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TOWN POSTS REQUESTS FOR PROPOSALS FOR TENNIS BUBBLE ON WEBSITE
Release Date: July 10, 2012
This is the request for proposals for the tennis bubble. We posted this on the town website: www.greenburghny.com. If you know anyone in the sports business (people who might be interested in leasing our tennis courts during the winter months) please encourage them to submit a bid.
Last month the NYS Legislature approved state legislation enabling the town to lease the tennis courts to a private company. We thank State Assemblyman Tom Abinanti and Senator Andrea Stewart Cousins for their help.
REQUEST FOR PROPOSALS
FOR THE DEVELOPMENT, OPERATION, MAINTENANCE, MANAGEMENT AND LEASE OF A BUBBLED TENNIS FACILITY AT ANTHONY F. VETERAN PARK
The Town of Greenburgh Department of Parks & Recreation (“Parks”) requests proposals for the development, operation, maintenance, management and lease of not less than nine (9) bubbled tennis courts at Anthony F. Veteran Park. The bubbled tennis courts shall be in the boundaries of the leased area described in the attachment labeled Preliminary Leased Agreement Map Prepared for the Town of Greenburgh (exhibit A). Currently, nineteen (19) tennis courts and a tennis booth are located and operating at the Anthony F. Veteran Park Tennis Complex, 11 Olympic Lane, Ardsley, New York. Parks is seeking a lease to construct: (a) operate, maintain and manage a bubbled facility to operate from Labor Day through Memorial Day; (b) to construct a tennis clubhouse and tennis bubble not less than nine (9) courts, of which not less than four shall be HAR-TRU or other soft surface; (c) resurface the remaining indoor hard tennis courts; and (d) resurface the basketball court and one handball court. Parks is seeking proposals from applicants who can demonstrate experience in the operation of an indoor tennis facility to operate this facility at the highest standards for a fifteen (15) year lease term. Parks is also seeking applicants who demonstrate an ability to proceed to build the clubhouse in an expedited manner. In addition, Parks will look favorably upon proposals that incorporate community programming, youth outreach and programs for people with disabilities.
The Parks & Recreation contacts for this project are Janet Lefkowitz, Tennis Director and Gerard J. Byrne, Commissioner of Parks and Recreation. All questions with regard to this Request for Proposals (“RFP”) or other project inquiries should be directed to their attention at (914) 693-8985 ext 112 or 108. They may also be reached by fax at (914) 693-8938 or by e-mail at heroJL1@aol.com or firstname.lastname@example.org.
Request for Proposals Timetable
The following schedule has been established for this Request for Proposals. This schedule is subject to change as circumstances warrant.
RFP Release Date: July 10, 2012
Applicant Meeting &
Site Tour: Wednesday, August 1, 2012 @11:00 AM
Proposals Due: Tuesday, August 14, 2012 @3:00 PM
Note: If you have a disability which would prevent you from delivering your proposal to Greenburgh Parks and Recreation and/or attending the proposer meeting & site tour, please contact one of the proposal contacts at least 48 hours prior to the due date and/or meeting date so that special arrangements can be made to accommodate you.2
Parks seeks a bubbled tennis facility with other park improvements at the Anthony F. Veteran Park Tennis Complex, which will be designed, built, maintained and operated to the highest standards. The AFV Park Tennis Complex currently has a total of nineteen (19) lighted tennis courts. The selected leasee will be required to develop a bubbled tennis facility to state-of-the-art standards for use in the indoor season.
Parks is seeking a leasee to:
• Bubble not less than nine tennis courts; of these courts not less than four shall be HAR-TRU or other soft surface. The remaining indoor courts shall be resurfaced. Applicant is to provide drainage and other infrastructure improvements around the indoor tennis courts.
• Construct a new clubhouse to include public restrooms, lockers, showers, a pro shop (optional), reception area and lounge.
• Construct a concrete sidewalk from the parking area to the clubhouse with connecting paths to the tennis courts.
• Resurface one concrete handball court and one asphalt outdoor basketball court.
• Operate, maintain, manage and lease the indoor tennis facility from Labor Day to Memorial Day, including supplying all machinery, property, equipment, maintenance supplies, and staff.
• Cover all expenses for any utility study and any utility improvements needed for this project and its eventual usage.
