REQUEST FOR SERVICE PROPOSALS RFSP #

Transcription

1 COUNTY OF MONTEREY CONTRACTS/PURCHASING DIVISION 1488 SCHILLING PLACE SALINAS, CA (831) REQUEST FOR SERVICE PROPOSALS RFSP # Concession Management and Operations Services Laguna Seca Recreation Area (LSRA) (Mazda Raceway) Monterey County Parks Department RESPONSES due by 3:00 pm (PST) on Monday, August 22, 2016

2 CONTENTS SOLICITATION DETAILS SECTION INTENT CALENDAR OF EVENTS COUNTY POINT OF CONTACT PROPOSAL PACKAGE REQUIREMENTS SUBMITTAL INSTRUCTIONS & CONDITIONS RFSP PACKAGE REVIEW PROCESS CONCESSION AGREEMENT AWARD GENERAL CONDITIONS SEQUENTIAL CONCESSION AGREEMENT NEGOTIATIONS AGREEMENT TO TERMS AND CONDITIONS COLLUSION RIGHTS TO PERTINENT MATERIALS APPENDIX A: ADDITIONAL LSRA INFORMATION SIGNATURE PAGE Page

3 SOLICITATION DETAILS SECTION 1.0 INTENT 1.1 Pursuant to Section 10 of the County s RFSP # for Concession Management and Operation Services at the Laguna Seca Recreational Area (hereinafter referred to as LSRA ) facility owned by County of Monterey (hereinafter referred to as County ), the Independent Review Panel (hereinafter referred to as IRP ) for the LSRA Request for Qualifications process has concluded that your Entity s Package and subsequent presentation has established your Entity as Qualified and, as such, your Entity is invited to move on to the next stage of the selection process. The IRP s role in the overall process has been completed and terminated as of the release of this request. Responses to this Information Request will be reviewed by a County team of professionals and it is expected but not guaranteed that the subject of LSRA Concessionaire will be an agendized item of the Board of Supervisors meeting scheduled for Tuesday, September 13, The successful Respondent will demonstrate: 1) It has the requisite operating experience and dedicated technical, managerial, and financial resources to manage, maintain, develop and invest in the LSRA enterprise to ensure that Raceway and other LSRA facilities remain competitive over time; and 2) It will offer programs, activities and events that raise sufficient revenue to maintain and improve LSRA facilities; and 3) It can provide unique and satisfying recreational experiences for County residents and the general public; and 4) It can plan, manage and execute a capital improvement masterplan for LSRA; and 5) It can work successfully with motorsports sanctioning bodies, promoters and media; and 6) It can generate and sustain positive economic impacts for the region and County. 1.3 County will review responses to this RFSP and at its sole discretion choose a course of action determined to be in County s best interest. 3 Page

4 2.0 CALENDAR OF EVENTS 2.1 Issue RFSP Thursday, August 4, RFSP Response Submittal Deadline (to submit Proposal Package) Monday, August 22, :00PM, PST 2.3 Estimated Determination of Finalist(s) September Estimated Determination by Board of Supervisors September All questions must be directed to the individual listed in Section 5.0 County Point of Contact. Written responses to submitted questions will be provided to all known parties in an addendum. This schedule is subject to change as necessary 3.0 COUNTY POINT OF CONTACT 3.1 Questions and correspondence regarding this solicitation shall be directed to: Primary Contact for County: Michael R. Derr Contracts/Purchasing Officer 1488 Schilling Place Salinas, CA PHONE: (831) FAX: (831) All questions regarding this RFSP solicitation shall be submitted in writing ( or FAX is acceptable). The questions will be researched and responses will be communicated to all Respondents as appropriate. There is no obligation for County to address all questions. 3.3 Only answers to questions communicated by formal written addenda will be binding. 3.4 Respondents shall not contact County officers or employees with questions or suggestions regarding this solicitation except through the primary contact person listed above. Any unauthorized contact may be considered undue pressure and cause for disqualification from the RFSP process. 4 Page

