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RFP - P911 CITY PARK NINE GOLF COURSE GOLF PROFESSIONAL (2)
REQUEST FOR PROPOSAL CITY OF FORT COLLINS CONTRACT FOR SERVICES CITY PARK NINE GOLF COURSE GOLF PROFESSIONAL/CONCESSIONAIRE PROPOSAL NO. P-911 PROPOSAL DATE: 2:00 p.m. (our clock) November 7, 2003 Pre -proposal Meeting: 2:00 P.M. October 29, 2003 SPECIFICATIONS Included in this "Request for Proposals" package is a copy of a draft agreement that the Golf Professional/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 City Park Nine Golf Professional/Concessionaire operations, as well as defines and provides clarification of several specific points. The Golf Professional/Concessionaire and the City shall sign an agreement which will grant to the Golf Professional the management and supervision of the golf operations, pro shop functions, and food and beverage concessions at the City Park Nine Golf Course. This shall include, but is not necessarily limited to, the general management of play on the course, golf course monitoring (ranger/marshal function), operation of the driving range, power golf cart preparation return and inspection and rentals, golf lessons/instructions, collection and accounting of City fees and charges, sale of golf merchandise and golf services to the customers, golf club repair, tournament coordination, overall clubhouse management and clubhouse janitorial services, daily cleaning of all outside entrance areas and golf cart staging area, snack bar concession services, and all other golf related operations except for course maintenance. 2. The duration of the agreement will be for the year 2004, with four possible annual renewal options (if desired by both parties) for the years 2005, 2006, 2007 and 2008; with a possible extension of the original five-year term for up to five additional years if performance is satisfactory and subject to City Council approval. 3. The Golf Professional must be a PGA Class "A" member or the equivalent, in good standing at the time the Agreement is signed and throughout the duration of the Agreement, or someone currently in the Program eligible to become a "Class A" member within the initial term of the Agreement; and should have been in this or related business for at least two (2) years within the past five (5) years, or have sufficient other similar past experience which would satisfy this requirement in the judgement of the Committee. In addition, the City will initially conduct a standard background check of the Golf Professional/Concessionaire, as defined. 4. The financial condition of the Golf Professional/Concessionaire must be of such standing that he/she will be able to initially open and operate the City Park Nine Pro Shop, Concessions, and Driving Range, starting approximately January 1, 2004, or when the Agreement officially commences. No later than May 1, 2004, all phases must be fully operational including the acquisition of and maintaining of an adequate stock of golf merchandise, supplies, inventory, rental equipment, range balls, food and beverage, etc., as necessary to meet the demands of the customers at City Park Nine Golf Course. The Golf Professional/Concessionaire must also be able as of January 1, 2004 (or when the Agreement officially commences) to hire and pay the wages, Workers' Compensation, Social Security, payroll taxes, benefits, or other employment -related compensation for any and all employees of the Golf Professional/Concessionaire necessary for the operation of City Park Nine Golf Course, as well as any or all other taxes, including Posessory Interest Taxes, that might be required by government authorities; and that the Golf Professional/Concessionaire must be able to make application for and pay for all 9 necessary permits, licenses, and fees in order to operate legally at City Park Nine Golf Course through the year 2008 if the four renewal options (if desired by both parties) are exercised; and must obtain a City Beer and Wine License for beverage sale and consumption. The premises of the License is defined as the Golf Clubhouse, patio, and the entire golf course grounds of City Park Nine Golf Course. Any such licenses held by the Golf Professional/Concessionaire in connection with this Agreement shall be surrendered by the Golf Professional/Concessionaire upon termination of this Agreement; and Tangible proof of financial ability will be required if you are interviewed. 5. City Park Nine Golf Course, the Pro Shop, and Driving Range must be opened daily for business from at least 6:00 a.m. through sundown (as long as golfers are on the course) for the months of April, May, June, July, August, and September; and must be opened daily for business from at least 8:00 a.m. to sundown (as long as golfers are on the course) for the months of October, November, December, January, February, and March; it being understood that City Park Nine shall be open and closed, subject to the City's consent, as weather and course play dictates. 6. Insurance Requirements. A. The Golf Professional/Concessionaire will provide from insurance companies, acceptable to the City, the insurance coverage designated hereinafter and pay all costs. The Golf Professional/Concessionaire also indemnifies the City. Before commencing work under this Request for Proposal, the Golf Professional/Concessionaire shall furnish the City with certificates of insurance showing the type, amount, class of operations covered, effective dates and date of expiration of policies, 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." In 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 Golf Professional/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 the Golf Professional/Concessionaire under this agreement. The City, its officers, agents, and employees shall be named as additional insurers on the Golf Professional/Concessionaire's general liability insurance policy for any claims arising out of work performed under this agreement. 