• Provide lighting for new outdoor courts and sidewalks.
• Provide access for youth programming and tennis for people with disabilities.
• Provide a timetable for development and completion of the proposed facility and type of surface that will be installed on the tennis courts. The Town shall have the absolute right to approve or reject the type of surface to be used at the site.
• Provide a fifteen-year projection of income and expense. This should include a balance sheet, profit and loss statement, cash flow statement and statement of assumptions.
• The Town is looking for the leasee to maintain the HAR-TRU or soft tennis courts during the outdoor season and in return the town will permit the leasee to conduct instructional program on two courts; hours of operation to be negotiated.
The location and design of the clubhouse shall be subject to the Town’s approval; applicants are encouraged to submit potential clubhouse designs as part of their proposal submissions. If proposing a food service or pro-shop in the clubhouse, submissions should also include appropriate operating plans and proposed menu/item list with prices. The menu/item list should demonstrate quality, variety, and affordability. Parks also encourages applicants to incorporate healthy food alternatives.
The aim of Parks is to provide indoor tennis for not less than nine (9) indoor courts from Labor Day to Memorial Day. Preference will be given to applicants who can demonstrate an ability to construct, operate, maintain and manage a facility which contributes to the renovation of the Park as a year round facility. The successful applicant will be required to provide a construction security deposit, in an amount and format approved by Parks, upon signing the lease agreement, to ensure that capital work will be completed. All capital work should be completed in such a manner as to create a minimum amount of interference with tennis court availability to the public.
The leasee may be permitted to store the bubble/s on-site during the outdoor season, subject to Parks’ approval of the location of such storage. It should be understood that all startup and close down activities, including but not limited to the assembly and disassembly of the bubbles and ancillary equipment, must be undertaken by the leasee no sooner, and completed no later than the dates stated above, which define the indoor tennis season. 3
During the indoor tennis season, the leasee will be responsible for all necessary improvements to the courts and for all repairs and maintenance to the leased premises.
The leasee will also be responsible for cleaning the entire area surrounding the tennis courts and removing all trash and rubbish generated by the facility and storing at the appropriate on site receptacles. Therefore, applicants should include a detailed maintenance and cleaning schedule in their proposals.
The sale or display or placement of tobacco advertising and/or advertising of alcoholic beverages shall be prohibited. Any type of advertising which is false or misleading, which promotes unlawful or illegal goods, services or activities, or which is otherwise unlawful, obscene or inappropriate as determined by Parks, including but not limited to advertising that constitutes the public display of offensive sexual material shall also be prohibited. Any such prohibited material displayed or placed shall be immediately removed by the leasee upon notice from Parks.
The term for this concession will be FIFTEEN (15) YEARS. This lease will be operated pursuant to a lease agreement.
Parks anticipates a substantial investment from the applicant. Parks anticipates that the investment for this concession will include, but not be limited to, the following:
The New Facility
Bubble not less than nine (9) indoor tennis courts of which not less than four (4) shall be HAR-TRU or other soft surface and the remaining indoor courts resurfaced with the following characteristics:
• Install outdoor lighting as per Town specifications for the new tennis courts
• Applicant to submit the type of surface to be used on the tennis courts
• Install new drainage around the indoor tennis courts and infrastructure and lighting leading to the indoor tennis courts
• Resurface and paint the existing basketball court
• Resurface one handball court
Design and build a tennis clubhouse with the following requirements:
• Provide estimated square footage
• Compatibility with the surrounding Park and current and planned developments
• Clubhouse to include a lobby, men’s and women’s lockers complete with showers, a pro shop (optional), lounge and reception area
• ADA-compliance throughout
• All utilities connections including, but not limited to: gas, electric, sewer, fibar optics and telephone. The leasee will be responsible for installing and/or upgrading any existing utility lines and meters, and obtaining the appropriate permits and approvals. Parks makes no representation as to the condition or existence of any utilities, lines or meters at the site.