5 4.0 PROPOSAL PACKAGE REQUIREMENTS 4.1 CONTENT AND LAYOUT: Respondent shall provide the information as requested and as applicable to the Services proposed to be undertaken by Respondent. The Proposal Package shall be organized as directed in the instructions included within this section. Headings and section numbering utilized in the Proposal Package shall be the same as those identified in the table. Proposal Packages shall include at a minimum, but not limited to, the following information in the format indicated: Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 Proposal Package Layout; Organize and Number Sections as Follows: COVER LETTER (INCLUDING CONTACT INFO) RECEIPT OF SIGNED ADDENDA(s) (IF ANY) SIGNATURE PAGE TABLE OF CONTENTS SCOPE OF SERVICE OPERATIONS BUSINESS MANGEMENT/NARRATIVE FINANCIAL MANAGEMENT NARRATIVE OPERATION ISSUES NARRATIVE EXCEPTIONS ADDITIONAL REQUIREMENTS Section 1 Requirements: Cover Letter and Contact Information: All proposals must be accompanied by a cover letter not exceeding the equivalent of 2 single-sided pages (minimum 12 point) and provide the name, address, telephone number, address and fax number of Respondent s primary contact person during the RFSP solicitation process through to potential Concession Agreement award. Signed Signature Page and Signed Addenda(s): If any addenda(s) were released for this solicitation, Packages submitted without this page will be deemed nonresponsive. All signatures must be manual and in BLUE ink. All prices and notations must be typed or written in BLUE ink. Errors may be crossed out and corrections printed in ink or typed adjacent, and must be initialed in BLUE ink by the person signing the proposal. Table of Contents Respondents are instructed to provide County with detailed information in narrative form and with supplemental visual aids, as deemed appropriate by the applicant. 5 Page

6 Section 2, Proposal Responses: In preparing your response, Proposers are required to restate each question/topic listed below and respond to each of them. Do not include additional attachments unless it is requested for within the question/topic. Do not assume that the Reviewer(s) will remember or cross-reference responses that you may have included in your original RFSP responses, the responses shall be provided in such a manner that completely addresses the questions/topics listed below. 1. Restate your firm s Vision Statement for LSRA assuming a 25-year concession agreement term. Assume no changes in historical uses of the facilities, and under current regulations and Use Permit conditions. (Vision Statement limited to one page.) 2. The County intends to enter into a long-term concession agreement that provides the concessionaire an opportunity to manage, promote, and invest in the LSRA facility. Toward proposing a long term concession agreement, submit a detailed business plan that clearly presents your firm s financial and organizational strategy demonstrating a long term commitment to address LSRA s operational and infrastructure deficiencies, while enhancing the programming and visitor experience at LSRA. The business plan should include the following elements assuming a 25-year concession agreement term: a. Provide an organizational chart and narrative proposed for the LSRA concession, listing the key management positions and respective program responsibilities, including formal job titles. Include relationships with boards having oversight responsibilities. Identify significant contractual relationships where contractor(s) would oversee and implement operations, events, or other activities. b. Specify two to four key operational objectives that would be accomplished within the first two years of the concession agreement. The identified objectives would be most important to the successful business plan implementation. c. Prepare a five-year financial pro-forma implementing the Vision Statement and operations plan. Identify annual expenses and revenues at a program level, including, but not limited to, the following: track rental program(s); motorsports special events; other motorsports activities; non-motorized special events; campground operations; sponsorships; television, radio, and web media agreements; grants and fundraising; track maintenance; campground maintenance; infrastructure maintenance; debt service; marketing; concessions; legal and administrative overhead; miscellaneous revenue; depreciation expenses, and payments to county. Include annual capital improvement contributions and projected profit. Provide any additional program categories that may apply to 6 Page