10 B. Insurance coverages shall be in the following insurance limits: $150,000 -- Liquor Liability $1,000,000-- Commercial General Liability with combined single limit; $2,000,000 Aggregate Statutory -- Workers' Compensation Coverage A $100,000/$500,000/$100,000 -- Workers' Compensation Coverage B $1,000,000 -- Products Liability In the event any work under this agreement is performed by a subcontractor, the Golf Professional/Concessionaire shall be responsible for any liability directly or indirectly arising out of the work performed under this agreement by a subcontractor, which liability is not covered by the subcontractor's insurance. 7. The Golf Professional/Concessionaire shall be responsible for charging, collecting, and accounting for all City fees, including green fees, annual passes, tournament reservation fees, City golf cart rentals, private golf cart usage fees, surcharges, City building rentals, tournament fees, other reservation fees, etc. on behalf of the City, and remit said City funds in full to the City on a daily basis. 8. The Golf Professional/Concessionaire agrees to keep and maintain proper business records concerning every aspect of the Golf Professional/Concessionaire golf operations and employee management, including cash register tapes, computer reports, expenses and receipts, etc. All records, including Income Tax records, are to be open for inspection and audit by the City. 9. The Golf Professional/Concessionaire shall control the conduct and demeanor of its agents and employees. Upon objection from the City concerning conduct or demeanor of any such person, the Golf Professional/Concessionaire shall immediately take all lawful steps to address or remove the cause of the objection. Also, if the City so requests, the Golf Professional/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. 10. The Golf Professional/Concessionaire acknowledges and agrees that certain services provided by the Golf Professional/Concessionaire will require that employees, agents, and volunteers of the Golf Professional/Concessionaire act in positions of trust which will entail the handling of and accounting for funds of the City and City property, or direct contact with youth and other members of the general public. Accordingly, the Golf Professional/Concessionaire agrees that all employees, volunteers, and other representatives or agents of the Golf Professional/Concessionaire in positions of trust, as defined, shall be screened using the City's contractual background screening procedure, with such costs associated with said screenings to be fully paid by the Golf Professional/Concessionaire. 11. The personal conduct of the Golf Professional/Concessionaire has a direct impact on the quality of performance. Unacceptable personal conduct/behavior by the Golf 11 Professional/Concessionaire, as defined, can result in immediate or early termination of the Agreement, as also defined. 12. Smoking instruments and tobacco products of any kind will not be sold at the golf course, snack bar, or clubhouse. Smoking is not permitted in any areas of the clubhouse. 13. The City pays for all trash removal and recycling removal services, utilities, clubhouse security system, and telephones supplied to the golf course. The Golf Professional/Concessionaire shall reimburse the City monthly for the full cost of all long distance and two-thirds of the cost of all cell phones and of all local calls made from said City telephones. The City shall provide the Golf Professional an itemized copy of said monthly long distance, cell phones, and local phone bills. The Golf Professional/ Concessionaire shall also fully pay for any and all cable or satellite television services provided in the clubhouse. 14. The City and the bank handling the City's banking services will allow the Golf Professional/Concessionaire to use the City's credit card billing system for the collection of all City fees and charges, as well as for specified Golf Professional/Concession fees, with the Golf Professional/Concessionaire paying for their share of said service at the rate established by the City's bank. 15. The Golf Professional/Concessionaire shall devote his/her full time and attention as the Golf Professional/Concessionaire at City Park Nine Golf Course, and the City relies upon the personal services of the Golf Professional/Concessionaire to provide such services; and the hours that the Golf Professional/Concessionaire shall be at City Park Nine Golf Course will be mutually agreed between the Golf Professional/Concessionaire and the Manager of the Golf Division. 16. The management and supervision of the golf operations, pro shop functions, and food and beverage concessions at the City Park Nine Golf Course granted under this agreement shall, at all times, conform with the rules, regulations, policies, and procedures as adopted by the City of Fort Collins, or any of its Boards, Service Areas, Departments, or Divisions having jurisdictions over golf courses. 12 PROPOSAL PROPOSAL NO: P-911 DATED THIS —DAY OF 2003 CONTRACT FOR SERVICES: City Park Nine Golf Professional/Concessionaire 411 South Bryan Avenue Fort Collins, CO 80521 TO: City of Fort Collins Office of the Director of Purchasing and Risk Management 215 N. Mason Street, 2"d Floor ( if delivered) P.O. Box 580 (if mailed) Fort Collins, CO 80522 To Whom It May Concern: 1. The undersigned, pursuant to the Request for Proposals, which requested proposals for a contractual Golf Professional to manage and supervise the golf operations, pro shop functions, and food and beverage concessions at the City Park Nine Golf Course, having examined all documents, the golf course 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 this 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 golf professional and concession operation using the highest of modern professional golfing and management standards as employed at leading golf clubs and golf courses, 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 Questionnaire B. Annual Payment Schedule Statement To/From 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. 