Idea Transcript
Request for Proposal (RFP) Town of Carolina Beach Marina Management 1.0 SUMMARY 1.1 Request for Proposals: Professional firms, businesses, or individuals with proven experience and expertise with marina management are invited to submit proposals to provide services to the Town of Carolina Beach. The proposal shall be for managing and operating: 1.1.1 1.1.2
1.1.3
1.1.4 1.1.5
The Town Marina (“Marina”) property located at 301 Canal Drive which is dedicated to charter boats operations, and day boater/dinghy slips, Weeks Lot located at 110 Carl Winner Drive, a 34,964 square foot upland parking area to the west that consists of 44 parking spaces, bathroom facilities, sewer pump out, electrical panel for the boat slips, and a fish waste freezer, Carl Winner, approximately 15,000 square feet of right of way to the south and east used for vehicle and pedestrian queuing, head boat pump out, ticket building, and landscaping. Canal Drive, parking in the Canal Drive right of way is specifically marked for usage by the Charter Boats on the eastern side of the Marina, and Mooring Field (“moorings”) located in Myrtle Grove Sound and utilized for transient boaters 26’ in length and greater.
1.2 The Request for Proposal (RFP) does not constitute a contract for services performed or to be performed. Following the selection of the successful bidder (hereafter referred to as “Contractor”), the Town of Carolina Beach (hereafter referred to as “Town”), will negotiate a contract including a scope of services. 1.3 Minimum Qualifications for Submittal: 1.3.1 The contract award shall be to the most responsive and responsible Contractor meeting the written specifications and the minimum qualifications of experience, competency, skill and financial capacity. The Town reserves the right to inspect the Contractor’s facilities, equipment, personnel, and organization at any time, or to take any other action necessary to determine Contractor’s ability to perform. The Town reserves the right to reject responses where evidence or evaluation is determined to indicate inability to perform. The Town shall have sole discretion in making a determination as to Contractor’s capacity to perform and if qualifying projects satisfy the minimum requirements. 1.3.2 No proposal will be accepted from, nor will any contract be awarded to any Contractor who has an outstanding debt to the Town, or who is a defaulter, as surety or otherwise, upon any obligation to the Town, or who is deemed irresponsible or unreliable by the Town. 1.3.3 It is preferred that the Contractor be actively performing third party management services for operations similar to the municipal marina for a minimum of five (5) years from the date of issue of this RFP.
Town of Carolina Beach Request for Proposal
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1.3.4
1.3.5
The Contractor shall submit references from organizations for which it has successfully (overall performance rating of “Good” or better) performed services of the type identified in the scope of this RFP. The Contractor may submit a proposal that only addresses a portion of the objectives. Each proposal will be evaluated per Section 6 and still be considered.
1.4 Submittal Deadline Proposals shall be received until October 1, 2016 at 3p.m. at the 1121 North Lake Park Blvd. Carolina Beach NC 28428. Contractor shall be responsible for the timely delivery to the Assistant Manager’s office. Proposals received after the stated time and date will not be considered. Three (3) printed hard copies with one marked “Original” and containing a manual signature, bound with tabbed dividers separating each section. The original and copies shall not exceed thirty (30) pages, inclusive of any schedules, charts or other illustrations (Appendix sections do not count toward total page count). Each page shall be numbered consecutively, and shall not exceed 8-1/2” x 11” in size. Each text page shall be printed in font 11 and have a minimum 1” margin. An additional digital copy on individual CDs (in PDF format, and bookmarked to the same specifications as the hard copy) of the submittal shall be submitted by the proposing contractor. All sets will be clearly labeled with the submitting firm’s Name, RFP Title and Number, and Submission Date on the outside of the CD label. Following submittal of the proposal, firms shall not add or substitute team members, unless approved by the Town. Any change