RFP # 12-9336-10KS

November1, 2012

REQUEST FOR PROPOSAL

GOLF COURSE MANAGEMENT SERVICES

COUNTY OF HENRICO

Your firm is invited to submit a proposal to provide Golf Course Management Services for the County of Henrico in accordance with the enclosed specifications and terms included herein. The submittal consisting of the original proposal and four (4) additional hard copies marked, “Golf Course Management Services”, will be received no later than 2:00 p.m., November30, 2012by:

IN PERSON OR SPECIAL COURIERU.S. POSTAL SERVICE

County of HenricoCounty of Henrico

Department of General ServicesDepartment of General Services

Purchasing Office ORP.O. Box90775

1590 E. Parham RoadHenrico, Virginia23273-0775

Henrico, Virginia 23228

This RFP and any addenda are available on the County of Henrico website at: The Bids and Proposals link is listed under the Henrico Business Section on the home page. To download the IFB, click the link and save the document to your hard drive. To receive a printed copy of this document, please call (804) 501-5660 or . To receive an email copy of this document, please contact

Time is of the essence and any proposal received after 2:00 p.m., November30, 2012 whether by mail or otherwise, will be returned unopened. The time of receipt shall be determined by the time clock stamp in the Purchasing Office, Department of General Services. Proposals shall be placed in a sealed, opaque envelope, marked in the lower left-hand corner with the RFP number, title, and date and hour proposals are scheduled to be received. Offerors are responsible for insuring that their proposal is stamped by Purchasing Office personnel by the deadline indicated.

The awarding authority for this contract is the Director of General Services, County of Henrico.

A pre-proposal conference will be held on November 9, 2012 at 10:00 a.m. in the Purchasing Office, North Run Office Complex, 1590 East Parham Road, Henrico, VA 23228. Offerors are strongly encouraged to attend the pre-proposal conference in order to ask questions regarding the RFP requirements and to familiarize themselves with the purchasing procedures. Only two representatives from each firm will be allowed to attend the meeting. A teleconference number has been established for suppliers who are unable to travel to the County of Henrico. To join the meeting, call 804-652-3999, enter meeting ID 7002, and password 2601. It is limited to one caller from each supplier.

Nothing herein is intended to exclude any responsible firm or in any way restrain or restrict competition. On the contrary, all responsible firms are encouraged to submit proposals. The County of Henrico reserves the right to accept or reject any or all proposals submitted.

Technical questions concerning this Request for Proposal should be submitted to Kevin Steinbrecher, no later thanNovember13, 2012.

Very truly yours,

Christopher L. Winstead, P.E.

Director of General Services

Kevin Steinbrecher, CPPB, A.P.P.

Procurement Supervisor

804-501-5690

1590 E. Parham Road/P.O. Box 90775/Henrico, Virginia23273-0775

(804) 501-5660 Fax: (804) 501-5693

REQUEST FOR PROPOSAL

GOLF COURSE MANAGEMENT SERVICES

COUNTY OF HENRICO

I. PURPOSE

The intent and purpose of this Request for Proposal (RFP), and the resulting contract, is to obtain the services of a qualified firm or individual to provide specific golf course management services for Belmont Golf Course County of Henrico and the Division of Recreation and Parks.

II. BACKGROUND

HenricoCounty has a population in excess of 302,000 and a land area of 245 square miles. It is a high growth area adjacent to Richmond, Virginia. The Successful Offeror will be managing an 18-Hole Municipal Public Golf Course that is a PAR 71. It was designed by Albert L. Tillinghast in 1916 and redesigned prior to the 1949 Championship by Donald Ross.

Yardage / Blue - 6,268 / White – 5,818 / Gold – 5,526 / Red – 5,094
Course Rating/Slope / Blue - 71.1/129 / White – 68.9/124 / Gold – 67.6/120 / Red – 70.0/118

Rounds played for the FY 2010-2011season were 32,256. Rounds played for the FY 2011-2012 season were 36,499. There is a fleet of 60 electric golf carts. The County leases the golf carts via an annual contract with Peebles Golf Cars that is valid through December 31, 2014.