13 RESPECTFULLY SUBMITTED: NAME: ADDRESS: TELEPHONE: BY: Signature TITLE: END OF PROPOSAL 14 ANNUAL PAYMENT SCHEDULE STATEMENT (To and/or From the City) The City of Fort Collins will establish a schedule of City fees and charges, and will keep all revenues generated from green fees, annual passes, tournament fees, City -owned powered golf cart rentals, surcharges, private golf cart usage fees, other reservation fees, building rentals, etc. at the City Park Nine Golf Course. The Golf Professional will acquire and own, and will keep all income/revenues generated from the sale of golf merchandise, pull cart rentals, tournament service fees, golf club cleaning, golf club repair, golf rentals, food and beverage sales, and from the operation of the driving range and from providing professional golf lessons/instructions, etc., and will pay for their own staff at the City Park Nine Golf Course. 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, or make an in -kind contribution of a specific dollar value. If so, how much money/percentage/value will you (Golf Professional/Concessionaire) pay in each year listed to the City of Fort Collins to be the Golf Professional/Concessionaire at City Park Nine Golf Course? 2004- $ or % or 2005- $ or % or 2006- $ or % or 2007- $ or % or 2008- $ or % or *** and/or *** How much money annually must the City of Fort Collins pay you (Golf Professional/Concessionaire) to be the Golf Professional/Concessionaire at City Park Nine Golf Course? 2004- $ (In writing: 2005- $ (In writing: 2006- $ (In writing: 2007- $ (In writing: 2008- $ (In writing: (You must explain the above annual payments to and/or from the City, such as variable monthly amounts, flat -rate payments, percentage payments, in -kind contribution payments, etc. by attaching such written explanation on no more than one page to this page). (Weighting Value 5.0) Contractor: is t16rKacap 12 18 14 4 1618121 Gil M"rwpes pi laAi We a9 M :12 :17 rm ases. areas a>tiarar • 1perls�t?artlsl. WC wnawaauawaN _ 970-482-4867 970 2fa 9046 g42 Twolr wool �970.48457.9L r+. mmmommmmmmommm mmmmommmmmmomm CITV`PARK NINE -GOLF COURSE �': - _ = '_'N � � ff � .C; P'r�,,. t1Si�:,:a Oir; E .�s uL... C.F C,.S S:;:"E WJEt Hl,1 UP P° .,,'E..UE,F06T CDILL it;S. col ('n.. „J ;O�? �;^ �o r,J,t City of Fort Collins GOLF D"ION SLOWPLAYPoLrCY The purpose of this policy is to aid in provid- ing a positive and enjoyable golfing experience to all players visiting City of Fort Collins - owned golf facilities. I- Each group is responsible for keeping up with the group in front of them (defirtfd as staying in position). Your group Amid play within a it2 hole of the group ahead of you. 2. Each group will be asked to play its round of golf in two hour intervals per nine holes, 3. Golf course stab' may ask your group to catch up and accelerate Use pace of pixy If Your group is "out of position," you may be required to skip a hole to catch up. Two slow play warnings per round violate our slow play Policy, and playing privileges may be suspended. 4. Pro shop staff, City golf staff and the 'course monitor" have full and complete authority to enforce the slow play policy as outlined herein. Thank you for your cooperation, and we look forward to seeing you again soon. NOTE: The City of Fon Cot wiXmet, nuaamabte lcicororodorfo"fl a en m Cky $*r^j R pWraw, and 2"rmtes amd w 1t mak, +peeled caammurdemtom 6rPer $ whh dtmalfidec Colt (9M) 221 amremtr rDD / M 1970) 22I.6=for=*S, e. IU TIPS To QUICKER GOLF PLAY 1. Arrive at the golf course well in advance of Your tee time. 2. Negotiate your wagers prior to the first tee or without delaying play on the first tee. I Take practice swings while you wait for the grasp in front to get out of range, 4. On the tee or in the fairway, hit when ready; forget hones, S. On the green, line up your putt as others am putting out. 6. Carry a spare ball in your pocks, 7. For short pitches, chips. Or sand play, take a. few clubs and your putter to finish out the hole. & When sharing a golf cart, drop off your partner at his I her ball and proceed to yours; park your golf cart as close as possible to the next tee. Mark your scores on the next tee. 9. No mutliigans anytime, anywhere. 10. Don't give lessons on the golf cause. The rewards for playing 9 holes of golf in `two hours or less" are that you have had fun, and you have ensured that all the people behind you have also experienced a round of golf without undue delay. CITY P N • Slow Play Policy • Course Pace Rating • Quick Play Tips CRY Park Nine Golf Course 411 S. Bryan Avenue Fort Collins, Colorado 80521 (970) 221-665o ArMIMON GOLFERS! PLEASE DO NOT THROW AWAY THIS BROCHURE. RETURN TT TO THE PRO SHOP AFTER REARM SO THAT TT CAN BE SHARED wrM OTBER GOLFERS. . 7WAtVK YQU "y"�er I (Y J 3 3aJ J JA COURSE PACE RATING City Park Nine Golf Course 1E I Z 3 4 5 6 7 8 9 TOTAL HOLETIMES (Minutes to :13 09 :12 .17 :1 l :15 :17 : l6 :10 TI1�1E play each hole) • 2 HOURS CUMULATIVE TIME :13 22 :34 :51 1.02 1:17 1:34 1:50 2:00 nCourse Pa Rating (CPR) is determined by length of holes (including distance from each green to the ext tee), time spent on and around the grans, obstacle difficulty (water hazards, out of bounds, bunkers, etc., and consideration of situations where carts arc restricted to paths. CpR represents tiro amount of time a group of four should take to play each hole and proceed to the next tee. Tate cumu- lative times theta represents "tee times" for the group at each subsequent teeing ground The total play time is a target goal for how long it should take to play the golf course. REQUEST FOR PROPOSAL CITY OF FORT COLLINS CONTRACT FOR SERVICES CITY PARK NINE GOLF COURSE GOLF PROFESSIONAUCONCESSIONAIRE PROPOSAL