REQUEST FOR PROPOSAL (RFP)

Transcription

1 REQUEST FOR PROPOSAL (RFP) Project TOW-PRC (Phase 2) OPERATION AND MANAGEMENT PARTNER FOR THE CRC WELLNESS CENTER COMMUNITY RECREATION CENTER EXPANSION TOWN OF WINDSOR, COLORADO April 2, 2015 Issued by: Town of Windsor, Colorado Due: April 22, :00 pm MST

2 REQUEST FOR PROPOSALS - OPERATION AND MANAGEMENT PARTNER FOR THE CRC WELLNESS CENTER 1. DESCRIPTION The TOWN OF WINDSOR (TOWN) is seeking a partner organization (PARTNER) to operate and manage the Windsor Community Recreation Center (WCRC) Wellness Center, an addition to the current Community Recreation Center located at: Windsor Community Recreation Center 250 North 11 th Street Windsor CO Having now reviewed Qualification Statements, the TOWN is inviting short listed potential PARTNERS to submit detailed proposals to provide overall Wellness Center management which may include personal training services, aquatic/land group exercise instruction, fitness floor operations including provision of equipment and maintenance, oversight and customer service in accordance to the specifications and conditions in this Request for Proposal. The TOWN desires a PARTNER who can demonstrate substantial experience in the management of wellness center operations in a public setting to best serve the residents and customers of the WCRC Wellness Center. It is also the TOWN s desire to obtain the best financial arrangement for the TOWN while providing affordable, quality experience for its customers. The submittal of this Request for Proposals (RFP) is the second stage of a three-stage selection process. Questions regarding the RFP should be submitted in writing ( is acceptable) by 2:00pm MST on April 8, 2015 to: Tara Fotsch, CPRP Manager of Recreation Windsor Community Recreation Center 250 N. 11 th Street Windsor CO (970) tfotsch@windsorgov.com Responses to questions submitted by the deadline will be posted at the Town of Windsor website via Addendum #1 by 5:00pm MST on April 10, SELECTION SCHEDULE a. March 27, 2015 RFQ due b. April 1, 2015 Selected firms invited to RFP process c. April 2, 2015 RFP posted d. April 8, 2015 RFP questions due in writing e. April 10, 2015 RFP Addendum #1 posted

3 f. April 22, 2015 RFP due 12:00pm g. Mid May, 2015 RFP interviews, if determined by TOWN h. Late May, 2015 Selection of firm, if feasibility determined by TOWN i. July 2015 Break Ground j. Meetings with the project team will start approximately in the summer of 2015 with anticipated opening August k. August 2016 Substantial Completion/Opening 3. SCOPE The TOWN is seeking a PARTNER who will embrace a high-quality public wellness experience, emphasize customer service and maintain the highest public standards for wellness or fitness center and program operations. The services desired include, but are not limited to: seamless delivery and transition of these services in a manner consistent with the current level of programming or better, the overall management and operations of the WCRC Wellness Center, providing cutting edge group exercise and fitness instruction, education, personal training, and guest services, as follows: a. PARTNER s work will be performed under a management service agreement, for a specified term, initially not to exceed three (3) years, subject to review and agreement for extension, and further subject to Section 14.1 of the Town's Home Rule Charter. b. PARTNER must provide appropriate liability insurance naming the TOWN as additional insured. c. PARTNER must comply with any local, state and national regulatory requirements, and with all rules and regulations of the TOWN. The PARTNER must also comply with all federal, state and local laws and regulations pertaining to employment practices and conditions. d. PARTNER must provide overall management direction and programming. e. PARTNER will recognize terms of compensation to the TOWN will be capped by the safe harbor revenue limitations applicable to facilities funded with tax-exempt municipal bonds in accordance with IRS Revenue Procedure 97-13, a summary of which is attached (see Exhibit A). f. PARTNER will provide services within 4,554 square feet of fitness/weight space which will include cardiovascular training, circuit resistance training, free weight training, oversight station, stretching area and storage; 3,190 square foot aerobics/dance studio accommodating persons, with some associated storage space; shared use of existing dance studio space totaling 783 square feet (see Exhibit B). g. PARTNER will ensure acquisition of NEW equipment, and that all equipment is wellmaintained with replacement plans in accordance with the TOWN expectations. Equipment must be same or equivalent to attached example (see Exhibit C). h. PARTNER must provide a qualified, nationally-certified staff, including personal trainers and group exercise staff, stay current with industry practices and trends, implement current standards of services, and provide knowledgeable health, wellness and fitness delivery methods to meet the program demands of the public (see Exhibit D). i. PARTNER will work in partnership with staff in coordinating marketing and promotional initiatives for the Wellness Center.