The current green fees daily rates consist of the following:

Weekends/Holiday / Weekdays – Adults / Weekdays – Senior (55+) / Weekdays – Juniors (17-) / Cart Fee
$27 / $24 / $19 / $19 / $14 per person

Henrico residents get a three dollar discount on all green fees. Afternoon and winter discounts are available throughout the year. Henrico residents are also able to buy multiple weekdayround passes at a discount.

JDS Golf of VA, Inc. is the firm currently providing the golf course management services. This contract expires December 31, 2012.JDS Golf Inc. was compensated $6,200.00 monthly and received 10% of the monthly gross receipts for golf cart rentals and 5% of the monthly gross receipts for greens fees. For FY2012, JDS Golf, Inc was paid a retainer of $74,400 and $29,015 as a percentage (10%) of cart revenue and $32,985 as a percentage (5%) of greens fee revenue. The total compensation for the FY was $136,400.

Staff generally consists of a Golf Professional, a Shop Manager, 2 part time clerks, 3 cart persons, and 1 person serving as a starter.

III.SCOPE OF SERVICES

A.The Successful Offeror shall perform all services under this contract as an independent contractor and not as an employee of the County of Henrico. Nothing herein shall be construed as placing the Successful Offeror in the category of either a classified or other type of employee of the County of Henrico. The following are general requirements for this Successful Offeror:

  1. Be responsible to the Director of Recreation and Parks or designee in all matters related to the approved contract between the County and the Successful Offeror.
  1. Not assign, sublet, underlet, or under lease the aforementioned golf course services conducted on the premises of the County without a written request subject to written approval by the Director of Recreation and Parks.
  1. Under no circumstances shall the premises of the County be used to promote or conduct business other than that which has been specifically approved by the Division of Recreation and Parks.
  1. Under its direction the Successful Offeror and all staff shall at all times strive to offer the highest level of customer service possible and represent the interests of Belmont Golf Course and the County.
  1. All revenues and expenditures made by the Successful Offeror for all matters listed in the scope of services to be provided, and all income derived there from, are its own and for its sole benefit and use.
  1. Shall provide staffing for operation in all areas during all operating hours established by the County.
  1. Shall assign a principal point of contact for the County authorized to represent all interests and make any necessary business decisions on behalf of the SuccessfulOfferor.

B.Services To Be Provided By The Successful Offeror.

The County shall grant to the Successful Offeror the exclusive right to operate the following services on the premises of Belmont Golf course according to the terms and conditions set forth in connection with each. It is understood that each of these services shall be provided by the Successful Offeror at its sole expense.

  1. Shall provide a Golf Professional to actively promote the game of golf on behalf of the County of Henrico and Belmont Golf Course. The golf professional is required to have or perform the following:
  1. Musthave evidence of working toward or maintain a current A-1 member classification with the Professional Golf Association.
  1. Shall organize and conduct a varied schedule of golf programs, tournaments, and special promotions on a regular basis.
  1. Shall promote and offer specific programs to attract and build junior golf participation at Belmont.
  1. All special programs, tournaments, and promotions proposed by the Golf Professional must be submitted by the Successful Offeror and reviewed and approved in advance and in writing by the Director of Recreation and Parks or designee. This approval will include any special golf rates or tee times desired to fulfill the above.
  1. Shall provide individual and group golf instruction with the stipulations and guidelines herein set forth:
  1. The Golf Professional shall conduct private golf lessons using established fees within the range of fees charged by other comparable golf professionalsin the metropolitan area. A lesson fee schedule shall be submitted annually by the Successful Offeror on behalf of the Golf Professional to the Director of Recreation and Parks or designee in writing.
  1. The Golf Professional shall conduct a minimum of two Division of Recreation and Parks sponsored tournaments annually and an annual junior golf camp. These tournaments and camps shall be based on rates submitted annually by the Successful Offeror on behalf of the Golf Professional to the Director of Recreation and Parks or designee in writing for review and approval.
  1. The Golf Professional shall conduct a minimum of threenon-private group golf lessons and clinics sponsored by the County’s Division of Recreation and Parks. These lessons shall be based on rates submitted in writingannually by the Successful Offeror, on behalf of the Golf Professional,to the Director of Recreation and Parks or designee for review and approval. These lessons may be offered by using a third party and conducted at an off-site location approved by the Director of Recreation and Parks or designee.