NO. P-911 The City of Fort Collins is hereby requesting proposals for a contractual Golf Professional to manage and supervise the golf operations, pro shop functions, and food and beverage concessions at City Park Nine Golf Course, 411 South Bryan Avenue, Fort Collins, CO 80521, for the year 2004 with possible annual renewal options for the years 2005 through 2008; with a possible extension of the original five-year term for up to five additional years if performance is satisfactory and subject to City Council approval. Sealed proposals (6 copies) will be received at the office of the Director of Purchasing and Risk Management, 215 N. Mason Street, 2"d Floor, Fort Collins, CO 80521, (P.O. Box 580, Fort Collins, CO 80522 if mailed) until 2:00 p.m. (our clock), November 7, 2003. Proposal No. P911. Completion of our written proposal questionnaire and annual payment schedule statement to/from the City shall accompany any proposal to be considered properly executed. There will be a pre -proposal meeting on October 29, 2003, at 2:00 p.m. at the City Park Nine Golf Course Clubhouse, 411 South Bryan Avenue, Fort Collins, CO 80521 to inspect the premises and answer any questions which may arise. A copy of the Proposal may be obtained as follows: Call the Purchasing Fax -line, 970-416-2033 and follow the verbal instruction to request document # 30911. 2. Download the Proposal/Bid from the Purchasing Webpage, Current Bids page, at: www.fcgov.com/PURCHASING. 3. Come by Purchasing at 215 N. Mason Street, 2"d Floor, Fort Collins, and request a copy of the RFP. Top applicants may be interviewed by the RFP review committee. Interviews are tentatively set beginning at 3:00 P.M. November 20, 2003 1 Cultural, Library, and Recreational Services Golf Division CITY OF FORT COLLINS CULTURAL, LIBRARY, AND RECREATIONAL SERVICES GOLF DIVISION SUBJECT: Policy Statement on Golf Staff Usages at City Golf Courses PURPOSE: Establish and Amend Procedures and Guidelines for Eligible Golf Division Staff for Usage of City Golf Courses and Golf Cams EFFECTIVE: July 1,1995 (Amended January 1,1998, January 1, 2002, and October 1, 2003) Cultural, Library, and Recreational Services staff who work within the Golf Division are eligible for discounted usage of City golf courses and City golf carts as follows: 1. 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 primary employees employed by the Restaurant/Snack Bar Concessionaires. These employees may play rounds of golf and may use City golf cams and pay discounted fees, as appropriate. 2. Golf PlayUsage shall be as follows: (a) Employees who normally work 30 hours or more per week have no restriction on the number of discounted 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) discounted rounds of golf played per week or up to 15 discounted rounds of golf per calendar month at the specific golf course where theywork, 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) discounted round of golf per month at both of the other two 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 discounted practice rounds of golf at the other course(s) within their regular number of rounds allowed per week one week prior to the tournarnerit. The employees supervisor is responsible for notifying the host Golf Professional. Collindale Golf Course • 1441East HorsetoothRoad • Fort Collins, CO80525 •(970)221-6651 SouthRidge Golf Course • 5750 South Lemay Avenue • Fort Collins, CO80525 • (970)2246-2828 Golf Administration • 215NmthMasonStreet, 3rdFloor • P.C.Box580 • FortCollins,C08M=0580 • (970)221-6350 • FAX(970)221-6586 21 (c) Employees are allowed to make Advanoe tee time reservations or be a part of someone else's reservation utilizing the same tee time reservation procedure approved for all golfers, however, we should strive to not replace full fee paying 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. (d) All Golf employees will pay the appropriate CitrSurcharge Fees to play golf 3. Golf Cart Usage shall be as follows: (a) Full Time/Seasonal City Employees, and contractual supervisory employees, as defined by the Manager of the Golf Division, who normallywork 30 hours or more per week, may use golf carts at no charge at the course where theywork on weekdays only, if a reasonable number of golf carts are available as per the judgement of the Golf Professional For weekends, holidays, city sponsored or co -sponsored tournaments, leagues, or at the other two courses where they do not work, golf carts may be rented by the employee at the 50 percent 9 or 18 hole discount rates, if a reasonable number of golf carts 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 cart rental rate at all titres. Two employees riding together pay only one fee. (b) Part Time/Seasonal city employees, as defined by the Manager of the Golf Division, who normally work 29 hours or less per week, may tent golf carts at the 50 percent 9 or 18 hole discount rates at all times at the course where they work, if there are a reasonable number of golf carts 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 cart rental rue at all times. Two employees riding together pay only one fee. (c) Two employees (m a group of two, three, or four players) who get free or discounted golf carts, should ride in one golf can together, as two free or discounted golf carts should not be taken. (d) All employees may use a golf cart 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 can 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. 