The leasee must pay for all improvements. Applicant should note that Parks will weigh capital investment and design heavily in its evaluation process. In their submissions, applicants must describe all intended capital work and provide cost estimates, preliminary drawings, and a timetable for proposed capital work. (For more information, please see items #3 & #5 on page 7; section C, Proposal Submission Guidelines.) 4
PARKS & RECREATION WILL HOLD AN ON-SITE INSPECTION MEETING ON Wednesday, August 1, 2012 @ 11:00 AM AT THE TENNIS FACILITY. WE WILL MEET AT THE ENTRANCE TO THE TENNIS COURTS. IF YOU ARE CONSIDERING RESPONDING TO THIS RFP, PLEASE MAKE EVERY EFFORT TO ATTEND THIS MEETING.
All fee increases are subject to Parks’ approval. The proposal should include a schedule of rates to be charged for hourly court times. The schedule should indicate what discount will be offered to residents of the unincorporated area of Greenburgh. The leasee will be allowed, and even encouraged to charge lower fees and/or to offer seasonal rates, special rates for walk-ins when courts are available, lower rates for senior citizens/youths, free court time to program members, etc. as it sees fit. Parks must approve all fees, prices, and hours of operation.
Requirements During The Term of The Lease
1. The successful applicant will be responsible for obtaining any and all necessary approvals, permits and leases for the construction and lawful operation of this concession.
2. A security deposit of at least 25% of the highest year’s guaranteed minimum lease fee will be required for the duration of the term. This security deposit will be due upon signing.
3. The leasee will be required to carry at least $3,000,000 in general liability insurance coverage and $1,000,000 in property damage liability insurance coverage, and replacement value in fire and casualty coverage. The Town of Greenburgh shall be named as Additional Insured and subject for general liability coverage to increase based on inflation for future years.
4. The leasee will be obligated to supply all equipment necessary for the operation of this concession. All fixed equipment becomes the property of Parks upon installation, at Parks’ option. Should Parks choose not to exercise this option, it will be the responsibility of the leasee to remove fixed equipment and return the leased premises to Parks in a condition as good as or better than that at the commencement of the lease term.
5. The leasee will be responsible for any and all utility costs connected with the operation of this concession during the term of lease. The leasee will be responsible for installing and/or upgrading all necessary utilities, service lines, conduits, water meters, pipes, electric cables, fiber optics etc. The leasee will be required to remove any unsuitable existing materials as required. The leasee will be responsible for removal and disposal of any unacceptable subsurface waste materials, if encountered during the progress of the work.
6. The leasee may not cut down or remove any trees on the permitted premises without prior written approval from Parks. Any attachments to the trees, such as lights, will not be permitted. The leasee will be responsible for replanting or replacing all trees that must be moved for the construction of the new tennis facility and clubhouse. The trees must be replanted in a location approved by Parks.
7. The leasee will be required to submit monthly statements of gross receipts from all categories of income in a format approved by Parks. At the end of each operating year, the leasee will be required to submit a detailed audited income and expense statement for the past year’s operation.
8. All fees, prices, and any subsequent increases must be approved in advance by Parks. Hours and days of operation must also be approved in advance by Parks.
9. The leasee at its sole cost and expense and to the satisfaction of the Commissioner, must put, keep, repair and preserve in good order the Leased Premises including the clubhouse, bubbles and indoor tennis courts, as well as all access walkways, driveways, and ramps on the Leased Premises, and perimeter fences and adjacent landscaping.
10. The Town will dispose all rubbish generated by this lease. The leasee will be responsible for cleaning the leased premises and the area within fifty (50) feet of the leased premises. The leasee must provide garbage cans approved by Parks and have these cans emptied on a daily basis. The leasee must comply with all Town regulations regarding recycling. The leasee must keep all signs and structures free of graffiti.
11. The leasee will be responsible for maintaining total security within the facility and the immediate surrounding area.
12. The leasee must cooperate with Parks during special events or other unanticipated eventualities.
13. The leasee will comply with all Town, State and Federal laws relating to access for persons with disabilities.
14. The selling and/or advertisement of cigarettes, cigars, or any other tobacco products is strictly prohibited. It is the leasee's responsibility to adhere to and enforce this policy.