7 your business model. Identify where a maintenance expenses are proposed to be capitalized. d. Submit a funded Capital Improvement Plan (CIP) that identifies capital funding immediately available upon execution of a Concession Agreement. Identify source(s) of funds, and criteria and prioritization of capital projects. e. Submit a marketing and promotion plan for the LSRA facility. Include all media activities, including but not limited to TV, radio, social media, print, promotions and corporate and personal engagements. Include any revenues, advertising, and sponsorships that are derived through LSRA. Include plans and strategies to maintain current sponsor agreements and engage new LSRA sponsors. f. Identify dedicated revenue streams for concession payments to the County in consideration for use of the LSRA property and financing of the County s direct and administrative overhead expenses associated with administration of the Concession Agreement. g. Submit a Letter of Financial Capability (on bank or financial institution letterhead) certifying that your firm has the financial capability to carry out the planning, operating, capital, maintenance, and debt service activities proposed in your business plan. 3. Describe your firm s commitment to community involvement, volunteerism, and engagement. What strategies are proposed to continue LSRA s history of supporting community non-profits and utilizing volunteers during events and operations? Describe activities and strategies that are proposed to engage broader community support for proposed LSRA activities, events, and programs. 4. Describe your firm s commitment and practices in environmental management, including conservation, recycling, solid waste management, water conservation, education, and environmental stewardship. 5. Aside from the issues addressed in the foregoing, identify any high priority issues recommended for inclusion to the concession agreement (limited to one page)? Section 6, Exceptions: Submit any and all exceptions to this solicitation on separate pages, and clearly identify the top of each page with EXCEPTION TO MONTEREY COUNTY RFP SOLICITATION RFSP # Each Exception shall reference the page number and section number, as appropriate. Respondent should note that the submittal of an Exception does not obligate County to revise the terms of the RFSP. 7 Page

8 4.2 ADDITIONAL REQUIREMENTS: To be considered responsive, submitted RFSP Packages shall adhere to the following: Eight (8) sets of the Packages (one original proposal marked Original plus seven copies) shall be submitted in response to this solicitation. Each copy shall include a cover indicating the company name submitting, and reference the RFSP # In addition, submit one (1) electronic version of the entire proposal or Qualifications Package on a CD, DVD, or USB memory stick. Additional copies may be requested by the County at its discretion Packages shall be prepared on 8-1/2 x 11 paper, preferably bound with front and back covers. Fold out charts, tables, spreadsheets, brochures, pamphlets, and other pertinent information or work product examples may be included as Appendices Reproductions of the Monterey County Seal shall not be used in any documents submitted in response to this solicitation Respondent shall not use white-out or a similar correction product to make late changes to any hard copy versions of their qualifications package but may instead line out and initial in BLUE ink any item which no longer is applicable or accurate To validate the Proposal Package, Respondent shall submit the SIGNATURE PAGE (contained herein) with the Proposal Package. Packages submitted without the appropriately executed SIGNATURE PAGE shall be deemed nonresponsive. The signature must be manual, in BLUE ink, and included with the original copy of the Package. Photocopies of the Signature Page may be inserted into the remaining 5 copies. All notations must be typed or written in BLUE ink in the original RFSP response copy as well. Errors may be crossed out and corrections printed in BLUE ink or typed adjacent, and must be initialed in BLUE ink by the person signing the SIGNATURE PAGE. * In the event Respondent is a form of partnership of two or more parent Entities, the SIGNATURE PAGE should be duplicated and signed by a principal of each participating entity CONFIDENTIAL OR PROPRIETARY CONTENT: Any page of the RFSP Package that is deemed by Respondent to be a trade secret by the Respondent shall be clearly marked CONFIDENTIAL INFORMATION or PROPRIETARY INFORMATION at the top of the page. County will not disclose proprietary information to the public unless required by law; however County cannot guarantee that such information will be held confidential. 8 Page