10/01/03 22 Cultural, Library, and Recreational Services Golf Division 2004 GOLF FEES AND CHARGES City Park Nine, Collindale Daily Green Fees and SouthRidge 9-Hole Prime Time $15 9-Hole Non -Prime Time $13 9-Hole Non -Prime Time Ages 62 to 74 $10 9-Hole Non -Prime Time Ages 17 and under & 75+ $ 8 Twilight Rate $ 9 18-Hole Prime Time $24 18-Hole Non -Prime Time $22 18-Hole Non -Prime Time Ages 62 to 74 $17 18-Hole Non -Prime Time Ages 17 and under & 75+ $15 Tournament Fees Tournament Reservation Fee $ 2/9-Holes per player Tournament Reservation Fee Prime Time (Shotgun) $ 4/9-Holes per player Tournament Service Fee to Golf Professional $ 8 -per player Tournament Service Fee to Concessionare $ 7 -per player Tournament Fees are added to Daily Green Fees for Tournaments. The Tournament Service Fees for Golf Professionals and Concessionaires may be fully or partially waived by the Golf Professional and/or Concessionaire at their option. 10-Play Punch Cards 2004 10-Play Punch Cards are good at all three City Golf Courses and are Not Valid for Tournament Play (unless exempted); They have No Cash Return Value, but they Maintain their Credit Value Indefinitely, 9-Hole I O-Play Punch Card $127.50 ($12.75 per punch credit value) 18-Hole 10-Play Punch Card $204.00 ($20.40 per punch credit value) Annual Passes 2004 Annual Passes can be used during Non -Prime Time only; are Not Transferable; are Not Valid for Tournament or League Play (unless exempted); They Expire February 28, 2005; and Users must have a Fort Collins Address Only. Adult (Ages 18 to 74) $450 Age 17 and under & Age 75+ $225 CoBindaleGolf Course • 1441 East Horsetooth Road • Fort Collins, CO80525 • (970)Z21-6651 SouthRidgeGolf Course • 5750 South Lemay Avenue • Fort CoHins, CO 80525 • (970)226-2828 Golf Administration • 215 North Mason Street, 3rd Floor • P.O. Box580 • Fort CoMns, CO 80522-CM • (970)221-6350 • FAX (970) 221-6586 23 Annual Passes entitle the cardholder to play golf at both City Park Nine or Collindale as often as desired and as the courses are available during Non -Prime Time only; and at SouthRidge during SouthRidge Non -Prime Time only. Annual Pass Per Play Fees 9-Holes 18-Holes Adult & Age 75+ at City Park Nine and Collindale $3.00 Age 17 and under at City Park Nine and Collindale $2.00 $4.00 All Annual Pass Cardholders at SouthRidge $6.50 $11.00 Golf Cart Rental Fees (includes Sales Tax) Golf Carts are discounted for those golfers age 62+ during Non -Peak hours only, as posted; Individuals of any age may be eligible for discounted Golf Cart Rates with proven special circumstances such as physical/medicA limitations, etc., at all times except Tournaments (unless exempted). 9-Hole Regular 9-Hole Age 62+/Medical 9-Hole Medical Single Private Golf Cart Usage Fees Prime Time and Non -Prime Time $15 18-Hole Regular $23 $12 18-Hole Age62+/Medical $18 $ 8 18-Hole Medical Single $12 $15 Daily or $200 per Season, plus $100 Per Course Added 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 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 month of Apa- and on Monday, Tuesday, Wednesday, and Thursday (except Holidays) from 10:30 a.m. until 2:30 p.m during the months of May d rough September. All other times shall be considered PRIME TIME hours at SouthRidge. Surcharge Fees The total Surcharge Fees for 2004 are $2.00 on each 9-Hole Round and $4.00 on each 18-Hole Round, and are already included in Daily Green Fee Rates, 10-Play Punch Card fees, and Annual Pass Per Play Fees. Surcharge Fee Revenues will be used for Golf Division Capital Outlay and debt service payments purposes only. JPBrown: 8/01/03 24 CITY PARK NINE OPERATING REVENUES The following numbers are the City Operating Revenues generated at City Park Nine Golf Course for the years 2001 and 2002, and 2003 throygh''September. Operating Revenue Source Budgeted Actual Differential 2001 Annual Passes* $ 78,075 $ 85,502 $ + 7,427 Green Fees 307,000 329,489 + 22,489 Tournament Fees 6,000 3,920 (2,080) Golf Cart Rentals 28,000 35,123 + 7,123 Concessions 10,000 6,967 (3,033) Surcharge Fees 38,500 44,583 + 6,083 2001 City Park Nine Totals $ 467,575 $505,584 $ + 38,009 2002 Annual Passes* $ 77,356 $ 71,847 $ (5,509) Green Fees 311,000 277,583 (33,417) Tournament Fees 3,000 3,281 + 281 Golf Cart Rentals 30,000 35,238 +5,238 Concessions 10,000 10,101 + 101 Surcharge Fees 78,000 76,675 (1,325) 2002CityPark Nine Totals $ 509,356 $474,725 $(34,631) January Thru September 2003 Annual Passes* $ 80,766 $ 68,415 N/A Green Fees $311,000 $217,842 N/A Tournament Fees $ 3,700 $ 4,721 N/A Golf Cart Rentals $ 35,000 $ 30,940 N/A Concessions $ 11,000 $ 9,250 N/A Surcharge Fees $ 77,000 $ 29,428 N/A 2003 City Park Nine Totals $518,466 $360,596 N/A * Annual Pass Revenues are attributed to City Park Nine on a rounds played ratio basis. Note: Surcharge Fees in 2001 of $1.00 for each 9-hole round and $2.00 for each 18-hole round, and starting in 2002 fees of $2.00 for each 9-hole round and $4.00 for each 18-hole round are included in and then extracted from Green Fees, Tournament Fees, and Annual Pass Per Play Fees. �o�m • .: 03MM omamOman ©e���o��aa■s�i, � Ct11®�� 11 MMENa ®tee®tee©©�e�ma�eWMENIM ®�e�®a��©ate©a�a■ �©' �® r �Q�mo�oo�ism000mm ��®�©©©�a�■�aa o � ■ m�a -1 �� 1 mm�®©©o gee • .ram-..�a����s���©e�e��a■e� 115 •. 1• • - •'1• ®e���o��■�ia��ae ���e��e©�oeeoa�e■�o mml �e�oee�■ee�seeeaao� �eee�eee� ee eaea e ®mmmmmml������o���e GOLF COURSE ANNUAL PAS PLAY RECORDS CITY PARK WINE ]eaI Im lase JenLawy 128 509 406 683 188 44 438 13 290 84 26 175 5 Fabngwy 340 731 734 989 275 38 663 13 83 34 451 4 March 738 583 830 ON 274 39 547 20 843 327 7 501 8 AprR 825 1,032 762 1,313 475 05 758 14 1,193 594 24 570 5 May 1,284 .1,084 1,130 1,486 597 61 791 37 1,292 620 53 807 12 June 1,430 1 1,1771 1,336 1,6591 844 93 910 12 1,536 743 92 694 7 July 1,174 1,230 1,329 1442 50 101 762 10 1.470 604 62 706 8 Atgjg 1095 1,192 1,427 1,512 4641 132 905 11 1A11 603 62 756 11 sepwnber 11078 I'm 1,070 11115 382 53 671 9 1,043 41D 37 588 8 October an 7T7 893 937 302 41 591 3 1,051 393 8 845 5 November 493 532 837 239 72 1 164 2 700 263 17 428 2 DaZber 345 153 573 207 65 3 193 8 192 53 1 136 2 TOW.LLZ 1 11A27 1 7 672 7 -1 1104 7M 379 GOLF COUASE ANNUAL PASS PLAY RECORDS Zffie January SOB 408 683 290 84 26 175 5 59 9 50 February 731 734 989 • 83 34 • 45 4 225 98 5 122 March 553 930 880 843 327 7 501 8 334 66 3 242 