Time only $7.50 for 18-holes during Non -Prime Time only Page 1 of 2 Golf Car Rental Fees (including sales tax) at all three courses will be: 9-Holes Regular $12.00 18-Holes Regular $18.00 9-Holes Senior (age 62+)/medical $ 9.00 18-Holes Senior $13.50 9-Holes Medical Single $ 6.00 18-Holes Medical Single $ 9.00 Golf cars will be discounted for senior citizens (age 62 and older) during non -peak hours only, as posted. Individuals of any age may be eligible for discounted golf car rates with proven special circumstances such as physical/medical limitations, etc., at all times. Restricted or Unrestricted All RESTRICTED Annual Passes entitle the card holder to play golf at both City Park Nine or Collindale as often as desired and as the courses are available during Non -Prime times only; and at SouthRidge during SouthRidge Non -Prime Times only. All UNRESTRICTED Annual Passes entitle the card holder to play golf at both City Park Nine or Collindale as often as desired and as the two courses are available; and at SouthRidge during SouthRidge Non -Prime Times only. Prime Time/Non-Prime Time PRIME -TIME hours at City Park Nine and Collindale, as based upon reserved/scheduled tee times, shall be considered to be in effect during the months of May, June, July, and August through Labor Day, from 12:00 noon on Friday, all day Saturday, all day Sunday, all day on holidays (Memorial Day, 4th of July, and Labor Day), and all day on weekends in April (based upon course conditions) and September. All other times at City Park Nine and Collindale shall be considered NON -PRIME TIME hours. SouthRidge NON -PRIME TIME, as based upon reserved/scheduled tee times, shall be applicable daily during the months of October through March; on Monday, Tuesday, Wednesday, and Thursday only during the months of April and September (based upon course conditions); and on Monday, Tuesday, Wednesday, and Thursday (except holidays) from 10:30 a.m. until 2:30 p.m. during the months of May through Labor Day. All other times shall be considered PRIME TIME hours at SouthRidge. JPBrown:11/96 Page 2 of 2 EXHIBIT C 1994 Golf Course Daily Fee Play "cords SOUTHRIDGE 9-11OLE TNIL i JR 9-HOL, PRIME NON -PRIME 18-HOME PRIME NON -PRIME PUNCH CARD COUPON/DISCNTS TOURNAMENTS January 25 - y 18 9 18 9 16 TOTAL February 6 0 0 647 178 00 10 4 11 7 0 0 1,296 March April 47 24 0 573 1,070 0 108 1, 148 3 35 0 21 1 7 0 7 0 0 0 296 May June 31 2,603 1,070 543 651 1,846 737 737 433 69 452 452 51 102 79 26 0 0 347 2,611 3,627 July 189 324 2,435 2,404 388 322 1,573 1,889 482 81 137 147 195 36 3 0 581 1,067 6,926 6,896 August September 358 166 166 2,296 300 1,617 461 450 509 391 133 108 147 194 416 363 109 1,033 7,747 October 668 1,009 960 834 0 905 174 85 139 272 24 32 905 784 7,006 5,068 November November 81 00 0 997 501 107 37 50 24 75 44 213 0 465 2,947 751 0 480 32 22 58 112 87 0 0 0 0 1,205 TOTAL 1,344 10,979 7,978 8,410 7,149 2.342 681 1,014 1,734 168 1,501 5,la2 46,9al 1995 Golf Course Daily Fee Play Records SOUTNRI 9-HOLE 9-110LE 18-NOLE IYIL / JR PRIME NUN -WA PRIp(( L M� COUPOWDISCNTS y 1a P1MCN CARD 9 TOURNAMENTS Januar 24 _ 1a 9 to TOTAL February 12 / .-. 337 --- 4 304 17 59 11 3 ---_ -- March 17 / 120 _._ 947 598 46 93 36 9 --- 791 April May May 36 / 64 34 / 36 36 453 802 543 959 59 154 180 209 32 33 --- _71 2,347 43 / 1 335 1,335 1,753 286 341 781 243 99 98 90 91 ••- 3,320 June August 92 / 335 101 / 345 220 1,343 1,756 412 47T 146 130 as 9T 562 203 --- --- 820 028 1,028 4,073 4,121 6,121 September 107 / 96 1,767 692 558 640 1,536 447 115 79 605 478 216 145 64 11 807 6,812 October 23 / 72 70 974 875 118 431 74 72 236 112 17 869 639 6,451 November 19 / 43 _7 675 --- 980 53 34 164 154 --- 28 3,623 December 20 / 26 --- 718 38 27 89 --- 2,663 .-- 305 7 7 38 13 •-- --. 1,877 TOTAL 507 / 1,407 8.003 7.008 6.956 6.574 938 --- °n 974 2.668 1,076 92 4,362 40,645 SOUTHRIDGE 1996 Golf Course Daily Fee Play Records 9-HOLE 9-HOLE TMIL / JR PRIME NON -PRIME 18-HOLE PRIME 11pN_pR� COUPON/DISCNTS PUNCH CARD TOURNAMENTS January11 / 34 ___ 9 18 - 9 --- 18 9 16 TOTAL January Y 10 / 62 282 --- 266 3 March 31 / 202 ___ ___ 654 --- 433 11 0 17 25 11 --- --- 640 April May 32 / 149 843 1,429 429 --- 520 520 893 72 17 36 70 11 31 --- --- --- 1,234 June 32 132 170 / 149 / 150 355 1,885 1,885 1,389 895 449 26 24 169 64 --_ --- 2,159 July / 2,256 325 2,537 471 95 163 35 577 128 -" 353 912 5,440 August 122 425 / 425 2,143 329 1,843 351 129 63 97 255 52 569 1,636 7,790 7,475 September 122 / 294 1,995 393 110 147 882 882 255 40 7,103 October 65 / 102 --833 749 880 481 77 114 75 571 7 November 35 / 49 --- 1,230 --- 1,255 21 14 243 243 124 182 --- 855 855 604 December 36 / 59 ___ 626 --- 608 13 28 196 82 --- --- 2,960 676 --- 519 14 19 96 71 48 --- --- 1,504 1,428 TOTAL 878 / 2127 9,588 7,784 8,164 34 --- --- 1,428 7,014 734 601 3,786 1,231 167 4,175 46,249 1997 Golf Course Daily Fee Play Records SOUTHRIDGE 9-HOLE 9-HOLE 18-HOLE TNIL / JR PRIME NON -PRIME PRINE NON -PRIME COUPON/DISCNTS PUNCH CARD TOURNAMENTS January_- February 36 / 45 183 -•- 108 9 8 18 3 q 9 18 �74 March 106 / 303 --_ --- 500 1859 286 8 0 27 7 6 -- - --- --- '5 April 130 / 160 722 1125 667 1484 606 59 62 65 --- 56 908 147 4,134 May June 196 / 233 2310 448 1821 151 151 64 141 291 27 37 637 637 / 140 / 140 2390 2390 448 385 1408 399 399 99 141 865 865 1041 255 202 --- --- 638 7,134 7,426 August Augu 618 / 186 2470 (313) 304 1710 