in the proposed team shall be requested in writing to the Town. The request shall include an explanation of the reason for the substitution and a resume with the background and experience of the substitute team member. Bound proposals and CDs shall be sealed within a container (box, envelope, package, etc.) and labeled in a prominent place on the exterior of the package as follows: Firm Name- Request for Proposal-“Title Name” and number The Contractor shall have a place of business for contact by the Town during normal hours on normal working days. 1.5 Inquiries / Questions All inquiries shall be in written format and addressed to: ATTN: Ed H. Parvin 1121 North Lake Park Blvd. Carolina Beach NC 28428 The last day to submit questions concerning this RFP shall be August 15, 2016 at 3pm. Questions received after this time will not be considered or addressed. 1.6 Site Visit and Pre-Proposal Meeting. A Pre-Proposal meeting will be held August 4, 2016 at 10:00 a.m., at 1121 North Lake Park Blvd. Carolina Beach NC 28428 The purpose of the Pre-Proposal Meeting is to: 1) review the intent and requirements of the RFP in detail with potential Contractors, 2) discuss the format and requirements of the submittal in relation to the Town's evaluation of the proposals, and 3) receive input from potential Contractor’s as to how best to modify the RFP for clarity, consistency and for Town of Carolina Beach Request for Proposal
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closer alliance to information typical to industry standards. Contractors are encouraged to thoroughly read the RFP prior to the Pre-Proposal Meeting and send as many professional representatives as necessary to participate meaningfully as to the business terms as well as technical aspects of the response. The Pre-Proposal Meeting is intended to be the only time that changes to the RFP (by non-Town entities) will be considered. At the conclusion of the pre-proposal meeting, all potential Contractors will have an opportunity to survey the Facilities. 1.7 Services To Be Performed: 1.7.1 The Contractor will operate the Marina, its related facilities, and the Moorings in a manner in accordance with the highest standards of professionalism achievable and consistent with the expressed plan, instructions and/or policies of the Town of Carolina Beach. 1.7.2 The Town reserves the right to revise the scope of services prior to the execution of a contract to reflect changes arising out of the qualification and proposal processes, incorporate any additional requirements and incorporate any other changes it deems necessary. 1.7.3 The Contractor shall comply with all directions, rules and procedures prescribed by the Town and all present and future laws, ordinances, orders, directives, codes, rules and regulations of the federal, state and local governmental agencies which may be applicable to the Marina. 1.7.4 The Town envisions a long-term contract for Marina Management Services with the selected Contractor, with a term not less than 5 years. 2.0 BACKGROUND 2.1 Town’s Purpose Of Project: The Town's objectives are to successfully market the marina as a premier boating destination to entice the boating public to visit the Carolina Beach, to maintain a world class marina facility that is attractive, clean, and safe, and operate and maintain the marina to provide a reliable flow of revenue for routine maintenance and long term facility improvements. Firms must demonstrate the organizational, operational, and financial capabilities to accomplish the scope of work/services identified within the RFP. 2.2
Background: 2.2.1 The Town is a vibrant coastal community with a rich history and cultural heritage. The Town has a long established working waterfront which has many successful charter vessels at the Town Marina, Blackburn Seafood, Carolina Beach Boat Yard and Marina, along with several public and private marinas allowing for boaters to visit the community. 2.2.2 The Town is situated adjacent to the Intra-costal waterway and also features beautiful world class beaches and is home to several oceanfront hotels and condo facilities. The island also boasts several exceptional parks including Carolina Beach State Park, CB Lake Park, Mike Chappell Park, and the NC Aquarium at Fort Fisher. The Town’s business districts have fine dining, live entertainment and opportune prestige shopping all conveniently located minutes away from the Marina.