3 AprR 1,032 702 1,313 1,193 594 24 570 5 985 311 21 646 8 May t,084 1130 1A86 1,292 620 53 607 12 1,044 280 31 729 4 June 1,177 1,336 1,659 1,538 743 92 694 7 1,163 3t5 67 777 4 iwy 1,230 1,320 1.442 1,470 694 62 708 8' 1,213 250 32 918 6 August 1,192 1,427 1,512 tA11 593 52 755 11 1,276 368 93 814 3 S 1,063 1,070 1,115 1043 4101 371 588 1 8 977 181 81 734 1 October 777 893 937 1,051 3931 8 645 5 866 93 6 551 5 November 532 837 239 700 253 17 428 2 330 29 3 297 1 DOCenlber 153 573 287 192 53 1 136 2 232 35 19T' Total 10, N 12,522 11,104 4,78 3 6,850 8A93 2,082 -a-Mr. GOLF COURSE ANNUAL PASS PLAY RECORDS COMPARISSION REPORT 1999-2003 --im FEE dhn add iaC-Rrhlmd Ff9Ah dd" CITY PARK NINE 0�01 2002 Wide Whole 2:bgjg 2003 0-hole 18-trolg 9-hole Jan 406 683 290 59 9 - 50 - 427 39 - 387 1 FeW ary 734 989 83 225 98 5 122 36 9 - 27 March 930 880 843 334 86 3 242 3 184 33 - 151 April 762 1,313 1,193 985 311 21 645 8 661 122 - 539 - May 1,130 1,486 1,292 1,044 280 31 729 4 1,112 214 - 898 June 1,336 1,659 1,536 1,163 315 67 777 4 1,190 200 40 950 July 1,329 1,442 1,470 1,213 259 32 911356,344- 222 797 A usl IA27 1,512 1,411 1,276 366 93273411 332 - 671 September 1,070 1,115 1,043 977 181 61 231 - 481 October 893 937 1,051 655 93 6November 837 239 700 330 29 3December 673 267 192 232 35 Toth 1 ,42712,52211,104 8,493 2082 322 1,402 40 4,901 1 27 GOLF COURSES ANNUAL PASS SALES RECORD Comparisons for 19W-2003 2003 CATEGORIES 1999 2�00 2001 2002 20Q3 R/F U/F Single Adult 364 349 346 260 259 79 180 Age 17 & Under N/A 97 100 67 45 6 39 Age 75 & Over N/A 79 94 115 104 86 18 Junior (Age 18 & Under) 100 N/A NIA WA N/A N/A N/A Super Senior (Age 80+) 31 N/A N/A N/A N/A N/A NIA TOTAL 495 525 540 442 408 171 237 Beginning in 1996, Annual Passes were restructured to create a multitier system. We eliminated the categories of Senior (Age 62 & Over), Student/Young Adult (Age 24 & Under), and all Family pass categories including Spouse. We then had only three categories of passes, which were Single Adult, Junior (Age 18 & Under), and "Super Senior" (Age 80 & Over). Beginning in 2000 the three categories are now called Single Adult, Age 17 & Under, and Age 75 & Over. 28 2001 GOLF CART B CRY PARK NR4E 9 Hole 9 Hob 9 Mob 18 Hole 18 Hob 18 Hole 82+Med. br 02+Mad. Other Total d Babe Total 1100 0. 7.90 00 shoo i11.00 « March 1,007-00 84.00 42.00 48.00 1.206.00 1,18&m T9.80 1 00 2 6.00 200.00 105.00 18200 3.499.00 3,278A4 220.56 3A99.00 3 7.00 400.00 224.00 315.00 11.00 4,197.00 3 .OB 253.92 4197.00 Jun 4,537.00 531L00 17&00 961.00 40.00 5&00 10.OD 0,221.00 5,825.89 392,11 I 0 1,00 5,213.00 700.00 198J10 1 504.001 128.00 33.00 5.00 839.00 6.407.92 431. 0.00.00 4A46.00 500.00 315.00 58&OD 80.00 10.00 5 999.00 020J10 37&10 5,999.00 9,679.00 640.90 12&00 378.00 11.00 4.834.00 4,529.25 00 October 1677.00 290.00 19&OD 210.00 48.50 2,421.00 Z,288.43 152.57 421.00 November L281J%t 220.00 140A8 273.00 11.00 1,905.00 1,T84.95 120.05 190&00 December 13000 7JI0 137.00 128.36 8." 137.00 Tor 29,01&00 3 e96.00 1 3 87&00 398.00 121.00 35.00 I 37A7.00 35,118.57 $382A7 37 1.00 s 2DO2 GOLF CART BREAKDOWN CITY PARK NINE 9 Hob 9 Hole 9 Hole 18 Hob 18 Hole 18 Hds 82+Mad. Wgg nft 02+Mod. MOMWOther TOW 0abe ToW 314.00 111.00 47.00 322.00 $17. 11.00 February 434.00 11.00 44.00 - 189.00 45ez7 30.73 480.00 March 994.00 90.00 42.00 80.00 17.00 - 1,207.00 1.131.15 75.86 1 .00 AprN 2.492.00 341.00 224.00 190.00 3,2 &W 3,05(1.47 204.53 00 may 3,612.00 44040 41&00 242.00 17.00 4,724.00 4A27.15 29&85 4,724.00 Jura 1 5 474.00 750.00 1 371.00 902.00 6&00 7.574.00 7,000,13 47&57 7,57440 July 5.150.00 1,342.00 46&00 83&00 34.00 7,a2&00 7.334.38 4 .84 7,82&00 August 4 700.00 1,055.00 850.00=3A=00272.00 11.00 8,983.00 8,5M29 439.71 0.983.00 September3,5M00 683.00 301.0011.00 4 811.00 4"&72 302.28 4,811.00 October 1,442.00 253.00 200.00 44.00 2,008.00 1,93&18 129.82 2005.00 November 294.00 77.00 49.00 437.00 409.54 27A6 437.00 Daoamber 70.00 77.00 35.00 192.00 170J17 11.43 1820) T AL 28,357.00 9,027.00 00 8&00 39,880.00 37,188.17 2A91.83 39,BBOJ10 _ 2003 GOLF CART BREAKDOWN CITY PARK NINE 9 Hole I 9 Hde 9 Hob 18 Hole 18 Hole 18 Hole 62+Med. Regular 62r Med. Med/81 Other Tool Saba 11.00 7.00 $22.00 $17.00 $11.00 Tax February - 28.00 28.24 1.T8 March 73.094.OD 77.00 49.00 44.00 17.00 565.00 529.50 35.50 AprN 190.00 1 44.00 132.00 17.00 2,349.00 2,201.39 147.61 MAY 482.00 224,00 30&00 17.00 - 4,105.00 3.847.07 257.93Jura 750.00 287.00 572.00 17.00 22.00 6.207.00 5.017.02 389.98 J 1.023.00 378.00 484.00 202.00 T2.00 7.065.00 6,621.16 443,54 August 5,Of2.00 867.00 434.00!2,090.00 .00 8,733.OD 8,322.24 410.78 mbar 3,840.00 868.00 308.00.00 17.00 5,153.00 4,829.25 323.75 October November December TOTAL 23A70.00 4,943.00 1A"00 287.00 44.00 32,73e.00 30,493.38 2,044.82 29 The City of Fort Collins reserves the right to accept or reject any and all proposals and to waive any irregularities or informalities. Questions concerning the scope of the contract should be directed to the Manager of the Golf Division Jerry P. Brown, (970) 221-6350. Questions regarding proposals submittal or process should be directed to James B. O'Neill II, CPPO, FNIGP, Director of Purchasing and Risk Management, (970) 221-6775. J es . O'Neill, II, CPPO, FNIGP D ct of Purchasing and Risk Management 2 BACKGROUND INFORMATION The City of Fort Collins is the owner and operator of the City Park Nine Golf Course located at 411 South Bryan Avenue, Fort Collins, CO 80521. The Cultural, Library, and Recreational Services area Golf Division administers City Park Nine for the City and desires to grant to a PGA "Class A" member Golf Professional (or equivalent) in good standing, or someone currently in the Program eligible to become a "Class A" Member within the initial term of our Agreement, a contract for services to manage and supervise the golf operations, pro shop functions, and food and beverage concessions at City Park Nine for the year 2004 with possible annual