1603 495 337 170 101 1200 228 31 1380 757 7,998 8,244 September October 170 / 192 1380 292 968 261 205 110 63 440 886 159 71 707 7,922 November 484 161 29 862 5,349 December TOTAL 313 amount in 2021 9-hale column /1688 of 11,621 (313) SouthRidge are 5506 extra 2 and 8177 extra 4 holes 4378 1011 1019 inaccessible 46,472 played due to full course being after f(ood-)437 EXHIBIT C Continued SOUTHRIDGE January February March April May June July August September October November December TOTAL SouthRidge January February March April May June July August September October November December Total Golf Course Annual Pass Play Records (Restricted Usage at SouthRidge) SOUTNRTDGE —1994 t9N/18N� ---------_ 1995 MP t9Nit8U January February 10 (3/7) 69 (49/20) March 9 (i/) 14(41/105) 92 (47/45) April May 65 (41 0) 107 74 (61/46) (51/23) June 165 (35/3 4761) 94 ( 38 (25/13) July August 78 (36///58)) 71 61 (33/38) (13/48) September 110 (39 /71) 93 (42/51) 95 (39/56) October 193 (42/51) 103 (48/55) November 66 (28/38) 107 (45/62) December 166 (/3) 94 (56/38) 62 (38/24) TOTAL 1.023 (425/598) 973 (505/468) 1996 1996 1996 Fee Fee No Fee Noo Fee Unrestricted Restricted 1996 Unrestricted Restricted Total 7 / 20 34 / 40 27 50 / 45 74 35 / 38 95 40 / 35 73 28 / 42 75 18 / 48 70 20 / 42 66 38 / 41 62 45 / 60 79 42 / 49 105 38 / 26 91 64 395 / 486 881 FEE -Unrestricted 1997 9-hole 18-hole 21 89 130 101 97 132 105 123 109 FEE -Restricted NO FEE -Unrestricted NO FEE -Restricted 9-h2le 18-hole 9-hole 18-hole 9-hole 18-hole 11 10 42 47 43 87 54 47 32 65 42 90 48 57 52 71 50 59 907 - - 374 533 _ _ _ EXHIBIT E CITY OF FORT COLLINS CULTURAL, LIBRARY, AND RECREATIONAL SERVICES SUBJECT: Policy Statement on Golf Staff Usages at City Golf Courses PURPOSE: Establish and Revise Procedure and Guidelines for Eligible Golf Division Staff for Usage of City Golf Courses and Golf Cars EFFECTIVE DATE: July 1, 1995 STATEMENT OF POLICY: Cultural, Library, and Recreational Services staff who work within the Golf Division are eligible for free or low-cost usage of City golf courses and City golf cars as follows: All Golf employees, whether paid or unpaid volunteers, who currently work within the City Golf Division, or are between work seasons, are covered by this policy. This includes both permanent and hourly/seasonal City of Fort Collins Golf employees, employees who are employed by the Golf Professionals, and employees employed by the Snack Bar Concessionaires. These employees may play rounds of golf and may use City golf cars, and either not pay fees, or pay discounted fees, as appropriate. Golf Play Usage shall be as follows: A. Employees who normally work 30 hours or more per week have no restriction on the number of free rounds of golf played per week at the specific golf course where they work. Employees who normally work 29 hours or less per week are limited to up to three (3) free rounds of golf played per week or up to 15 free rounds of golf per calendar month at the specific golf course where they work, per specific site policies, or as approved by the Manager of the Golf Division on a per site basis. All employees, however, will pay normal tournament fees to participate in tournaments. B. Employees may play one (1) free round of golf per month at both of the other two City golf courses where they do not work. However, if practicing for a City sponsored or co -sponsored tournament to be played at the other golf course(s), employees may play free practice rounds of golf at the other course(s) within their regular number of rounds allowed per week one week prior to the tournament. The employee's supervisor is responsible for notifying the host Golf Professional. C. Employees are allowed to make advance tee time reservations or be a part of someone else's reservation utilizing the same tee time reservation procedure approved for all golfers. Employees will sign the Daily Registration form as "staff," noting 9 or 18 holes, and may also be asked to sign a log book provided by the Golf Professional for management purposes. Golf car usage shall be as follows: A. Full Time/Permanent/Supervisory employees, as defined by the Manager of the Golf Division, may use golf cars at no charge at the course where they work, if a reasonable number of golf cars are available as per the judgement of the Golf Professional. For tournaments, leagues, or at the other two courses where they do not work, golf cars may be rented by the employee at the 50 percent 9 or 18 hole discount rates, if a reasonable number of golf cars are available, per the judgement of the Golf Professional. Non -employees riding with an Page 1 of 2 employee may ride at no charge, but will pay their full 50 percent share or the other one-half balance of the appropriate golf car rental rate when the employee is charged. B. Full Time/Seasonal employees, as defined by the Manager of the Golf Division, who normally work 30 hours or more per week, may use golf cars at no charge at the course where they work on weekdays only, if a reasonable number of golf cars are available as per the judgement of the Golf Professional. For weekends, holidays, tournaments, leagues, or at the other two courses where they do not work, golf cars may be rented by the employee at the 50 percent 9 or 18 hole discount rates, if a reasonable number of golf cars are available, per the judgement of the Golf Professional. Non -employees