9 5.0 SUBMITTAL INSTRUCTIONS & CONDITIONS 5.1 Submission Identification Requirements: ALL SUBMISSIONS MAILED OR DELIVERED CONTAINING RFSP PACKAGES MUST BE SEALED AND BEAR ON THE OUTSIDE, PROMINENTLY DISPLAYED IN THE LOWER LEFT CORNER OF THE FACE OF THE SUBMISSION: THE SOLICITATION NUMBER RFSP # and the RESPONDENT ENTITY S NAME. 5.2 Mailing Address: Packages shall be mailed to County at the mailing address indicated on the Signature Page of this solicitation. 5.3 Due Date: Packages must be received by County ON OR BEFORE the time and date specified, at the location and to the person specified on the Signature Page of this solicitation. It is the sole responsibility of the Respondent to ensure that the Qualifications Package is received at or before the specified time. Postmarks, electronic transmissions, and facsimiles are not acceptable. Packages received after the deadline shall be rejected and returned unopened. 5.4 Shipping Costs: Unless stated otherwise, the F.O.B. for receivables shall be destination. Charges for transportation, containers, packaging and other related shipping costs shall be borne by the shipper. 5.5 Acceptance: Packages are subject to acceptance at any time within 120 days after opening. County reserves the right to reject any and all Packages, or part of any Package, to postpone the scheduled deadline date(s), to make an award in its own best interest, and to waive any informalities or technicalities that do not significantly affect or alter the substance of an otherwise responsible Package and that would not affect a Respondent s ability to perform the work adequately as specified. 5.6 Ownership: All submittals in response to this solicitation become the property of County. If a Respondent does not wish to submit a Package but wishes to acknowledge the receipt of the request, the reply envelope shall be marked NO BID. 5.7 Compliance: Packages that do not follow the format, content and submittal requirements as described herein, or fail to provide the required documentation, may receive lower evaluation scores or be deemed non-responsive. 6.0 RFSP PACKAGE REVIEW PROCESS 6.1 Submitted Packages will be reviewed for completeness by County Purchasing Department staff. Those deemed compliant will be subject to the Package review process. The review process will be conducted by a team of County personnel. 9 Page

10 6.2 The team will evaluate and rate each Package based on the Proposers responses to those questions identified above within Section 4.0 Proposal Package Requirements using standard criteria provided by County. 6.4 Recommendation Following the assessment of submitted proposals, the team will make a recommendation(s) to the Monterey County Board of Supervisors which will have the final approval authority for the selected Concessionaire Each Respondent will be notified as to the team s recommendation regarding the selected finalist(s) for the Concession Agreement. All media releases pertaining to the award and or recommendation shall only be made by County Any Respondent that is not recommended to receive the Concession Agreement by the team may request a debriefing conference (exit interview) with County staff for the purpose of discussing only its Package. 6.5 Concession Agreement Negotiations Final award of the Concession Agreement is contingent upon the successful negotiations. Negotiations shall be confidential and not subject to disclosure to competing Respondents unless an agreement is reached. 6.6 Concession Agreement Implementation An implementation plan and timeline will be developed with the successful Respondent upon completion of successful negotiations. 7.0 CONCESSION AGREEMENT AWARD GENERAL CONDITIONS 7.1 Multiple Award(s): County has the option to award a portion or portions of this contract to multiple qualified Respondents at the sole discretion of and benefit to County. 7.2 Board of Supervisors: The determination of whether to consider the Respondent for a Finalist may be subject to approval by the County Board of Supervisors. 7.3 Interview: County reserves the right to interview selected Respondent before a Concession Agreement is awarded. The costs of attending any interviews are the Respondent s responsibility. 7.4 Incurred Costs: County is not liable for any cost incurred by Respondent relative to any aspect of this solicitation. 10 Page

11 7.5 Notification: Respondents that have submitted a Qualifications Package will be notified of the selection of Finalist(s) immediately after the decision is formally adopted. 7.6 In County s Best Interest: The award(s) resulting from this solicitation will be made to Respondent that submit(s) a response that, in the sole opinion of County, best serves the overall interest of County, however, County has no obligation to select a Finalist(s) or select a Concessionaire as a result of this RFSP process. 7.7 Guaranteed Value: County does not guarantee a minimum or maximum dollar value for any Agreement(s) resulting from this solicitation process. 8.0 SEQUENTIAL CONCESSION AGREEMENT NEGOTIATIONS County intends to pursue Concession Agreement negotiations with one or more Respondents that are deemed the most qualified in the sole opinion of County, and which is in accordance with the criteria as described within this solicitation. If the negotiations are unsuccessful, in the opinion of either County or Concessionaire, County may pursue Concession Agreement negotiations with the Respondent that submitted a RFSP Package that County deems to be the next best qualified to provide the services, or County may issue a new solicitation or take any other action which it deems to be in County s best interest AGREEMENT TO TERMS AND CONDITIONS Concessionaire selected through this process will be expected to execute a formal Concession Agreement with County for the provision of Services which have been generally identified in this document. The Agreement shall be written by County in a standard format approved by County Counsel. Terms and Conditions for the Concession Agreement are not available at this time and will be developed in collaboration with Finalist(s) selected for negotiations COLLUSION Respondent shall not conspire, attempt to conspire, or commit any other act of collusion with any other interested party for the purpose of secretly, or otherwise, establishing an understanding regarding rates or conditions to the solicitation that would bring about any unfair conditions RIGHTS TO PERTINENT MATERIALS All responses, inquiries, and correspondence related to this solicitation and all reports, charts, displays, schedules, exhibits, and other documentation produced by the Respondent that are submitted as part of the submittal will become the property of the County when received by the County and may be considered public information under applicable law. Any proprietary information in the submittal must be identified as such and marked CONFIDENTIAL INFORMATION or PROPRIETARY INFORMATION. County will not disclose proprietary information to the public, unless required by law; however, County cannot guarantee that such information will be held confidential. 11 Page