renewal options for the years 2005 through 2008, with a possible extension of the original five-year term for up to five additional years if performance is satisfactory and subject to City Council approval. The management and supervision of the golf operations, pro shop functions, and food and beverage concessions include, but are not necessarily limited to, the general management of play on the course, course monitoring (ranger/marshall), operation of the driving range, power golf cart preparation, return inspection, and rentals, golf lessons/instructions, collection and accounting of City fees and charges, sale of golf merchandise and services to customers, golf club repair, tournament coordination, overall clubhouse management, clubhouse janitorial services, snack bar concession services, daily cleaning of all outside entrance areas and golf cart staging area, and all other golf related operations except for course maintenance. The Golf Professional/Concessionaire provides all employees and volunteers necessary to facilitate the full and efficient use and management of the golf course operations as described; and the Golf Professional/Concessionaire owns and sells golf merchandise and services, the food and beverages, and operates the driving range through an exclusive concession granted by the City. In this contract for services, the Golf Professional/Concessionaire collects all revenues received at City Park Nine on a daily basis. The Golf Professional/Concessionaire accounts for and forwards to the City all revenues generated from green' fees, annual passes, tournament fees and City tournament reservation fees, powered -golf cart rentals, surcharges, private golf cart usage fees, City building rentals, other reservation fees, and other such fees set by the City. The Golf Professional will keep all non -City revenues generated from the sale of golf merchandise, golf instructions/lessons, pull cart rentals, tournament service fees, golf club cleaning, rental and repair, food and beverage sales, and the driving range. The Golf Professional shall be the owner of all merchandise, rental clubs, club repair equipment, range balls, pull carts, course monitoring cart(s), and food and beverages and food and beverage cart(s). It should be understood that all course monitoring, daily golf cart preparation and inspection services, clubhouse janitorial service costs, and food and beverage vending costs are to be borne by the Golf Professional/Concessionaire as a part of this contract for services. With regard to the course monitoring, the City desires that the Golf Professional include whatever is necessary to reasonably facilitate our "Slow Play Policy" as slow play is one of our major concerns. Also, City Park Nine is a "spikeless" golf course. 91 THE COURSE AND HISTORY City Park Nine is a regulation size 9-hole golf course, built as a WPA Project in circa 1940, and was originally operated by the Fort Collins Golf Association. The City took over the total operations of the course in 1970. The course plays 3,335 yards from the back (blue) tees, 3,029/3,089 yards from the mid (white) tees, and 2,632 yards from the forward (red) tees, and is a par 36. In 2000 through 2002, an average of 41,000 total rounds of golf (including both 9 and 18 hole rounds) were played, with an average of 10,700 of those rounds played by annual pass card holders and the remainder green fee rounds; with approximately four percent of the total rounds being 18-hole rounds. Golf facilities include a 'short' driving range, two practice putting greens and a practice chipping green, and a well maintained golf course. The clubhouse building, which was rebuilt in 1988, includes a lounge, kitchen, and snack bar area, and a complete service pro shop where the starter operations are performed. There is also an office and club repair/storage room. GOLF PROFESSIONAUCONCESSIONAIRE FEES, REVENUES, AND PAYMENTS The existing Golf Professional/Concessionaire at City Park Nine Golf Course has served in that capacity since March 2001, and has decided to terminate his Agreement, effective December 31, 2003. He will continue to provide staff and golf services at City Park Nine through December 31, or after until a new Golf Professional/Concessionaire is hired, if necessary. The City of Fort Collins has paid (as per the RFP bids) the following annual amounts, as a Fee for Services to the existing contractual Golf Professional/Concessionaire since 2001: 2001 2002 2003 $45,000 $46,000 $47,000 For comparative purposes only, the existing contractual Golf Professional/Concessionaire provided to the City the following unaudited figures as being generally representative of his average annual gross revenues generated at the City Park Nine Pro Shop, Driving Range, and Snack Bar during the past three years under similar circumstances: 2001 Shop Sales $67,000 Driving Range 62,000 Food/Beverage 41,000 Total $170,000 2002 2003* $75,000 $46,000 Est. 67,000 57,000 Est. 43,000 28,000 Est. $185,000 $131,000 Est. * Storm Drainage construction on the golf course until June 20, 2003 impacted play and revenues. The project has been completed. The City makes no representation or guarantees as to the accuracy of the revenue figures as provided by the Golf Professional/Concessionaire. As a part of his proposal to the City, the existing Golf Professional/Concessionaire agreed to pay to the City the following: 4 2001 2002 2003 Food & Beverage Concession Fee $ 4,000 $ 4,000 $ 4,000 Golf Shop Concession Fee $ 4,000 $ 4,000 $ 4,000 Driving Range Payment $12,000 $13,000 $14,000 Total Payments to the City $20,000 $21,000 $22,000 Plus he also paid 100% of the cost for replacement carpeting in the Pro Shop in 2001. FOOD AND BEVERAGE OPERATION We will require that the successful Golf Professional/Concessionaire proposal at least provide minimum food and beverage services at City Park Nine Golf Course, which may include vending machines