riding with an employee will pay their full 50 percent share or the other one-half balance of the appropriate golf car rental rate at all times. C. Part Time/Seasonal employees, as defined by the Manager of the Golf Division, who normally work 29 hours or less per week, may rent golf cars at the 50 percent 9 or 18 hole discount rates at all times, if there are a reasonable number of golf cars available as per the judgement of the Golf Professional. Non -employees riding with an employee will pay their full 50 percent share or the other one-half balance of the appropriate golf car rental rate at all time. D. Two employees (in a group of three or four players) who get free or discounted golf cars, should ride in one golf car together, as two free or discounted golf cars should not be taken with the expectation of having non - employees or part time employees riding for free or discounts. E. All employees may use a golf car free of charge at all times at the course where they work if they are also policing the course, observing course conditions, rangering, or as per the judgement of the Golf Professional. All employees who use a golf car free of charge or at a discount rate will be expected to pick up trash on the course, report any problems, and generally "marshall" while on the course. The above policy statements are subject to change at any time and are not to be considered as guarantees, nor are they to be considered as a form of direct or indirect compensation. Any abuse of these privileges may result in the loss of future privileges. Dated: 6/21/95 Page 2 of 2 CONCESSIONAIRE: SOUTHRIDGE GOLF COURSE RESTAURANT/SNACK BAR AND BUNKER HOUSE P-649 Background information The City of Fort Collins is the owner and operator of the SouthRidge Golf Course located at 5750 South Lemay Avenue, Fort Collins, Colorado 80525. In connection with the operation of SouthRidge Golf Course, the City has established a clubhouse which includes a restaurant/snack bar area, and bunker house satellite snack bar facility on the course. The Cultural, Library, and Recreational Services area Golf Division administers the golf facilities for the City, and desires to grant to a contractual concessionaire the concession to operate the restaurant/snack bar area and Bunker House at the SouthRidge Golf Course for the year 1998 with annual renewal options for the years 1999 through 2001; with possible extensions of the original four-year term if performance is satisfactory and subject to City approval. The main purpose of the concession is to provide a service to the golfers. It was not necessarily intended to be a full -service type restaurant to the general public, even though additional services may be appropriate for the operation of this concession. The City currently does not plan to significantly enlarge or change the restaurant/snack bar area or Bunker House in any way. The Course/History SouthRidge Golf Course was constructed for the City in 1982/84 by a private developer (the Bucain Corporation) on 128-acres of land donated to the City. The City issued $3.3 million in Revenue Anticipation Notes to finance the construction costs and capitalized interest expense on the facility. The Bucain Corporation was also the original developer of the adjacent 73-acre residential tract. The original SouthRidge construction debt was refinanced as a part of a 1986 Bond Issue with the outstanding principal and interest payments averaging roughly $400,000 per year with the debt lasting through the year 2002. Since 1988, a portion of net revenues from the operation of the golf course has been applied toward the payment of the bonded indebtedness, with the City also providing an annual subsidy from the Sales and Use Tax Fund toward the payment of this indebtedness. Starting in 1992, the course began generating operating revenues averaging roughly $200,000 per year over the course expenditures with the remaining debt of approximately $200,000 per year paid by the Sales and Use Tax Fund. This regulation 18-hole course sits on 128 acres of sculptured fairways with challenging sand and water hazards. There are well -manicured greens and tee boxes with diverse elevations offering beautiful views of the nearby majestic Rocky Mountains. SouthRidge is a par 71 playing 6,301 yards. Facilities include a driving range and putting green, a 3,200 square foot tri-level clubhouse, pro shop, and full service restaurant/snack bar, and a two -building 6,400 square foot maintenance complex. There is also a 264 square foot snack shop building (known as the Bunker House) on the course between the 1st tee box and the #9 green/#10 tee box. Page 1 of 5 EXHIBIT F INSURANCE REQUIREMENTS The Concessionaire agrees to provide insurance coverage as provided below, from insurance companies acceptable to the City, and shall pay all costs of obtaining the same. The city, its officers, agents, and employees shall be named as additional insureds on the Concessionaire's general liability insurance policy in relation to any claims arising out of the performance of this Agreement. Certificates of Insurance reflecting the type, amount, class of operations covered, effective dates, and date of expiration of all policies, and containing the following statement, or a substantially similar statement, must be provided to the City before commencing work under this Agreement: "The insurance covered by this certificate will not be canceled or materially altered, except after ten (10) days written notice has been received by the City of Fort Collins, Colorado." 