Item 8CAGENDA ITEM # 8C
JiJNE 28, 2010
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: Portable Kayak Concession at Dutton Island
SUBMITTED BY: Timmy Johnson, Recreation & Special Events Director
DATE: June 18, 2010
BACKGROUND: Staff advertised RFP NO. 10-06 seeking qualified companies to
operate a portable kayak rental facility at Dutton Island. The purpose of this RFP
was to select a company to provide recreational and educational opportunities to
members of the public, and to make the waterways around the Tideviews
Preserve, River Branch Preserve, and Dutton Island more accessible. The RFP is
attached to this report.
The RFP was advertised and sent to five companies (listed below) with only
Nautical Escapes responding.
• Nautical Escapes
• Kayak Amelia
• Rent Beach Stuff
• Kayak Adventures
• Great Outdoors Kayak
BUDGET: Nautical Escapes will pay the city $280 over a 7 month
period to operate the kayak facility.
RECOMMENDATION: Authorize the City Manager to enter into a contract with
Nautical Escapes to operate a portable kayak rental
facility at Dutton Island
ATTACHMENT: Proposal from Nautical Escapes
Copy of RFP
REVIEWED BY THE CITY
AGENDA ITEM # 8C
JUNE 28, 2010
FOR OPERATION OF A PORTABLE KAYAK RENTAL FACILITY
AT DUTTON ISLAND PRESERVE
1600 DUTTON ROAD
RFP NO.: 10-06
SUBMITTAL DATE: June 9, 2010
PROPOSAL SUMMARY FORM
TO: THE CITY OF ATLANTIC BEACH, FLORIDA
FROM
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In accordance with the Request for Proposals to provide a PORTABLE KAYAK RENTAL
FACILITY for the City of ATLANTIC BEACH, Florida, subject to the Specifications,
Standard Specifications and Details, Addenda thereto, if any, all of which are made a
part of this Proposal, the undersigned proposes to provide a PORTABLE KAYAK
RENTAL FACILITY for the Total RFP as follows:
Monthly Revenue to be paidlto the City of Atlantic Beach:
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Yearly Revenue to be paid to the City of Atlantic Beach:
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SUBMITTAL:
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Proposer By
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Business Address
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AGENDA ITEM # 8C
CITY OF ATLANTIC BEACH JUNE 28, aoio
PORTABLE KAYAK RENTAL FACILITY
AT DUTTON ISLAND PRESERVE
RFP NO. 10-06
DOCUMENTS REOUiREMENTS CHECKLIST
ALL REQUIRED DOCUMENTS, AS LISTED BELOW,
MUST BE INCLUDED IN RFP PACKAGE AT RFP OPENING. ALL
DOCUMENTS MUST BE SUBMTITED IN TRIPLICATE, AND SHOULD BE
IN THE SAME ORDER AS LISTED BELOW
Q~ RFP submitted in TRIPLICATE {one original .and two copies}
Signed copy of the Documents Requirements Checklist
^ ORIGINAL Insurance Certificates (copies, Xeroxes, or facsimiles are unacceptable),
naming the City of Atlantic Beach as Certificate Holder, showing the Proposer has
obtained and will continue to carry Workers' Compensation, public and private
liability, and property damage insurance during the life of the contract.
/ -~-.~ ~- ~ b~ ~ w s 1 c ~e ~~brK.~ ~d snz~ c~c~r dec} co-,~-~-c~a~~}-
G~' Proof of Business Tax Receipt (copses ARE acceptable)
^ Three (3) positive references, including FAX numbers
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[IY Sworn Statement on Public Entity Crimes. Zl~d ~p~~~, ,~~~~ ~5~,~ ~
~Y Completed Form W-9 Request for Taxpayer Identification Number and.
Certification (form may be obtained from IRS website -
ttp://www.irs.gov/pub.irs-fil.fw9.pdf)
Documentation of any addenda, if applicable
The above requirements have been noted and
I understand that failure to submit an ite
in rejection of thi RFP.
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are understood by Proposer.
m listed above may result.
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AGENDA ITEM # 8C
JUNE 28, 2010
REQUEST FOR PROPOSALS
FOR OPERATION OF A PORTABLE KAYAK RENTAL FACILITY
AT DUTTON ISLAND PRESERVE
1600 DUTTON ROAD
RFP 10-06
I. INTRODUCTION
The City of Atlantic Beach is requesting proposals for the operation of a
kayak rental facility at Dutton Island Preserve. The location is on the south
end of the Island near the Kayak launch only. Any proposal submitted MUST
include the proposed RENTAL FEES.
Three (3) copies of the proposals must be submitted by 4:00 PM
Wednesday, June 9, 2010. Please address the proposals to:
City of Atlantic Beach
Patty Drake
Purchasing Agent
800 Seminole Road
Atlantic Beach, FL 32233
RFP 10-06
II. SUBMISSIONS:
Proposals shall be enclosed in sealed envelopes, with the required forms,
addressed to the person specified in the invitation, with the name and
address of the Respondent and the RFP number on the face of the envelope.
Proposals received after the stated time and date will be returned to the
sender unopened.