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2.3 Description and Condition of Property MARINA The Carolina Beach Municipal Marina was constructed or repaired in part or in whole in 1989 as part of a marina improvement project for the Town of Carolina Beach. The marina is bound on three sides by a timber sheet pile retaining wall that is constructed in the manner of a Naval Wall. The existing timber retaining wall is located along the eastern, southern and western faces. A Naval Wall, by definition, consist of a grooved timber sheathing that is supported by a waler which is in turn supported by an outboard king pile which is then anchored back into the earth with a mechanical earth anchor such as a concrete deadmen or drag pile. The anchorage from the king pile to the earth anchor is completed by utilizing a steel threaded rod that protrudes through the king pile and is capped with a plate or ogee washer and nut. The bulkhead has deteriorated over the years and is in need of significant repair and/or replacement. There are several material options for the replacement of the existing retaining wall. All of the options would likely be installed outboard of the existing timber wall so as to not require shoring of the existing earth. This is the typical installation of a replacement retaining wall in our area. These options and preliminary order of magnitude cost in price per linear foot is as follows: Total Linear footage = 905’ +/-. The operations and maintenance of the Marina is managed by the Town’s Harbor Master / Police Captain. MOORINGS The Town of Carolina Beach Mooring Field was completed in August of 2012. The project included the creation of 10 mooring balls secured by a series of chain and shackles used to connect concrete blocks to the moorings. The moorings are accompanied by a dinghy dock located at the Sandpiper Lane Street End and dinghy space at the Town Marina. One mooring had a failure point which was determined to be associated with a faulty shackle connection between the small and large chains. Currently the 9 remaining mooring are managed by a contractor hired by the Town. The Town is looking at options to replace the 10th mooring ball with a helix anchor system vs. the current chain and block design. 3.0 OBJECTIVES AND ENVISIONED SCOPE OF PROJECT 3.1
Objectives: The key objective of this project is to utilize a contractor to manage the following aspects of Myrtle Grove Sound:
Task 1 – Marina Operations A. Leasing/Licensing a. Establish and maintain a current and complete database of all tenants and accounts b. Establish and adjust fees, prices, rates and rate schedules for use of the Marina facilities and all licenses, agreements or contracts and any other commitments for the Marina’s facilities. c. Ensure all leases, licenses, and agreements have been properly executed d. Collect rent and utility fees from Marina tenants e. Track and follow up on late payments f. Enforce all provisions of licenses, leases, and agreements. g. Coordinate with the Town Attorney’s Office to prepare appropriate paperwork to initiate and complete unlawful detainer actions, Complaint in Summary Ejectment, and/or liens on vessels, as needed h. Remove abandoned vessels Town of Carolina Beach Request for Proposal
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i.
Solicit, negotiate, prepare, administer and manage licenses, occupancy agreements, marketing agreements and service contracts (including, without limitation, engineering, telephone, security, and exterminator services), staffing and personnel needs, and other services which are reasonably necessary for the Marina’s facilities.
B. Tenant Services a. Sewer Services. Respond to and address any service requests received from tenants b. Water Services. Perform monthly reads of water meters for billing purposes c. Electrical Services. Perform monthly reads of electrical meters for billing purposes d. Enforce marina operating rules, regulations, and standards e. Administer slip assignments C. On-Site Management: a. Act as the sole and exclusive managing agent of the Town to manage, operate and maintain the Marina facilities. b. Receive and respond to all complaints, disputes, problems, and all other matters requiring Marina Manager attention. c. Attempt in good faith to resolve and settle such complaints, disputes, or problems d. Develop and maintain a good relationship with tenants. e. Provide any information the Town is required or elects to furnish to tenants. f. Manage and coordinate the ordinary and usual business and affairs pertaining to the operation, maintenance, and management of the property seven (7) days a week, 24 hours a day. g. Take all responsibilities and obligations, and perform and take all services and actions customarily performed or taken by property managers of properties which are similar in nature, location, and character to the Town property. h. Maintain detailed documentation of expenses via invoices and receipts i. Maintain all historical records (paid invoices, leases, inspection reports, etc.) j. Understand and abide by the latest local, state and federal legislation that applies to renting and maintaining Marina facilities, including but not limited to environmental regulations pertaining to Marina operations and U.S. waterways. k. Administer a customer service program for the Marina. Task 2 – Marina Maintenance - Protect the Town's capital investment in the Marina facilities through the exercise of high standards of management, operation, and maintenance. A. Custodial Services a. Clean, stock, and inspect Marina facilities on a daily basis during the work week so that they are in good working order. b. Maintain outdoor areas by removing trash and debris c. Maintain pump out facilities and proper connections B. Safety and Security a. Obtain and maintain the NC Clean Marina designation through NC DENR Division of Coastal Management. b. Perform repairs to docks, facilities/utilities, and general areas to maintain safe upkeep of the Marina c. Establish a preventative maintenance policy to identify and deal with repair needs in the Marina d. Perform weekly inspections of health and safety conditions of premises Town of Carolina Beach Request for Proposal