2. 3. 4. 5. Minimum Insurance Coverage Limits $150,000 -- Liquor Liability $500,000 -- Commercial General Liability with Combined Single Limit Statutory -- Workers' Compensation Coverage A $100,000/$100,000/$500,000 -- Workers' Compensation Coverage B $300,000 -- Products Liability SNACK BAR CONCESSION AGREEMENT SOUTHRIDGE GOLF COURSE FORT COLLINS COLORADO r 'll, Dece ber _, 1997 TABLE OF CONTENTS \711f[y11y PAGE 1. Concession Space.................................................................. 1 1.1 Definition of Concession Space ..................................................... 1 1.2 Use for Kitchen and Restaurant/Snack Bar ............................................ 1 2. Concessionaire's Use of Clubhouse and the Concession Space ............................. 1 2.1 In General..................................................................... 1 2.2 Designation of Smoking Areas ..................................................... 2 2.3 Restriction on Items Offered for Sale ................................................ 2 2.4 Compliance With Applicable Law .................................................. 2 3. Rights of Ingress and Egress......................................................... 2 3.1 In General...................................................................... 2 3.2 Closures...................................................................... 2 4. Undertakings of Concessionaire...................................................... 2 4.1 Service........................................................................ 2 4.2 Hours of Operation............................................................... 3 4.3 Special Events Option............................................................ 3 4.4 Concessionaire Personnel.......................................................... 4 4.5 Statements, Recordkeeping and Audits ............................................... 4 4.6 Physical Interference............................................................. 4 4.7 Taxes......................................................................... 4 4.8 Licenses....................................................................... 4 4.9 Vending Machines/Beverage Carts .................................................. 5 5. Term............................................................................. 5 5.1 Period ...........1 5 5.2 Renewal--k9f18.�f.............................................................. 5 5.3 Renewal--1999'.X9.(?............................................................ 6 5.4 Renewal --2000 d9.1............................................................ 6 5.4 Extension...................................................................... 6 5.5 Holding Over................................................................... 6 6. Fee for Conducting Business......................................................... 6 6.1 Concession Fee........................................................... 6 6.2 Time of Payment.......................................................... 6 6.3 Interest on Past Due Amounts ................................................ 6 6.4 Method of Payment........................................................ 6 Pagel of 3 TABLE OF CONTENTS ARTICLE PAGE 7. Utilities, Maintenance and Janitorial Duties ............................................. 7 7.1 Utilities.................................................................. 7 7.2 Maintenance and Repair ..................................................... 7 7.3 Cleaning and Janitorial............................................................ 7 8. Acceptance and Trade Fixtures...................................................... 8 8.1 Concession Space, City Equipment and Fixtures ....................................... 8 8.2 Acceptance..................................................................... 8 8.3 Installation of Equipment and Trade Fixtures .......................................... 8 8.4 Removal of Equipment, Trade Fixtures ............................................... 8 8.5 Title to Improvements............................................................ 8 8.6 Applicable Law................................................................. 8 9. Damage by Concessionaire........................................................... 9 10. Total or Partial Destruction......................................................... 9 10.1 Concession Space or Other Major Competent Rendered Untenantable ..................... 9 10.2 Concession Space Only Untenantable.............................................. 9 10.3 Components Tenantable........................................................ 10 10.4 Removal of Rubbish........................................................... 10 10.5 Exception for Damage Caused by Concessionaire .................................... 10 10.6 No Claim by Concessionaire..................................................... 10 11. Indemnification and Insurance..................................................... 10 11.1 City's Liability................................................................ 10 11.2 Indemnification............................................................... 