12 APPENDIX A: ADDITIONAL LSRA INFORMATION NOTE: The information provided provides additional information about LSRA following the sequence of questions issued with regards to RFQ #10586 Addenda #1, which ended with Question 24. Importantly, at the end of this document the response to Question #14 is re-stated as there was a material error (highlighted) in the original response. 25. Who is responsible for the maintenance of Barloy County Road from LSRA boundary to Eucalyptus Road? Response: County is responsible for maintaining the section of the road that is in County and BLM is responsible for maintaining the section of the road that is in its jurisdiction. 26. What is the history of permit approvals for the facilities operated at LSRA? Response: In 1974 County received a deed from the Department of the Interior transferring 559 acres of excess government land (known as LSRA) that was previously under the jurisdiction of the former Fort Ord, a U.S. Army Base that closed. Three hundred acres were allocated for a racetrack and the remaining 259 acres were allocated for open space/recreational uses. The property is to be used as per the deed. In 1975 the Board of Supervisors certified an EIR for LSRA for the development of a 559- acre recreational park and referred consideration to the Planning Commission, upon which the Planning Commission granted a Use Permit (Resolution 75-7) for the following additional uses: -Family day use -Overnight camping ( spaces) -Group day use area -Mini-bike course -Rifle and pistol range -Archery range In 1983 the Planning Commission certified a project EIR and also approved a Use Permit (Resolution ) and General Development Plan to allow additions to existing LSRA facilities with a list of 43 conditions that need to be considered depending upon the proposed use. An expansion or intensification of uses beyond that which have historically been conducted at LSRA may require CEQA environmental review. There are numerous permits that have been issued over time for on-site facilities. Researching and providing all permits is a significant task and the permits will be provided later in the process on an as-needed basis. 27. What is the expectation of Concessionaire in financing and constructing future improvements at LSRA and the role of County in the permitting process? 12 Page

13 Response: It is not envisioned for the County to finance the extensive capital improvements that will be desired for LSRA to prosper and justify the capital investment. County expects that Concessionaire, in consultation with County, will develop an initial Capital Program for LSRA and undertake priority projects within the first year of its operations and thereafter. County expects that the Concessionaire will assume the role of project developer and will apply for construction permits in the customary way including following any applicable Works of Public Improvement requirements. This will be an important topic in the Concession Agreement negotiations and County will consider what it may be able to do to facilitate construction of capital improvements. 28. When will the surface of the racetrack need to be resurfaced and who will be responsible to fund it? Response: This has been identified as a project that will need to be undertaken but to date the project has not been planned nor funded. As mentioned previously, County s desire is to have the new Concessionaire be responsible for funding and executing the Capital Program for LSRA. 29. With the new Concessionaire, will County need to approve Sponsorship Agreements, Race Agreements/Event Operating Plans and the Annual Race Calendar? Response: These are issues that are appropriately addressed by Concession Agreement negotiations. County will likely require copies of all such agreements and plans. County will also want to ensure it is properly indemnified in all third party agreements and also ensure any established guidelines agreed upon in the Concession Agreement are met, however, the method of doing so is subject to discussion. Operating plans for events will need to be approved by County following its customary process for reviewing special events. It should be possible to devise a mutually agreeable fast track process to ensure timeliness of County response. 30. Can the LSRA sound restrictions be changed? Response: County has no plans to process a change to the sound restrictions. 31. Are there any road access restrictions to LSRA? Response: Ordinarily the access point of LSRA is State Highway 68 that generally runs east/west from Salinas to Monterey. There are access restrictions that are put in place by County for significant special events at LSRA. Access is restricted on Highway 68 entrance to LSRA; incoming event traffic is routed to South Boundary Road which is only open during such events. South Boundary Road intersects with Del Rey Canyon Road which generally runs north/south between Highway 68 and City of Seaside. For these special events, Barloy Road is available as an exit as well as South Boundary Road and Highway Page

