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HomeMy WebLinkAbout9082 Golf Contractor Scope of Work FinalGolf Contractor RFP Scope of Services and Evaluation Criteria I. Scope of Work and Services A. Background i. The City of Denton is accepting proposals from those interested in providing golf instruction at the North Lakes Driving Range and City Sponsored golf programs at Robson Ranch Golf Course, or other future Denton Public Courses. The intent is that the Proposer will provide competent golf instruction for all ages and levels of play, and enthusiastically encourage golf participation by planning activities to promote the sport and fellowship in the community. The Proposer will prepare and organize a variety of golf programs, including classes, camps, clinics, private instruction, homeschool golf instruction, and a variety of other golf-related programs and events. In addition, the Proposer will assist in marketing the City’s golf programs to the local school districts, universities, North Lakes Driving Range, and other organizations by providing demonstrations and informational materials and working with the school districts and universities’ golf coaches. ii. The North Lakes Driving Range has 32 lighted tee boxes, a lighted chipping green, and a lighted putting green. The clubhouse has indoor seating and a lounge area with free public Wi-Fi, restrooms, concessions, and outdoor seating on a large deck. The North Lakes Driving Range is open seven days a week, year-round, except for holiday closures. In addition to the range, the City currently has a limited-use arrangement with Robson Ranch Golf Course to offer golf programs. B. General Responsibilities and Requirements i. The Proposer shall provide competent golf instruction for all ages and levels of play at a reasonable fee. Golf programs should include, but not be limited to, classes, camps, clinics, private instruction, homeschool golf instruction, and a variety of other golf- related programs and events. ii. The Proposer will provide patrons of the City of Denton with excellent customer service and a positive golf experience. Patrons will be treated courteously and respectfully. The Proposer shall be patient and polite when dealing with patrons, regardless of the circumstances. iii. The Proposer must submit a schedule of golf programs and fees at specified deadlines as set by the department’s Recreation Supervisor. All golf programs will be listed in the Denton Parks and Recreation’s PLAY Guide and online at www.dentonparks.com. Any changes to the fee schedule must be submitted to the Recreation Supervisor for review prior to being implemented. iv. The City of Denton shall register, collect, and retain a percentage of all fees that are related to golf instruction, lessons, camps, clinics, events, and any other golf-related activities being organized by the Proposer. All fees for all golf-related services, activities, and merchandise at the North Lakes Driving Range and for all City-sponsored programs at Robson Ranch or other future courses will be collected by the City of Denton. No fees can be collected by the Proposer at any time. The Proposer will be paid once per month. Payment will be remitted to the Proposer, net 30 days from receipt of invoice. v. The City of Denton requires a nonresident fee to be collected from all participants who reside outside the city limits of the City of Denton. All nonresident fees collected will be retained 100% by the City. vi. All revenue (100%) collected from the driving range will be retained by the City of Denton, which includes but is not limited to: bucket sales, pro shop sales, concession sales, scrambles, tournaments, special events, and facility rentals. vii. The Proposer must leave at least ¾ of the tee boxes available for public use during peak times, except for large City special events which require the use of all tee boxes. viii. The Prosper must have a minimum of five (5) years’ experience teaching golf lessons and programs. All lead instructors must be PGA certified and maintain those certifications throughout the term of the contract. ix. It will be the responsibility of the Proposer to supply necessary labor for all of their golf programs. x. The Proposer and any assistants, subcontractors, or support personnel shall complete a national background history check with the City of Denton prior to instructing. Background checks must be completed on an annual basis. City of Denton shall retain the right to prohibit anyone from working based on the results of the annual background check. Also, the City of Denton will pay for these background checks to be performed. xi. No signs, advertising materials, posters, or other such material shall be posted on City of Denton property without permission from the Recreation Supervisor. C. Maintenance, Equipment, and General Operation of the North Lakes Driving Range i. The Proposer shall be responsible for notifying City of Denton of any maintenance- related issues that do not meet the needs of our customers or pose safety concerns. ii. The City of Denton shall maintain the North Lakes Driving Range, which includes the interior and exterior of the building, all grounds and amenities associated with the driving range, landscaping, and irrigation. No adjustments allowed to irrigation without approval of the City of Denton. iii. The Proposer will be responsible for providing all necessary supplies that are needed to operate their programs. The Proposer will be allowed to use the City of Denton range balls to conduct golf programs. The Proposer cannot use more than a standard amount of golf balls for a lesson, preventing their use by the public. The Proposer and all his/her support personnel will not be permitted to operate any machinery at the driving range, including the ball retriever cart, ball washing machine, etc. iv. The City of Denton will hire, train, and evaluate front desk staff for the North Lakes Driving Range. v. The City of Denton will manage the day-to-day operations of the North Lakes Driving Range. vi. The North Lakes Driving Range will be open seven days per week and may close on City holidays. The City of Denton reserves the right to close the facility and grounds for maintenance. The Proposer has the right to submit a written request to the City to change hours to better meet the needs of our citizens. The City reserves the right to change the hours of operation. vii. The City of Denton may close the facility during inclement weather or when the temperature and/or wind chill is below 38 degrees Fahrenheit. When the facility is closed, the Proposer will not be able to hold lessons. II. Submittal Requirements A. The City of Denton will evaluate each submission in accordance with the published selection criteria and will rank the firms based on the submittals. The City of Denton reserves the right to consider information obtained in addition to the data submitted in the Proposal. Each submittal must include the following information: i. Provide past similar experience in providing golf activities in a municipal setting. Also, include experience and ability to organize and implement lessons, clinics, camps, and other golf-related programs for all ages and skill levels. ii. Provide proof of current Professional Golfers Association (PGA) Membership who has successfully completed level 3 of the PGA Professional Golf Management (PGM) Program. If the Proposer plans to use assistants or subcontractors as instructors, provide proof that at least 50% are a current PGA Apprentice. (A PGA Apprentice has been accepted into the PGA PGM Program, but has not yet completed level 3.)