10 11.3 Patent Representation.......................................................... 10 11.4 Concessionaire Insurance....................................................... 11 11.5 Precautions Against Injury ...................................................... 11 11.6 Failure to Insure.............................................................. 11 12. No Interest in Real Property....................................................... 11 13. Assignment...................................................................... 11 Page 2 of 3 TABLE OF CONTENTS ARTICLE PAGE 14. Right of City to Enter, Inspect and Make Repairs ..................................... 11 14.1 In General................................................................... 11 14.2 Obstruction by City............................................................ 12 14.3 Obstruction by Concessionaire................................................... 12 14.4 No Eviction or Abatement...................................................... 12 15. Default, Rights of Termination..................................................... 13 15.1 Default by Concessionaire................................................. 13 15.2 City's Remedies on Default ................................................ 13 15.3 Rights and Remedies Reserved ................................................... 14 16. Miscellaneous Provisions.......................................................... 14 16.1 Cumulative Rights ....................................................... 14 16.2 Non-Waiver............................................................ 14 16.3 Non -liability of Individuals Other Than Concessionaire .......................... 14 16.4 Limitations on Use ....................................................... 14 16.5 Governing Law .......................................................... 15 16.6 Benefits............................................................... 15 16.7 Construction........................................................... 15 16.8 Successors and Assigns ................................................... 15 16.9 Headings............................................................... 15 16.10 Attorney Fees................................................................ 15 16.11 Entire Agreement....................................................... 15 16.12 Severability........................................................... 15 16.13 Surrender of Possession .................................................. 15 16.14 City Representative..................................................... 16 16.15 Notices............................................................... 16 16.16 Paragraph Headings ..................................................... 16 16.17 Schedules and Exhibits .................................................. 16 16.18 Force Majeure......................................................... 16 16.19 No Limitation on General Powers .......................................... 16 16.20 No Relationship.............................................................. 17 16.21 Survival.............................................................. 17 Page 3 of 3 Frank Hummel of Greeley, Colorado was the golf course architect and principal contractor for the facility. The Architectural Firm of Junge Reiche Magee, Boulder, Colorado, designed the clubhouse which consists of a pro shop, restaurant/snack bar area, and golf car storage, adjacent to a paved 166-car parking lot. The course was constructed in 1983/84 for approximately $2.8 million and was seeded during Labor Day weekend in 1983 (the unusually warm 1983 fall season provided the excellent initial turf development) and opened for play on July 1, 1984. The Course Superintendent, Randy Bonneville was on site during the construction. The fairways at SouthRidge are a rye and bluegrass mix. The roughs are rye, bluegrass, and a fescue mix. The tees are also a rye and bluegrass mix with native topsoil. The greens are Penncross Bent with construction 95 percent sand and a 5 percent peat, combined measuring 14 inches thick on a sub -soil drainage system. The greens average 6,500 square feet in size. From 1984 through January 1991, SouthRidge was contractually "leased" for its total management, operation, and maintenance to the same private developer. Since January 1991, the City of Fort Collins Golf Division has assumed all management, operations, and maintenance functions at SouthRidge. Currently, all golf course maintenance staff are employees of the City of Fort Collins, and both the golf professional and staff, and the restaurant/snack bar concessionaire and staff, are provided to the City by private contractors through agreements with the City subject to the City Code requirements for a competitive procurement process. SouthRidge is currently primarily a "daily fee" type of golf course. An average of nearly 45,000 green fee rounds of golf have been played each year since 1994, with roughly 55% of those rounds being 9-hole. Revenue from tournaments and leagues has become very important at SouthRidge. Attached Information/Data Attached are copies of the SouthRidge scorecard, the "Policy Statement on Golf Staff Usage at City Golf Courses," the 1997 Golf Fees and Charges Schedule, and golf play statistics at SouthRidge from 1994 to present for your information and reference. Also, as a part of this concession