f.Will manage the Virginia State Golf Association handicap system for Belmont Golf Course on behalf of the County.

2. The Successful Offeror shall be responsible for the following daily golf course operations:

  1. Shall schedule tee times, tournaments, outings, and league play in a manner that maximizes the best available use of tee times for the benefit of the golfing public.
  1. Shall be responsible for collecting on behalf of the County all revenues from greens fees and electric cart rentals and properly accounting for such revenues for Henrico County utilizing the POS software and County forms.
  1. Shall be responsible for ensuring proper identification is provided by each customer for the appropriate verification and collection of resident and non-resident greens fees.
  1. Agrees and understands that the County shall establish greens fees.
  1. Shall utilize a point of sales and tee time system in the Golf Shop. The point of sale (“POS”) and tee time system in place is the Active Network, Inc., GEN system, owned by the Countyand recently upgraded to a fully hosted system with hosted payment server that is PCI compliant. It is the desire of the County for the Successful Offeror to utilize the existing system. If an offeror proposes to utilize another POS and tee time system, the system offered must be PCI compliant and have the ability to integrate with the existing network. Details of the proposed system shall be included in the proposal for evaluation.
  1. Shall be responsible for managing the pace of play on the course and providing any additional on-course customer assistance when needed. The Successful Offeror shall hire and maintain at its sole expense an adequate staff of employees, including but not limited to, starters, course marshals,and pro shop staff, so as to perform such duties and meet those requirements necessary to effectively carry out theresponsibilities of the contract.
  1. Shall provide the Director of Recreation and Parks or designeea regular schedule in advance for course marshals, who shall be on duty throughout the day to ensure all course rules, regulations, and any daily restrictions are enforced.
  1. Shall be considered the employer of all personnel so employed, shall maintain appropriate records, and shall pay all salaries and benefits stipulated in connection with their employment. The Successful Offeror shall also pay all federal, state, and local taxes which are required in connection therewith.
  1. Shall ensure that all employees abide by the applicable terms of this contract.
  1. Shall be responsible for the daily handling, storing, and cleaning of the fleet of electric powered golf carts provided by the County for public rental. Shall be required to maintain an updated checklist of golf cart maintenance and verify the maintenanceperformed on a monthly basis.The Successful Offeror shall provide, at its expense, any additional employees it deems necessary to provide this service. These duties include:
  • Contact the golf cart supplierto schedule visits, as necessary, during the months of November through February, should any golf carts need maintenance or repair.
  • Read, be familiar with, and understand all provisions and instructions regarding the safe use, care, and maintenance of all golf carts, including the provision about insuring that the reverse warning buzzer is working properly, as set out in the cart manufacturer’s Owner’s Manual (the Owner’s Manual), a copy of which the County shall provide the Successful Offeror.
  • Require all Successful Offeror’s staff, both existing and future, entrusted with the care and handling of any golf cart leased under the Lease, to read and understand the Periodic Service Schedule section of the Owner’s Manual describing the safe handling of battery acid.
  • Provide regular, routine, and preventative maintenance on all golf carts provided by the golf cart supplier as described and recommended in the Owner’s Manual and Periodic Service Schedule, but trained employees, other than the semi-annual service or annual service, which shall be performed by the golf cart provider.
  • Maintain proper tire pressure (18 to 21 psi) on all golf carts provided by the golf cart supplier.
  • Change flat tires with new or replacement tires supplied by the golf cart supplier.
  • Monthly check batteries and remove dirt, grime, and corrosion from terminals and connections.
  • Check water levels in electric powered golf carts and add water as needed. At a minimum, water levels must be checked and serviced by the Successful Offeror on a monthly basis.
  • Not allow any unauthorized personnel to work on any golf carts or chargers.
  • Tag any golf cart covered under the Lease that experiences mechanical problems or is otherwise unsuitable for use. In addition, the Successful Offeror shall place such golf carts aside to avoid any inconvenience or injury to any persons, and make those carts accessible to the golf cart supplier’s technicians. The Successful Offeror shall not allow any golf cart with mechanical, electrical, or structural problems to go out onto the golf course.
  • At the time the Successful Offeror rents a cart to a golf course patron, it shall print a receipt that includes an acknowledgement of risk and liability, in a form supplied by the County, and an assigned cart number that must be signed by the person renting the cart.
  • Immediately after each golf cart is returned following rental, the Successful Offeror shall inspect the golf cart for any damage. If damage is discovered, the Successful Offeror shall notify the person renting the golf cart, record the name and address of that person, and forward that information (and a brief description of the damage) to the golf course superintendent as soon as reasonably possible.
  1. Agrees and understands that the County shall establish cart rental fees.

