Bid Detail

17-091 - RFP: Golf Professional and Instructional Services for Municipal Golf Courses

End date: Monday February 6, 2017 at 2 p.m.

The City of Springfield, through its Department of Parks, Buildings, and Recreation Management – Parks Division, is issuing this Request for Proposal from qualified vendors to provide for golf professional and instructional services at Veteran’s Memorial and Franconia golf courses. This bid falls under Massachusetts General Laws M.G.L. Ch. 30B and other procurement statutes.

Veteran’s Golf Course, located on South Branch Parkway is 18 holes with a pro-shop of 1200 S.F. adjacent to clubhouse/restaurant. Franconia golf Course, is located on Dwight Road in Springfield is an 18 hole course with a pro-shop of 1500 S.F. The food concessions are currently managed seasonally by private firms and not included in this RFP.

The City requests proposals from qualified professionals with documented experience in successfully providing Professional Golf services including instructional lessons preferably at municipal golf courses in the northeast. Relevant experience shall include merchandising, tournament scheduling, league development, daily green fee collection, cart fee collection, and starter and ranger operations. The Proposer will be responsible for delivering, at no cost to the City, appropriate staff for the successful operation of the Pro-Shop including, rangers, marketing, and promotional programs. These priorities are reflected in the evaluation criteria of this specification.

An experienced Golf Professional must have at a minimum three (3) years’ experience operating a municipal/private golf course operation. A season is defined as March through November. Please note that a Season may vary depending on the weather.

Contract Term
The Management Agreement will be for one year with two additional options to renew for two one year periods at the sole option of the City of Springfield, Massachusetts.

Background and Property Descriptions
The City of Springfield, under the Springfield Park Commission and with the supervision of the Patrick Sullivan, Director of the Department of Parks, Buildings, and Recreation Management, owns and operates (2) 18 hole golf courses. The first course, Franconia Golf Course, located on Dwight Road in Springfield, and the second being Veteran’s Memorial Golf Course, located on South Branch Parkway.

Springfield has shown a resurgence of real estate and property values over the past year. Franconia Golf Course, located on the border of Springfield, East Longmeadow and Longmeadow is in an area of major development in terms of new residential and commercial property in the area. With great accessibility to major roadways, including less than five miles to Interstate 91, as well as two miles to Route 83, leading to Connecticut and downtown Springfield – this course is readily accessible to a growing market of potential customers.

Veteran’s Memorial Golf Course is also access to residents and visitors traveling north and south along Route 21. Supportive businesses including restaurants, hotels, major shopping centers, the Boston Road Corridor, and numerous other companies have established businesses along Route 21 and north at the intersection of Boston Road. With the development along route 21, coupled with resurgence of real estate property in the Indian Orchard and Sixteen Acres neighborhood, Veteran’s is in a prime location to become a major component of the City economy.

It is essential that the City of Springfield retain the services of a golf professional with adequate background to operate the Pro-Shops and related services, described herein, in a manner such that the Springfield residents will be provided with service areas that are professionally managed, expertly maintained, and properly staffed. Therefore, the Request for Proposal process will enable the City to apply appropriate ratings to the individuals whose expertise in pro-shops is beyond the minimum number of years of expertise depicted herein. The price offered in the proposals will be a factor in evaluation of the proposals but will not be the sole basis for award.

Services Requested and Terms
Beginning of Operations: The successful Proposer may be required to assume related operations no later than March 1, 2017 unless a later date is mutually agreed to by the parties.

Staff of Golf Pro: The successful proposer shall hire (at a minimum) and retain the following as employees or sub-contractors, and shall conform to hourly rate and maximum hours per week rates.

• Two (2) Assistant Golf Professional and Instructor who shall be the person who is competent and qualified as to the education, training and experience to perform the duties of assistant to the golf pro.
• Golf Rangers of sufficient number and competence to adequately perform the services required.

The successful Proposer shall agree to abide by all City, State and other applicable hiring laws and guidelines. The successful Proposer shall also assure that the staff is clean, neat, courteous and professional while performing their duties.

Employer Status: The Golf Pro, including the Golf Pro’s agents, servants, employees, subcontractors, and volunteers, all shall be an independent contract as to the City and none of them shall be an employee of the City of Springfield.

The Golf Pro is an independent contractor and is responsible for any taxes, including taxes relating to employees, or other requirements of federal, state or other governmental bodies, including workmen’s compensation insurance, and liability for injury and damages incurred or arising out of the work performed by the Golf Pro, his agents, servants, employees, subcontractors and volunteers.

Description of Facilities and Pro Shops: The facilities consist of two (2) eighteen (18) hole golf courses including Franconia Golf Course (103 acres, 67.1 irrigated acres) and Veteran’s Memorial Golf Course (149 acres, 71.3 irrigated acres).
Golf Shop Operations: The Golf Pro shall be responsible for and shall keep current records regarding ordering all Pro-Shop inventory, tracking monthly inventory levels, merchandising and promoting sales of the inventory, devising buying and payment plans, and tracking sales and purchases using acceptable accounting practices, in addition to all other responsibilities of properly managing and operating a Pro Shop. The Golf Pro shall coordinate all records with the approved Golf/MUNIS software at the City’s direction. All revenue, which includes greens fees, cart rentals, and Pro Shop sales, shall be entered into one (1) cash register at each golf course. Revenue of greens fees, cart rentals and Pro-Shop sales shall be deposited into the City’s designated bank account. The Pro-Shops’ revenue shall be disbursed to the Golf Pro bi-weekly. The Golf Pro shall be required to attend monthly revenue meetings as requested by the City of Springfield.

All inquiries related to the requirements should prominently refer to “Bid No. 17-091 RFP – Golf Professional and Instructional Services at Veteran’s Memorial and Franconia Golf Courses”, and the bid opening date. In order to be considered, questions must be made in writing and ( email or fax) received by the Office of Procurement no later than close of business Friday, January 27, 2017.

Responses to inquiries will be in the form of a numbered addendum to the specifications issued by the Office of Procurement and sent to all parties listed in the bid file as Bidders(s) holding the bid documents. Bidders should base responses only on the specifications including any addenda.

PLEASE NOTE that all addenda must be acknowledged either in the bid response (there is a space for that purpose on the bid cover sheet) when submitted or by following the instructions on the addendum cover sheet. If using the latter means to acknowledge receipt, the Bidder must write the business name of the firm, sign the sheet and fax or email to (413-787-6295), lstabilo@springfieldCityhall.com and/or include a copy of the sheet in the bid response. Failure to acknowledge any addendum may cause rejection of a bid response as required by Massachusetts General Laws.

The City of Springfield supports the goal of twenty percent minority and women participation in all contracts. No questions will be answered unless received by the Chief Procurement Officer at least 7 days prior to the expiration of the time set for submitting bids or proposals. The Chief Procurement Officer reserves the right to waive any informality in and to reject any or all bids if it is in the public interest to do so.

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