site, the City currently owns and is responsible for the maintenance of certain equipment as described in an inventory attachment. The concessionaire must provide all other equipment/inventory in order to successfully operate this concession. The Concession and Revenues The existing contracted concessionaire at SouthRidge, "The Sandtrap, Inc." dba "Mackenzie's Pub and Grill at SouthRidge", have served in that capacity since 1993 when a three-year agreement was awarded through an RFP process. Two one year extensions to the original agreement (as authorized by City Code) were negotiated for a total five-year term. This agreement with the City expires December 31, 1997, and it is a City Code requirement that a competitive procurement process now occur. In 1994, the concessionaire had gross sales of $110,000 and paid to the City $13,500 in cash and/or in -kind contributions. In 1995, the concessionaire had gross sales of $159,075 and paid to the City $14,000 in cash and/or in -kind contributions. In 1996, the concessionaire had gross sales of $150,000 and paid to the City $15,572 in cash and/or in -kind contributions. Page 2 of 5 Thus far in 1997, the concessionaire has had gross sales of $180,000 (through September 30) and will pay to the City a projected $16,000 in cash and/or in -kind contributions. The City makes no representations or guarantees as to the accuracy of the revenue figures as provided by the concessionaire. Historically, the menu has included breakfast such as eggs, bacon, ham, sausage, biscuits and gravy, breakfast burritos, omelettes, donuts, hashbrowns, etc., and lunches/dinners have included hot dogs, hamburgers, sandwiches both hot and cold, steaks, chili, fries, nachos, etc. Beverages include coffee, tea, milk, juices, soft drinks, beer and wine, and a full service liquor bar, etc. In addition to restaurant/snack bar and bunker house operations, the concessionaire must furnish their own beverage cart(s) in order to provide food and beverage services on the grounds of the course. The City will not allow the usage of City -owned golf cars for this purpose. There are private businesses in the region that will lease or sell such mobile beverage/snack golf cars to the concessionaire, and the City strongly encourages the concessionaire to provide such a service to SouthRidge golfers on a continual basis, as is profitable for the concessionaire. The concessionaire must also assume and perform all janitorial duties and functions in the restaurant/snack bar area and bunker house, including the clubhouse patio, and the restrooms located in the clubhouse and bunker house. Restrooms need be maintained every day in a high quality manner. Liquor License Currently an integral element of the SouthRidge Restaurant/Snack Bar and Bunker House Concession operation is the sale of alcoholic beverages, which makes up a considerable portion of the gross revenues generated. In 1997 the City authorized the creation of a Hotel -Restaurant with Optional Premises license at SouthRidge. If a new concessionaire is awarded the Agreement, immediately after signing the concession agreement document, the new concessionaire will make application for the existing Hotel -Restaurant with Optional Premises liquor license to be transferred from the current concessionaire into the name of the new concessionaire. Therefore, the new Restaurant/Snack Bar and Bunker House Concessionaire must be able to fully qualify for this Hotel -Restaurant with Optional Premises liquor license, and will be subject to investigation(s) by the City of Fort Collins Polices Services and/or the State of Colorado. It will probably take between two and three months before a new concessionaire receives final approval from the City Liquor/Massage Licensing Authority for the transfer to be completed. Liquor cannot be sold during that period of time. Failure to qualify for a liquor license or failure to obtain such license within ninety (90) days after execution of an agreement shall constitute a default. In prior years the concessionaire has sold only 3.2 beer in cans on the course, while selling bottled and tap beer at the bar in the clubhouse. No alcoholic beverages other than 3.2 beer were allowed on the grounds of the course. With our new Hotel -Restaurant with Optional Premises Liquor License, it will be possible to sell all types of alcoholic beverages on the course. However, the City has determined that only beer in cans will be allowed outside of the buildings on the course, and the Manager of the Golf Division will determine on an individual basis whether mixed drinks in non - glass containers will be allowed on the course. Generally, only beer in cans will normally be sold on the grounds of the course. For purposes of the liquor license, the premises authorized through this license has historically been defined to include the Clubhouse and Patio, Snack Bar half of the Page 3 of 5 Bunker House, and the entire grounds of SouthRidge Golf Course. If you have any questions about the liquor license process, please contact Aimee Jensen, City Liquor Licensing Specialist, at 221-6315. Also, you should contact your insurance agent or broker regarding liquor liability insurance, as well as other required insurance coverage for this concession. Criteria for Proposal Award The proposal will be evaluated as follows: A Five -person SouthRidge Concession RFP Review Committee, composed of two members from the City of Fort Collins Golf Advisory Board, one member from the SouthRidge Homeowners Association, one member from the City Golf Division staff, and one member from the City of Fort Collins Purchasing staff, will review all written proposals. Using a point evaluation system for grading each proposal, the committee will rank each proposal in numerical order. 