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C. Emergency Services a. Set in place emergency protocols to provide emergency services at the Marina when requested by the Town. Emergency services may include: b. Emergency pumping for boats taking on water c. Oil spill containment assistance d. Storm damage assistance e. Implementation of the Town’s Emergency Response Plan Task 3 – Administrative Duties A. Town Liaison a. Monthly Marina Report. Provide a monthly report to the Town for the preceding month regarding all operations of the Marina, including but not limited to the following: i. Record of inspections and maintenance performed ii. Condition of premises (facilities, parking, safety, etc.) iii. Schedule showing when pump-outs, water meter reads, electricity meter reads, and dock inspections were performed iv. Safety and security issues v. Tenant/guest complaints or problems and resolutions vi. Attached to the report should be a detailed monthly invoice for each task, invoices will detail: Hourly labor rate and total hours worked per task (or per employee), and an Itemized breakdown of materials used. A separate line item for any material mark up. vii. Profit and Loss statement viii. Slip occupancy ix. Marketing promotions, plans and measurement of results. x. Insurance claims xi. Litigation xii. Safety and environmental incidents b. Annual Budget i. Prepare an annual maintenance and operations budget for review and approval by the Town, no later than March 1st. ii. Implement the annual budget iii. Prepare an annual report concerning needed Capital improvements along with recommended timelines. iv. Establish fees, prices, rates and rate schedules for use of the Marina facilities and all licenses, agreements or contracts and any other commitments for the Marina’s facilities. v. Work with the Town Finance Department, as required, to develop and manage financial operations and financial reporting. vi. Account for and report on Marina financial operations. Ensure that an appropriate dockage reservation system and accounting system is in place and that it has capabilities to export results of operations in a format compatible with the City’s financial management system. vii. Collect and manage all payments for services and related deposits. c. Notifications and Communication i. Contractor shall communicate any issues or events that occur at the Marina to the Town immediately. Town of Carolina Beach Request for Proposal
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ii. Advise the Town of any violations of Marina operating rules, regulations, and standards iii. Notify the Town of any necessary major repairs to infrastructure or facilities on the property iv. Provide recommendations to the Town on maintenance issues, subcontractor scope of services, selection of sub-contractors, and other duties necessary to maintain a public marina. d. Vessels i. Upon request by the Town, assist with the sale, donation, or disposal of liened and/or abandoned vessels. e. Other i. Assist Town with other project related duties as assigned. ii. Attend all required meetings as requested by the Town Manager or their designee. iii. Work with the Town to develop and implement a marketing plan for the Marina. iv. Design, maintain and update Town Marina web-page to incorporate the use of a variety of popular social media links (all information shall be property of the Town). v. Provide a wide array of services and improve the level and variety of services available for the benefit and enjoyment of the Marina occupants and the boating community. 3.2 Schedule for Completion: While the intermediate milestones for completion of the various tasks involved in the project are to be proposed by the Contractor, the Town requires that the contractor have all proposed management aspects in place no later than April 1, 2017. 4.0 COMMERCIAL 4.1 Insurance Requirements: Any contract entered into as a result of this RFP shall require the Contractor to obtain and maintain certain minimum insurance coverage. Without limiting any liabilities or other obligations of Contractor, successful Contractors performing as independent contractors hereunder, shall be fully responsible for providing Worker’s Compensation, General Liability, Professional Liability, and Automotive Liability coverages. The successful contractor must provide a Certificate of Insurance within fifteen (15) calendar days after notification of award. Certification must include: name and address of insurance company (must be authorized to conduct business in North Carolina or be named on the List of Authorized Insurance maintained by the NC Department of Insurance), policy number, and liability coverage and amounts. 4.2 Liquidated Damages: If the Contractor does not meet the project completion date that is agreed upon in the contract, the Contractor shall satisfy obligations of the contract with the Town at the Contractor’s expense with damages of $100 per day past the contract completion date. The Contractor can request time extensions (in writing) at least fifteen (15) days in advance of the deadline. The Town reserves the right not to grant the requested time extension, in which case the penalties would still applies. The liquidated damages clause shall also apply to the intermediate contract milestones dates, as well as the ending contract date. Town of Carolina Beach Request for Proposal