15. The leasee must retain a professional engineer or registered architect for design and filings of proposed capital work and to oversee the entire construction project. They must be a licensed and registered as an engineer or architect by the State of New York and the firm they represent must have a certificate from the NYS Education Department permitting it to perform professional services. Design documents, reports, permit applications etc. should therefore contain the professional stamp and seal. This supervising architect or engineer will be required to ensure that all construction conforms to the plans approved by the Town Engineering Division. Applicant shall submit these Engineer or Architect’s qualifications to Parks/Engineering for approval. The supervising Engineer or Architect will ensure that all construction conforms to the plans approved by the Town Engineering Division. Professional services should include producing any required reports, land surveys, site investigations, and permit applications and approvals required by any regulatory authority. Scope of work should also include submittals for design review, and construction estimates, at 30%, 60%, 90% and 100% design completion. Professional services should also include construction supervision.
16. The successful applicant will provide Parks with all plans and specifications upon completion of the construction documents. The plans should be in ink on mylar paper. All project design documents and reports should be submitted additionally in electronic format, such as autocad etc., for archiving.
17. The leasee will pay all taxes applicable to the operation of the lease.
18. The leasee must comply with all terms of their lease agreements. Inspectors from Parks and the Town will visit the concession site unannounced to inspect operations and determine whether or not the leasee is in compliance with the terms of the lease. If inspectors find violations, the leasee may be fined for each violation.
The Request for Proposals Process/Proposal Procedure
A. Proposal Submission Instructions
All proposals must meet the requirements listed below in the Proposal Submission Requirements section, and should comply with the guidelines listed in the Proposal Submission Guidelines section.
Please submit SIX (6) COPIES of your proposal submission. Proposals should be printed or typed on 8 ½” x 11" paper. There is no page limit for proposals, but applicants are encouraged to use discretion in the amount of information they submit. The proposal, the proposal deposit, and any additional information should be submitted in a sealed envelope with the following information written on the outside:
Your name and address
Bubbled Tennis Facility, Anthony F. Veteran Park
Return Date: Tuesday, August 14, 2012 @ 3:00 PM
No proposals should be submitted in plastic sleeves or spiral binders. Illustrations may be included. All plans are subject to Parks’ approval. Oversized drawings may be submitted, but must be accompanied by 8 ½ “ x 11" sectionals or reductions to 8 ½“ x 11". No telegraphic or facsimile proposals will be accepted.
B. Proposal Submission Requirements
Each proposal submitted must meet the following requirements. Failure to comply will result in the automatic disqualification of a submission from further consideration.
1. Proposers must submit a proposal that includes a fee offer.
2. All proposals must be received in the office of the Commissioner of Parks and Recreation, Anthony F. Veteran Park, 11 Olympic Lane, Ardsley, New York, 10502 no later than 3:00 p.m. on August 14, 2012. All proposals must be submitted in sealed envelopes. Proposals received after the time and date listed above will be returned to the applicant unopened and will not be considered for award. Proposers will be solely responsible for ensuring that their proposals are delivered to the Commissioner prior to the above mentioned time and date. There will be not exceptions.
C. Proposal Submission Guidelines
1. The fee offer should state the highest sum applicant is prepared to pay as a rental fee, expressed as guaranteed minimum fee for each year of the lease term versus a percentage of gross receipts, whichever is greater. The Town strongly urges that there be an escalation of at least five percent (5%) per year (compounded annually) in the guaranteed minimum fee over the lease term.
2. Applicant should submit a resume or detailed description of relevant professional qualifications, demonstrating extensive experience in the industry, or access to individuals and/or firms with such expertise. Include the names and addresses of all corporate officers of the entity submitting the proposal.
3. Applicants should include a detailed, well thought-out pro-forma income and expense projection for each year of operation. This pro-forma projection should include explanations for all the assumptions used in its formulation. The pro-forma should also be explicit with respect to the income and revenue implications of youth scholarship programs and/or other community programming.
4. Applicants should include an audited financial statements for the last two fiscal years prepared in accordance with standard accounting procedures.
5. Applicants should submit drawings showing the proposed layout and appearance of the facility and the leased site.
6. Parks is charged with improving customer satisfaction with the services provided at facilities on parkland. Therefore, Parks would like applicants to explain in their submissions the mechanisms they would use to measure customer satisfaction with the services offered by the lease at the leased premises. Such mechanisms might include customer evaluations or survey forms. Further, Parks would like applicants to explain how they would improve the quality of services offered if the above mechanisms indicate a need to do so.
D. Evaluation and Selection Procedures
Proposals will be evaluated by a selection committee