4 j. PARTNER will utilize registration/front desk services of the WCRC for seamless public transition. k. PARTNER will facilitate Town of Windsor Employee Wellness Program. l. TOWN will provide finished space as shown (see Exhibit B). m. TOWN reserves the authority to review and recommend all membership / program rates; said rates must be in comparison with local area public facilities. 4. DEADLINES a. Submit one (1) complete hard copy and one (1) electronic copy of the proposal to the office of Tara Fotsch, Manager of Recreation, at the address specified in Section 1, by 12 noon on April 22, Proposals received after this time may be returned unopened at the TOWN s sole discretion. b. Based on proposals, candidates may be interviewed at the TOWN s discretion. c. Proposals shall be valid for 90 days. 5. SELECTION CRITERIA The TOWN reserves the right to reject any or all statements. Final selection will be on the basis of PARTNER s apparent ability to best meet the overall expectations of the TOWN, as determined solely by the TOWN. The following items will be reviewed to provide a basis for final selection: a. Demonstrated ability to provide and operate a full scale Wellness or Fitness Center. b. Demonstrated ability to provide, and cost to provide, acceptable marketing / public relations services (to be determined by TOWN). c. Experience and availability of key personnel designated for this project. d. Demonstrated ability to successfully complete projects of comparable scope and complexity. e. Demonstrated ability to provide comprehensive and accurate cost estimating. Examples are encouraged. f. Interview results. g. Proposed operation and services schedule. h. Availability to commit through 2015, 2016 and i. Financial response that is of interest to and meets IRS criteria of the TOWN. j. Satisfactory financial reporting/history; financially sound organization. Final acceptance of any proposal is expressly contingent upon the execution of a satisfactory management service agreement between PARTNER and TOWN. PARTNER is advised that such management service agreement will include provisions concerning insurance, bonding, indemnification, provisions concerning use of local and/or regional labor or materials, and a provision concerning management service agreement with undocumented workers as presented In the RFQ. TOWN reserves the right to reject any proposal if a satisfactory management service agreement is not executed by all parties. 6. SUBMITTAL PACKAGE RFP submittals should not exceed 26 pages total, front and back printing is acceptable. RFP s should include a full proposal and understanding of the Scope of Services with complete details

5 of the proposed operation and management of the Wellness Center and associated fitness/wellness programming including, but not limited to, the following: a. Introduction: company profile including Mission Statement or long range planning document reference should be included. b. Professional affiliations and memberships. c. Personnel biographies, certifications. d. Description of proposed relationship to TOWN (i.e. contract employee; corporate rental; revenue sharing, etc.) e. Staffing plan; organizational chart; sample job descriptions and certification requirements. f. Program course descriptions, quantity and sample schedule for one month. Proposed hours of operation. g. Proposed Fee Schedule. h. Equipment Acquisition Plan/List. i. Equipment Maintenance Plan/Strategy. j. Operational Budget proposed first year budget proforma outlining annual revenue and operating expense; including financial implications to TOW. Include estimates for value of Recreation Reception/Registration Desk, custodial, facility and utility services to be provided by the TOW. k. Example of evaluation process for programs and staff; addressing customer feedback. l. Outline for proposed Employee Wellness program and incentives. m. Financial statements/assurances. n. Samples of marketing materials. o. Certificate of Insurance with proof of required liability coverage ( naming Town of Windsor as additional insured will be required if contracted). Submit one (1) complete hard copy and one (1) electronic copy of the proposal to the office of Tara Fotsch, Manager of Recreation, at the address specified in Section 1, by 12 noon on April 22, Proposals received after this time may be returned unopened at the TOWN s sole discretion. 7. DISCLOSURE OF PROPOSAL CONTENTS All proposals and supporting documents, except such information that discloses proprietary or financial information submitted in response to qualification statements, becomes public information held in custody of the TOWN after the proposal submittal date given in this RFP. a. The TOWN assumes no liability for the use or disclosure of technical or cost data submitted by any proposer. b. Nevertheless, if a proposal contains information that the respondent does not want disclosed to the public, or used for any purpose other than the evaluation of this offer, all such information must be indicated with the following or similar statement: "The information contained on pages shall not be duplicated, used in whole or in part for any purpose other than to evaluate the proposal provided; that if a contract is awarded to this firm as a result of the submission of such information, the TOWN shall have the right to duplicate, use or disclose this information to the extent provided in the contract or to the extent provided by law. This restriction does not limit the right of the TOWN to use the information contained herein if obtained from another source.

6 Exhibit A

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9 Exhibit B

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11 First Floor Aerobics/Dance Second Floor ( E ) Aerobics Second Floor Weights/Equip

12 Exhibit C Equipment to be provided by PARTNER must be equivalent or better than the inventory listed:

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16 Exhibit D

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