14 It should be mentioned that Highway 68 is a Caltrans-designated scenic highway. As such, there are design requirements and limits on any project that would enhance the Highway 68 entryway to LSRA. These are not insurmountable requirements but they would require careful consideration. Technically the approval authority in the right-of-way is County Planning Commission and Board of Supervisors. 32. What is the process for construction and building remodels at LSRA? Response: County s Building Department is responsible for issuing building permits. Permits for LSRA construction projects and building remodels would be processed in the customary manner. Depending on the project other processes may be required due to the type of agreement and requirements for Works of Public Improvements on County owned land. County expects that the Concession Agreement will address any other level of approval and/or notification that would need to be received by County s Concession Administrator regarding plans for construction projects and remodels. 33. What were the repairs to the LSRA water system in since the start of 2015? Response: To County s knowledge there were only routine water line repairs accomplished. 34. Is there a list of County fixed assets at LSRA? Response: A list of fixed assets can be accessed at Corrected response to Question 14 How have LSRA capital repair and improvements (capital projects) historically been funded and are there existing funds available? The current Concessionaire Agreement provides that Concessionaire pays for capital projects from a portion of gross revenues collected each year. The Naming Rights Sponsorship Agreement, currently set to expire April 30, 2017, requires payment of $1.5 million each year, 70% of which is earmarked for capital improvements. County anticipates that the new Concessionaire would consider seeking a similar type of naming rights sponsorship arrangement to help finance the capital costs. In addition, County has made deposits into a designated Track Maintenance Fund (TMF) within the County General Fund account that has been utilized to fund staffing, maintenance and capital projects within LSRA. Eighty percent of the Track rental fees are allocated to County. These rental fees (after operating expenses) have been the source of TMF. It should be mentioned that County is not expecting this practice to be continued with the new Concession. Within the next few years there is a need for substantial capital investment in LSRA; existing funds remaining in the TMF will not be available. It is expected that a new Concessionaire will be capable of providing additional resources to address capital needs and will propose a 14 Page

15 sufficiently long term for the Concession Agreement such that Concessionaire will obtain a return on investment that covers its expenditures for capital expenses. 15 Page

16 SIGNATURE PAGE COUNTY OF MONTEREY RFSP # CONTRACTS/PURCHASING DIVISION ISSUE DATE: Friday August 5, 2016 RFSP TITLE: Concession Management Services Laguna Seca Recreation Area (LSRA) (Mazda Raceway) Monterey County Parks Department RFSP RESPONSE PACKAGES ARE DUE IN THE OFFICE OF THE CONTRACTS/PURCHASING OFFICER BY: 3:00 P.M., LOCAL TIME, on Monday, August 22, 2016 QUESTIONS ABOUT THIS RFSP SHALL BE DIRECTED TO: Michael R. Derr Contracts/Purchasing Officer (831) MAILING ADDRESS: COUNTY OF MONTEREY CONTRACTS/PURCHASING DIVISION 1488 SCHILLING PLACE SALINAS, CA RESPONDENT MUST INCLUDE THE FOLLOWING IN EACH SUBMITTED PACKAGE (1 original plus 7 copies): ALL REQUIRED CONTENT AS DEFINED PER SECTION 4.0 HEREIN This Signature Page must be included with your submittal in order to validate your proposal. Packages submitted without this page will be deemed non-responsive. CHECK HERE IF YOU HAVE ANY EXCEPTIONS TO THIS SOLICITATION. RESPONDENTS MUST COMPLETE THE FOLLOWING TO VALIDATE I attest that to the best of my knowledge the information provided in this submittal is reliable and that I am an official officer representing my business entity and authorized with signatory authority to present this Qualifications Package. Company Name: Date: Signature: Phone: Fax: Printed Name: Title: Street Address/PO Box: City: State ZIP: License No. (if applicable): License Classification (if applicable): 16 Page