for soft drinks, self-service coolers, candy, coffee, chips, cold sandwiches, packaged food, and the sale of beer and wine; and the operation of a food and beverage cart to serve these products on the course. In addition, the Golf Professional/Concessionaire may utilize catering companies to come in for special events, or authorize private parties using City Park Nine Golf Course to utilize catering companies for their special events at the course. The Golf Professional/Concessionaire may utilize all of the City -owned Inventory of Snack Bar/Restaurant Equipment noted in Exhibit "H" in the attached draft Agreement. It is the desire of the City to hopefully re -open a full -service snack bar operation in the future if at all possible, and the possibility exists that City Park Nine Golf Course could support a full - service, full-time snack bar, provided, however, that the City and/or Golf Professional/Concessionaire brings the kitchen up to Code (including adding a grill, hood, and proper refrigeration and sinks as per Health Codes), etc. If these improvements are made, the Golf Professional/Concessionaire may desire to re -open the snack bar full-time during at least the peak season, and part-time for special events and throughout the balance of the year. Catering and/or banquet services operated out of the clubhouse are also a possibility. ATTACHED INFORMATION/DATA Attached are copies of the City Park Nine scorecard, the City Park Nine "Slow Play Policy' and "Course Pace Rating" information, the "Policy Statement on Golf Staff Usage at City Golf Courses," the 2004 Golf Fees and Charges Schedule, City generated revenues, and golf play statistics and golf cart rental data at City Park Nine from 2001 to September 2003, for your information and reference. CRITERIA FOR PROPOSAL AWARD The proposal will be evaluated as follows: 1. A Five -person City Park Nine Golf Professional/Concessionaire RFP Review Committee, composed of two members from the City of Fort Collins Golf Advisory Board, one member from the City Golf Division staff, one member from the City of Fort Collins Purchasing staff, and one outside person appointed by the Director of Purchasing, will review all written 5 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 by the Committee and the Committee will rank the interviews using criteria and potential questions regarding background and experience of the Golf Professional/Concessionaire and staff, the ability of the Golf Professional/Concessionaire to operate as per the scope of the proposal, and the financial circumstances of the proposal including ability to perform and cost to the City. 3. The Manager of the Golf Division will check the references and perform a background screening of the top ranked individual/firm. If the references and background screening are acceptable, an Agreement will be awarded to the highest ranked firm/individual subject to suitable contract negotiations. 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 (6 copies) must be sealed, addressed, and deposited with the City at the following location before the proposal opening: City of Fort Collins Office of the Director of Purchasing and Risk Management 215 N. Mason Street, 2nd Floor (if delivered) P.O. Box 580 ( if mailed) Fort Collins, CO 80522 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. E. Required Documents - The following shall be submitted with the proposal 1. Proposal Questionnaire 2. The Proposal form/addendum acknowledgment page (s) 3. An Annual Payment Schedule Statement To/From the City F. During the written portion of the RFP process, public input/citizen support is not included, and will not be considered when the committee is evaluating the written proposals. References will only be considered by the committee for the interview portion of the process. As a public entity, citizens have a right to provide their opinions to us; however, the RFP process clearly defines when such input will be considered. Therefore, proposers shall not solicit nor encourage such citizen support, nor provide references during the written portion of the process. Said references and 31 support can be a part of the interview phase of the process. All letters, faxes, e-mails, etc. should be sent to the Manager of Golf for processing. PERMITS, LICENSES, FEES, AND TAXES It shall be the responsibility of the Golf Professional/Concessionaire to make application for the necessary permits and licenses, and to pay for all fees and taxes in order to operate the City Park Nine Pro Shop and Driving Range, and food and beverage concessions, including the ability to obtain a City Beer and Wine License for beverage sales and consumption. COLLUSIVE OR SHAM BIDS Any bid deemed to be collusive or a sham bid will be rejected and reported to authorities as such. Your authorized signature of this proposal assures that such bid is genuine and is not a collusive or sham bid. PRE -PROPOSAL MEETING We will hold a Pre -Proposal Meeting at the City Park Nine Clubhouse, 411 South Bryan Avenue, Fort Collins, CO 80521 on October 29, 2003 at 2:00 p.m. 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. James B. O'Neill II, CPPO, FNIGP Director of Purchasing and Risk Management City of Fort Collins 215 N. Mason Street, 2`d Floor P.O. Box 580 (if mailed) Fort Collins, CO 80522 970. 221.6775 Any questions concerning the scope of this contract or citizen support/references should be directed to: Jerry P. Brown Manager of Golf City of Fort Collins 215 N. Mason Street, 3'd Floor P.O. Box 580 (if mailed) Fort Collins, CO 80522 970. 221.6350 970.221.6586 (FAX) E-Mail address: jpbrown@fcgov.com Any questions concerning the City Beer and Wine License application and approval process should be directed to: Aimee Jensen Deputy City Clerk City of Fort Collins 300 LaPorte Avenue P.O. Box 580 (if mailed) Fort Collins, CO 80522 970.221.6315 970.221.6295 (FAX) E-Mail address: ajensen@fcgov.com 8