The City of Atlantic Beach reserves the right to declare any Respondent
ineligible at any time during the process where developments arise which
adversely affects the Respondent's responsibility.
Proposals will include:
• Acknowledgement of receipt of any addenda received (if applicable).
• Copy of Business Tax Receipt
• At least three (3) references, including contact person, phone and fax
numbers. References must be related to similar work.
• Proposed rental rates
• W-9
• RFP Summary Form
AGENDA ITEM # 8C
JUNE 28, 2010
III. SERVICES
• The term of the lease shall be for 12 months with an option to renew.
The successful lessee shall be required to commence operations within
60 days of lease award.
• The minimum services to be provided by lessee:
1. Kayak rentals to the general public (canoe optional)
2. Kayak instructional classes
3. Guided kayak trips for the general public
• Prior to any rentals, Lessee and/or employees must provide a brief
introduction to basic water safety and recreational boating techniques
to all patrons. Any instructional services provided to patrons must be
delivered by staff holding professional certification.
• Lessee may not offer for retail sale any items which are not directly
related to canoe and kayak sporting activities, without express written
permission from the City of Atlantic Beach.
• Lessee shall maintain regular hours of operation at a minimum
weekend and holidays during season (April to October). Hours of
operation shall be for a minimum of 5 hours.
• All employees of lessee shall be required to reflect a neat, clean
appearance and conduct themselves in a pleasant, helpful, cheerful
manner.
• Lessee may make non-exclusive use of the public parking lot adjacent
to the launching facility.
• Lessee and its employees must have basic First Aid and CPR training
and be knowledgeable of emergency response procedures. U.S. Coast
Guard and State of Florida boating safety requirements must be
posted or available and all staff trained in this knowledge.
• Lessee must maintain comprehensive general liability insurance in the
amount of $1 million, covering all its operations, which policy must
name the City of Atlantic Beach as an additional insured.
• Lessee must have prior approval for all structures and signage.
AGENDA ITEM # 8C
JUNE 28, 2010
Terms and Conditions
1. SCOPE
The City of Atlantic Beach is currently accepting RFPs to obtain source(s) of supply for Water
Craft Rentals at Dutton Island Preserve. The purpose of this RFP invitation is to obtain
information about your firm and its ability to provide these item(s)/service(s) and to obtain
pricing commitments for Water Craft Rental as listed in the RFP documents. To visit the site
location prior to submitting an RFP, contact Timmy Johnson, Recreation & Special Events
Director (904) 247-5828.
2. AWARD
Proposals will be evaluated against the criteria set out below:
1. Understanding of the Project
2. Candidate Experience and Qualifications
3. Proposed Yearly Revenue
4. Timeframe
3. TERM OF AGREEMENT
The term of this agreement is for one (1) year from date of award with two (2) one (1) year
renewal options. Renewal Options may be exercised at the discretion of the City based on
supplier performance and adherence to the terms and condition set forth in the RFP
documents.
4. AGREEMENT CANCELLATION
This agreement may be canceled, with just cause, by either party by giving a thirty (30)
day written notice. The City of Atlantic Beach also has the right to cancel the contract after
seven (7) days by giving written notice of non-performance. Non-performance will include,
but is not limited to, the failure of an operator to provide the services required herein for a
twenty-four (24) hour period without just cause and approval of the City of Atlantic Beach.
5. COMPLIANCE WITH SPECIFICATIONS
The Proposer, by affixing their signature to the RFP form submitted, agrees to provide
item(s) /service(s) in accordance with the RFP documents provided. Submit only a single
offering for each RFP item. Multiple offerings, alternates (unless stated) and or stipulations
may be cause for RFP rejection. RFP only on forms provided herein unless otherwise stated.
RFP submissions shall be in ink or typewritten. All corrections must be initialed.
6. STATE CONTRACTS
The City reserves the right to utilize contracts established by the State of Florida and or
other governmental agencies for item(s)/service(s) covered under this RFP. The City
reserves the right to cancel this contract in whole or in part for such item(s)/service(s).
AGENDA ITEM # 8C
JUNE 28, 2010
7. SUPPLIER ACCESSIBILITY
The City or its representative must be able to contact, during normal business hours, by
telephone or email any supplier providing goods or services to the City or its agencies. Any
supplier accessibility requirements outlined in the specifications supersede this section.
8. REPORTING
The City may request, during the term of this RFP, reports including but not limited to;
usage, pricing, and delivery. Suppliers will be required to provide reports requested in hard
copy and electronic format as required.
9. INSURANCE /INDEMNIFICATION
Each supplier shall maintain, for the entire term of this RFP, current insurance coverage as
stated in the RFP documents. All insurance certificates shall list the City of Atlantic Beach as
an additional insured. The awarded vendor is required to submit the certification of
insurance within ten (10) days from receipt of award notification. Failure to submit required
certification of insurance will be grounds for rejection of RFP award.
10. BUSINESS TAX RECEIPT
Each Proposer shall furnish at the time of RFP opening a copy of his/her business tax
receipt. In addition, the contractor shall maintain his/her business tax receipt, for the entire
term of the contract.