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4.3 Indemnification The Contractor, at its own expense and without exception, shall indemnify, defend and pay all damages, costs, expenses, including attorney fees, and otherwise hold harmless the Town, its employees, and agents, from any liability of any nature or kind in regard to the delivery of these services. The Contractor shall secure and maintain General Liability Insurance as will protect him from claims under the Worker’s Compensation Acts and from claims for bodily injury, death, or property damage which may arise from the performance of his services under this contract. Further, the proposer shall provide the Town with evidence and the amount of Errors and Omissions Insurance, i.e., Professional Liability Insurance currently in effect. 4.4 Default The Contract shall have the following or similar clause. If the Contractor abandons or vacates the premises prior to the expiration of the term of the contract; or if the Contractor fails to make the payments as set forth in the contract and the full payment is not made within 15 calendar days after written notice is given to the Contractor; or if the Contractor fails to perform in accordance with any of the other terms and conditions contained in the Contract; and, such default is not cured within thirty (30) days after written notice is given to the Contractor, then the Town, at the Town’s option and without further notice or demand to the Contractor, may enter into possession of the premises and all improvements thereon and remove all person there from and may either take possession of all furniture, equipment and other personal property of the Contractor found on the premises or remove such property or any part of it and store it a the Contractor's expense 4.5 Compliance with Agreements The Contract shall have the following or similar clause. The Contractor agrees to abide by all agreements currently in force with county, state and federal agencies regarding grants and other expenditures. 4.6 Slip Fees Dockage rates will be determined by the Contractor through negotiations with the Town. Such rates must be competitive, able to cover the operating, maintenance, and reserve requirements of the Marina, and they must be responsive to any restrictions imposed by Carolina Beach, County, State of NC, and federal agencies who have provided marina construction grants to the Town. Rates in effect should also be designed to generate the maximum possible revenue to the Town, after consideration of all expenses chargeable to Marina operations have been satisfied. 4.7 Proposed Management Fee, Annual Operating Budget and Incentives The Contractor shall submit financial terms for a proposed management agreement, including the proposed operating fee to be paid by the Town and a proposed annual operating budget shall also be included. In addition, Contractor shall provide the estimated annual revenue to be realized by the Town as a result of the proposed terms. An annual operating budget should be provided for a six-month base year (2016) and three projected years (2017 - 2019). The Town's fiscal year is July-June. Contractor shall describe a proposed incentive program to be developed and implemented by the Contractor to increase gross and net revenue to the Town.
Town of Carolina Beach Request for Proposal
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5.0 PROCESS OVERVIEW 5.1 Each proposal will be reviewed to determine if the proposal is responsive to the submission requirements outlined in this RFP. A responsive proposal is one submitted by a Contractor meeting the minimum qualifications listed in Section 1.3 of the RFP and which follows the requirements of the RFP, includes all documentation, is submitted in the format outlined in the RFP, is a timely submission, and has the appropriate signatures as required on each document. Failure to comply with these requirements may result in a proposal being deemed non-responsive. Submittals from Contractors that do not meet the minimum qualifications listed in Section 1.3 of the RFP will be rejected and eliminated from consideration by the Evaluation Committee. 5.2 The Town will assemble an Evaluation Committee comprised of qualified Town Staff and other persons selected by the Town Council. The Selection Committee will evaluate all responsive proposals based upon the information and references contained in the proposals as submitted. As part of the proposal evaluation process, the Town may conduct a background investigation including a record check by the Police Department. 5.3 A contractor’s submission of a proposal constitutes acknowledgment of the process and consent to such investigation. The Town shall be the sole judge in determining proposal qualifications. It is the Town’s intent to recommend a single qualified Contractor to the Town Council for contract award. The recommendation shall be based on the highest score for written proposals unless the Evaluation Committee decides that oral interviews are required. Oral interviews shall be optional; however, if in the Town’s sole discretion oral interviews are required, then the recommendation shall be based upon the highest combined score for both the written proposals and oral interviews. 5.4 The Town reserves the right to reject any or all offers or to accept any offers which is in its best interest. The Town also reserves the right to waive any informalities, irregularities and technicalities in procedure. The Town reserves the right, before qualifying any Contractor, to require the Contractor to submit such evidence of qualifications and any current or updated information that was requested in the RFP as it may deem necessary, and may consider any information available to it of the financial, technical, and other qualifications and abilities of a Contractor, including past performance with other governmental agencies. The Town reserves the right to negotiate further terms and conditions, including price with the highest ranked Contractor(s). 5.5 If the Evaluation Committee or Town Council cannot reach a mutually beneficial agreement with the highest ranked contractor(s), the Committee or Town Council reserves the right to enter into negotiations with the next highest ranked contractor(s) and continue this process until agreement is reached with the desired number of contractors. 5.6 The Town Council will award a contract or reject any or all proposal(s). Furthermore, The Town Council may, in its discretion, interview contractors and evaluate and award a contract based upon the criteria set forth herein. The Town reserves the right to cancel this RFP, or portions thereof, without penalty at any time. 5.7 To facilitate the Town’s objective review of the proposals from different Contractors, the Contractors are requested to organize the main document as follows. If the Contractor wishes to submit additional information in support of or to strengthen the proposal, please provide such information separately in Appendices. 5.8 The content and sequence of the proposal submittal will be as follows:
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1) Table of Contents a table of contents shall be included referencing significant areas of interest and their corresponding page numbers. 2) Minimum Qualifications a) The Contractor must list any outstanding debt owed b) The Contractor must submit a narrative detailing its specific experience providing the types and scope of services identified in the RFP within the last seven (7) years from the date of issue of the RFP. c) The Contractor shall submit references from at least four (4) organizations for which it has successfully (overall performance rating of “Good” or better) performed services of the type identified in the scope of this RFP. 3) Project approach The Contractor shall provide the approach it will take to the operation of the Marina. The approach should meet or exceed the scope of work outlined in this RFP. The following shall be included in the proposal narrative: i. Overall Management Strategy The Contractor shall describe its overall management strategy for operating the Marina, clearly stating any assumptions made. ii. Marina Operating and Maintenance Plans The Marina Operating Plan should describe, in detail, how the Contractor would operate and maintain the Marina. The Contractor should ensure that the Operating and Maintenance Plans address each one of the requirements identified in Section 3. The Plan should clearly identify any deviation from the current practices or requirements. iii. Proposed Management Fee, Annual Operating Budget and Incentives Provide financial terms for the proposed management agreement, including the proposed operating fee paid by the Town and a proposed annual operating budget. In addition, please provide the estimated annual revenue to be realized by the Town as a result of the proposed terms. The annual operating budget should be provided for a sixmonth base year for 2017 and three projected years (2017 - 2019). The Town's fiscal year is July - June. Additionally, describe a proposed incentive program to be developed and implemented by the Contractor to increase gross and net revenue to the Town. iv. Marina Marketing Plan The Marina Marketing Plan should describe the short-term and long-term marketing strategies to improve overall occupancy and revenues. The plan should identify what the Contractor sees as the primary, as well as the secondary, boater target markets for the Marina. 4) Contractor's Qualifications Cover Letter The Contractor shall submit a cover letter signed by an individual authorized to bind the proposing firm. The letter shall include the following information: i. General Contractor Information ii. Contact Information iii. Corporate and ownership structure iv. Name and contact information of the individual authorized to represent the company and in what capacity. v. Principals of the firm vi. List of the management personnel specifically assigned to the Marina 5) Key Management and Firm Experience The Contractor shall submit a statement of experience that summarizes the Contractor's experience managing marinas, especially public marinas. In addition, the Contractor shall provide the following: Town of Carolina Beach Request for Proposal