2. The top ranked proposers may be interviewed and the committee will rank the interviews using criteria and potential questions regarding background and experience of the concessionaire, the ability of the concessionaire to operate as per the scope of the proposal, and the financial circumstances of the proposal including ability to perform and revenues to the City. 3. The Manager of the Golf Division will check the references of the top ranked individual/firm. If the references are acceptable, a contract will be awarded to the highest ranked firm/individual subject to suitable contract negotiations. 4. The initial term of the award will be for a one-year term, beginning in 1998. At the option of the City, the award may be renewed for additional one-year terms, not to exceed three (3) additional one-year terms. Renewal terms must be negotiated by and agreed to by both parties, including approval by the City Council if term exceeds a total of five (5) years. Proposal Requirements A. Complete the "Proposal' form as provided. B. No person, firm or corporation shall make or file more than one proposal for this contract for services. C. Proposals (an original and 5 copies) must be sealed, addressed, and deposited with the City at the following location before the proposal opening: City of Fort Collins Office of Purchasing and Risk Management 256 West Mountain Avenue Fort Collins CO 80521 D. A proposal may be withdrawn at any time prior to the proposal opening, but may not be withdrawn for a period of sixty (60) days from the closing date for receiving proposals. Page 4 of 5 E. Required Documents - The following shall be submitted with the proposal: 1. Proposal Questionnaire. 2. The Proposal Form/Addendum Acknowledgment Page. 3. An Annual Payment Schedule Statement To The City. F. A list of all proposed prices for all items which are to be sold at the concession must be provided by the successful applicant within thirty (30) days after the award of proposal. Permits, Licenses, Fees, and Taxes It shall be the responsibility of the concessionaire to make application for the necessary permits and licenses, and to pay for all fees and taxes in order to operate this concession, including the ability to obtain a Hotel -Restaurant With Optional Premise Liquor License for alcoholic beverage sales and consumption. Pre -Proposal Meeting We will hold a Pre -Proposal Meeting at SouthRidge Clubhouse, 5750 South Lemay Avenue, Fort Collins, CO 80525 on Monday, November 10,1997, at 2:30pm. We will allow you to examine the premises at that time and answer any questions pertaining to the proposal. The meeting is not mandatory, but suggested. Questions Any questions or interpretations of these proposal documents shall be directed to: Mr. Jim Hume, Buyer Purchasing Division 256 West Mountain Avenue Fort Collins CO 80521 970-221-6776 Any questions concerning the scope of this project should be directed to: Jerry P. Brown Manager of Golf City of Fort Collins 281 North College Avenue Fort Collins CO 80524 970-221-6350 Page 5 of 5 SPECIFICATIONS Included in the "Request for Proposals" package is a draft copy of the Agreement that the Concessionaire and the City will sign. All of the elements of the agreement are considered as part of the specifications for the proposals requested. This specification sheet amplifies the major provisions of the SouthRidge Concession operation, as well as defines and provides clarification of several specific points. 1. The concessionaire and the City shall sign an agreement which will grant to the concessionaire the operation of the SouthRidge Golf Course Restaurant/Snack Bar concession area, and Bunker House. The duration of the agreement will be for the calendar year 1998 with automatic one-year renewal options (if desired by both parties) for the calendar years 1999, 2000, and 2001; with possible extensions of the original four-year term if performance is satisfactory and subject to City Council approval if term exceeds a total of five (5) years. 2. The concession area must be opened for business from 7:00 a.m. to sundown daily at a minimum for the months of April, May, June, July, August, and September; and from 10:30 a.m. to 4:30 p.m. daily at a minimum during the months of October, November, December, January, February, and March. However, the concessionaire shall not be required to operate the concession when the golf course is closed due to bad weather or other reasons. Any other hours of operation will be mutually agreed upon between the concessionaire and the Manager of Golf. Breakfast, lunch, and dinner services are all equally important. 3. The concessionaire operator must have been in this type of business for at least two (2) years within the past five (5) years, or have sufficient other similar past experience to satisfy in the judgement of the committee to meet this requirement. 