3. The Successful Offeror will operate and maintain a Golf Shop to display, sell, rent, use, lease, and/or supply golf wares, merchandise, and equipment.

  1. Provide a complete list of goods and services to the Director of Recreation and Parks or designee that shall bemutually agreed upon by both parties.
  1. At a minimum, it is expected that the Successful Offeror will have available for sale through the Golf Shop expendable golf supplies such as golf balls and gloves, replacement spikes, hats, tees, and other related daily use items.
  1. Hats and shirts with an approved Belmont Golf Course logo shall also be provided by the Successful Offeror and made available for purchase at the Golf Shop.
  1. Shall provide rental sets of golf clubs to accommodate right and left handed men, women, and junior golfers. Rental fees shall beestablished annually and submitted to the Director of Recreation and Parks.
  1. Shall operate the Golf Shop for regular scheduled hours of operation.
  1. Pricing of all items for both sale and rent shall be at a level consistent with those found at other golf retail or equipment rental locations in the metropolitan area.
  1. Shall be responsible for any loss or damage occurring to its own stock of merchandise and equipment and any property of others while such property is in its possession for repair, cleaning, and storage.
  1. Shall be responsible for keeping the Golf Shop facilities clean and the display of golf wares in an orderly and presentable fashion.

4. The Successful Offeror agrees to all CountyFinancial Accounting

  1. Shall follow all procedures for depositing and accounting for monies collected according to the terms and conditions prescribed by the County.
  1. Agrees to submit deposits to the bank six days a week and submit the daily settlement reports and associated back-up to the Countydaily for County scheduled workdays.
  1. Agrees to quarterly clean-up efforts on the POS system including merging duplicate accounts and updating incomplete account information.
  1. Agrees to prepare and deliver to the County a quarterly, audited statement which includes all income derived from the services provided under contract in reasonable detail within twenty-one (21) days after the close of each quarter.
  1. Shall make available to the County, its agents, accountants, and attorneys during normal business hours, all books and records pertaining to its concession operations under the terms of this agreement.
  1. Shall promptly respond to any questions of the County with respect to such books and records and shall confer with the County at all reasonable times, upon request, concerning the operation of its retail operations and contractual obligations with and on behalf of the County.

C.SERVICES TO BE PROVIDED BY THE COUNTY

1.The County shall furnish the Successful Offeror, without charge, the following facilities, equipment, and supplies: