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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 ':S ~uTt 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: $ ~~ ~ Numerals ~ ~Y''ta~~iSJ ( ) Yearly Revenue to be paid to the City of Atlantic Beach: $ o~,$O ~ (Numerals) SUBMITTAL: ~ ~,~ ~ S ~,r~ a.~ r ~~~~a~ Gxq~s ~aw~~~ r~e~S ~~~~ ~~ Proposer By Ci ~ ~,3 SGL~2 ~t,~~~ Business Address ~~~ Signature City, State & Zi Code Title Date Business Telephone fax C46~{~ 2 3~- So 33 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 ~ort~r C~-~ ~~ ~~~~.~fi~ ~4 ~>~ t-~-w~~ ~(.e~-c~.ev~ C~rrret.rti- ~~C~~Sbn~i~c ^ Proposal/Price s~eet ~~ ~ ~ ~ ~ ~ ~ rvlrn,.t, ~Y ~ r ~~YY~ ~b f~h~~ C~ Drug Free Workplace Form. CL~;~~c~ WG ~~ ~ ~d ~ ~~on. [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. ~~~~~ ~~ Signed: ~ Proposer) ~~ G~v~s~'s C" rP - a.b.~~ Company Na _ N (~cJTTc.~tt_ Es~~ Pes Phone: ~ ~~ ~~~8--~~5~ - E-Mail: ~~ ~~~i~tCs~.C~s~.~QS-Caw, are understood by Proposer. m listed above may result. Print: ~Yd ~~~~' ~~tn ~tLt__ Date: ~ l~! ~ ~ ~ Fax: ~ 6~~ ~- ~ -~a 3 3 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.