4. The financial condition of the concessionaire must be of such standing that adequate supplies and appropriate operational permits as necessary can be purchased/obtained in order to open the concession area for full business no later than March 1, 1998. The concessionaire must obtain and pay for all licenses and taxes necessary for the operation, and must obtain a Hotel -Restaurant with Optional Premises Liquor License for alcoholic beverage sale and consumption. The premises is defined as the Golf Clubhouse and Patio, Bunker House, and the Golf Course grounds of the SouthRidge Golf Course. The Concessionaire shall also provide and pay for any Worker's Compensation, social security withholding, payroll taxes, and/or any other taxes that might be required by government authorities. Tangible proof of financial ability will be required if you are interviewed. 5. Insurance Requirements. A. It is agreed that the concessionaire will provide from insurance companies, acceptable to the City, the insurance coverage designated hereinafter and pay all costs. The concessionaire also indemnifies the City. Before commencing work under this Request for Proposal, the concessionaire shall furnish the City with certificates of insurance showing the type, amount, class of operations covered, effective dates and date of expiration of polices, and containing substantially the following statement: "The insurance covered by this certificate will not be canceled or materially altered, except after ten (10) days written notice has been received by the City." Page 1 of 3 In the case of the breach of any provision of this requirement, the City, at their option, may take out and maintain, at the expense of the concessionaire, such insurance as the City may deem proper and may deduct the cost of such insurance from any monies which may be due or become due to the concessionaire under this agreement. The City, its officers, agents, and employees shall be named as additional insured on the concessionaire general liability insurance policy for any claims arising out of work performed under this agreement. B. Insurance coverages shall meet the following insurance limits: 1. $150,000 -- Liquor Liability 2. $500,000 -- Commercial General Liability with Combined Single Limit 3. Statutory -- Workers' Compensation Coverage A 4. $100,00/$100,000/$500,000 -- Workers' Compensation Coverage B 5. $300,000 -- Products Liability In the event any work under this agreement is performed by a sub -contractor, the concessionaire shall be responsible for any liability directly or indirectly arising out of the work performed under this agreement by a sub -contractor, which liability is not covered by the subcontractor's insurance. 6. The concessionaire shall control and be solely responsible for the conduct and demeanor of any persons employed to assist the concessionaire, and shall not retain any person who does not cooperate with and work in a satisfactory or cooperative manner toward the best interest of SouthRidge Golf Course. If the City so requests, the Concessionaire agrees to supply and require its employees to wear suitable attire and to wear or carry badges or other suitable means of identification, the form for which shall be subject to prior and continuing approval of the City. 7. The Concessionaire must maintain an adequate stock of supplies on hand for all occasions as needed to supply the golfers' needs. The primary purpose of the concession area is to provide a service to the golfers. Creative thinking people who will be there, be open, and be ready are important to the success of this operation. 8. The Concessionaire shall keep and maintain proper business records concerning every aspect of the concession operation, and employee management, including expenses and receipts. All records, including Income Tax Records are to be open for inspection and audit by the City. Also, the concession operator must submit to the City complete operation records at the close of each operating season showing all expenses and gross income. 9. "Gross Sales" includes all revenues received by the concessionaire for performing the concession service, except sales tax. Page 2 of 3 10. The City pays for all trash and recycling removal services, utilities, Clubhouse security system, and telephones at the SouthRidge Golf Course. The City pays for the telephone installed in the restaurant/snack bar, as well as the monthly operating bills. The concessionaire shall reimburse the City monthly for the cost of all long distance and local calls made on the phone. The City shall provide the concessionaire an itemized copy of said monthly long distance and local phone bills. 11. The concessionaire shall submit to the City for review a list of all prices and items which are to be sold at the concession area. Prices and items may be changed or increased periodically, but any and all changes/increases must be reviewed by the Manager of the Golf Division. 12. Smoking instruments and tobacco will not be sold at the restaurant/snack bar, clubhouse, bunker house, or on the course. Smoking is not permitted in any areas of the clubhouse or bunker house. 13. The operation of the concession granted under the agreement shall, at all times, conform with all applicable State and Federal laws and regulations, and municipal ordinances, as well as all rules and regulations adopted by the City of Fort Collins, or any of its Boards, Services Areas, Departments, or Divisions having jurisdiction over golf courses. Page 3 of 3