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a. Resumes and description of experience for key personnel to be assigned to marina. b. A narrative detailing prior management experience in the areas listed below: i. Customer service ii. Staffing policies iii. Financial reporting and management systems iv. Financial performance v. Safety and security vi. Marketing vii. Special events and Community Out reach viii. Planning and management of capital projects ix. Environmental protection and compliance x. Safety plan/employee training
In the award of other points, members of the Evaluation Committee will utilize a multiplier value to indicate the degree to which, in their opinion, the Contractor satisfies the evaluation criteria. The following qualitative guidelines will be used for assigning a multiplier value: Outstanding Response: Highly comprehensive, excellent reply that meets all of the requirements of the areas within that category. In addition, the response covers areas not originally addressed within the RFP category and includes additional information and recommendations that would prove both valuable and beneficial to the agency. This response is considered to be an excellent standard, demonstrating the Contractor’s authoritative knowledge and understanding of the project. Excellent Response: Provides useful information, while showing experience and knowledge within the category. The proposal is well thought out and addresses all requirements set forth in the RFP. The Contractor provides insight into its experience, knowledge and understanding of the subject matter. Good Response: Meets all the requirements and has demonstrated in a clear and concise manner a thorough knowledge and understanding of the subject matter. This response demonstrates an above average performance with no apparent deficiencies noted. Fair Response: Meets the requirements in an adequate manner. This response demonstrates an ability to comply with guidelines, parameters, and requirements with no additional information put forth by the Contractor. Inadequate Response: Minimally meets the requirements for the Evaluation Criteria as set forth in the RFP. Failed Response/ No Response (no points awarded): Does not meet the requirements for the Evaluation Criteria set forth in the RFP. Proposals will be evaluated on a “best value” basis using the stated evaluation criteria listed below. When assessing criteria, a 1-10 scale will be used then be multiplied by the points assigned to the criteria. Criteria Points Statement of Project Approach Town of Carolina Beach Request for Proposal
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Key Management Experience/Qualifications of Firm and Staff to be assigned to Project Similar Projects (Operational Experience) Past Financial Performance Fee Proposal Special Events and Community Outreach Location M/WBE Oral Interview 6.0 SELECTION OF CONTRACTOR 6.1 General: This RFP does not commit the Town to enter into agreement, to pay any costs incurred in the preparation of a proposal in response to this request or in subsequent negotiations, or to procure a contract for the project. The Town will require the selected Contractor, if any, to participate in negotiations and to submit such cost, technical and/or other revisions to the proposals as may result from negotiations. The Town reserves the right to perform all or some of the services decried in this RFP with its own work force. 6.2 Selection Criteria: Proposals will be evaluated, scored, and ranked based upon the following criteria. It is not envisioned that interviews will be a requirement for selection of the Contractor for this project. However, the Town reserves the right to request an interview for any potential Contractors during the selection process. Should the Town see the need to interview potential Contractors, the potential Contractors will be notified as early as possible in the proposal review process, and selection schedules adjusted accordingly. Evaluation of proposals considerations will include but may not be limited to the following: 6.2.1 Management Fees and Revenue Enhancements 6.2.2 Past Financial Performance 6.2.3 Customer service experience and references 6.2.4 Protection of Town's assets 6.2.5 Operational capability of the Contractor 6.2.6 Contractor experience 6.2.7 Management capability 6.2.8 Personnel qualifications 6.2.9 Ability and track record 6.2.10 Understanding of marina operations as reflected in “Project Approach” narrative 6.2.11 Understanding of marina maintenance requirements as reflected in “Project Approach” 6.2.12 narrative. 6.2.13 Marketing strategy ( to include increased in annual customers) 6.3 Schedule for the Selection Process: The following is the anticipated schedule for the Contractor selection process. Item
Date
Town issues RFP
June 15, 2016
Site Visit and Pre-Proposal Meeting
August 4, 2016
Town of Carolina Beach Request for Proposal
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last day to submit questions concerning this RFP
August 15, 2016
Proposal Due
October 1, 2016
Evaluation Committee Review
October
Town Council Approval
November 8, 2016
Contract Signed
December
6.4 Proposed Work Schedule: The following is the proposed work schedule for this project. Implementation
April 2017
Life of Contract
2017-2022
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