HomeMy WebLinkAboutNo. 2594 authorizing bid specifications for the operations and management agreement of Blackthorn Golf Course and publication thereof•
RESOLUTION NO. 2594
A RESOLUTION OF THE SOUTH BEND REDEVELOPMENT COMMISSION
AUTHORIZING BID SPECIFICATIONS FOR THE OPERATIONS AND
MANAGEMENT AGREEMENT OF BLACKTHORN GOLF COURSE AND
PUBLICATION THEREOF
WHEREAS, the South Bend Redevelopment Commission (the "Commission "), the
governing body of the Department of Redevelopment of the City of South Bend, Indiana (the "City ")
and the City of South Bend, Indiana, Redevelopment District (the "District "), exists and operates
under the provisions of Indiana Code § 36 -7 -14, as amended (the "Act "); and
WHEREAS, the Commission owns a 19 -hole public play golf course, golf practice center,
clubhouse, maintenance building, parking lot and other related facilities, known as the Blackthorn
Golf Course consisting of a total of 81 acres located at 6100 Nimtz Parkway, South Bend, Indiana;
and
• WHEREAS, the Commission desires to let for bidding the operations and management
services of the Blackthorn Golf Course for a period of time commencing January 1, 2010; and
WHEREAS, the Commission has directed the preparation of Bid Specifications for the
Operations and Management Agreement of Blackthorn Golf Course and now desires to approve
those Bid Specifications and to direct their publication according to law.
NOW, THEREFORE, BE IT RESOLVED BY THE SOUTH BEND REDEVELOPMENT
COMMISSION AS FOLLOWS:
1. The Commission approves the Specifications For Operations and Management
Agreement of Blackthorn Golf Course in the form attached hereto as Exhibit A and sets October 2,
2009, as the date to open bids submitted for the operations and management services of the
Blackthorn Golf Course.
2. The President and Secretary of the Commission are each hereby authorized and
directed to take all necessary steps to obtain bids for the operations and management services of the
Blackthorn Golf Course, including the publication in accordance with Indiana Code § 5 -3 -1 of the
bid specifications on July 29, 2009, and August 27, 2009, for bid opening on October 2, 2009.
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ADOPTED at a meeting of the South Bend Redevelopment Commission held on July 24,
2009, at 1308 County -City Building, 227 W. Jefferson Boulevard, South Bend, Indiana 46601.
ATTEST:
Signature
• Nancy N. King, Secretary
Printed Name and Title
South Bend Redevelopment Commission
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CITY OF SOUTH BEND,
DEPARTMENT OF REDEVELOPMENT
in
David A. Varner, Vice President
Printed Name and Title
South Bend Redevelopment Commission
. Exhibit A
(SPECIFICATIONS FOR OPERATIONS AND MANAGEMENT
AGREEMENT OF BLACKTHORN GOLF COURSE)
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• SPECIFICATIONS FOR OPERATIONS AND MANAGEMENT
AGREEMENT OF BLACKTHORN GOLF COURSE
Sealed Bids shall be submitted not later than 9:30 am October 2, 2009, in the Office
of the Department of Economic and Community Development, 1200 County -City
Building, 227 W. Jefferson Blvd., South Bend, Indiana 46601, for Operations and
Management of the Blackthorn Golf Course.
I. DESCRIPTION OF PROPERTY. The South Bend Redevelopment Commission
(Owner) owns a 19 -hole public play golf course, golf practice center, clubhouse,
maintenance building, parking lot and other related facilities, known as the Blackthorn
Golf Course consisting of a total of 81 acres located at 6100 Nimtz Parkway, South Bend,
Indiana.
II. TERM OF MANAGEMENT SERVICES. The term of the operations and
management services shall be for a period of at least three years (3) commencing January
1, 2010, and terminating December 31, 2012. The Owner will reserve the right to
terminate the Agreement at the end of the first 12 months (12/31/2010).
III. MANAGEMENT FEE. Each bidder shall specify the amount of and method of
computation of the bidder's management fee in the following parameters:
Annual Management fee shall consist of a fixed management fee component and
may include a clearly defined incentive fee component. For any incentive fee
component, the Bidder shall identify the manner of computation of the fee and a
maximum to be charged for such fee.
IV. SCOPE OF FACILITY MAINTENANCE AND OPERATIONS. It is the intent
that Blackthorn be managed and operated in a highly professional, efficient and
businesslike manner, by professionals experienced and qualified in the operation of a first
class, full service golf facility, therefore each bidder is specifically instructed to become
completely familiar with the Blackthorn Golf Course facilities prior to submitting a bid.
Bids shall encompass management of the Golf Course facility maintenance and
operations. Bids encompassing less than all of the facility maintenance and operations
will be rejected as non - responsive. The Bidder must submit and agrees to perform all of
the following services:
1. Vendor Services subject to the requirements of I.C. 5 -22 and I.C. 36 -1 -12, the
selection of vendors to perform services and /or supply materials at the Golf
Course under this Article shall be made jointly by Manager and Owner, and the
Owner shall have the right of final approval.
2. Repairs and Maintenance subject to the requirements of I.C. 5 -11 and I.C. 36 -1-
12, and within approved budgetary limitations and in accordance with the Annual
Operations Plan and Annual Operating & Capital Budget.
3. Manager shall be responsible for contracting or performing maintenance of all
structural components, all heating, ventilating, air conditioning, plumbing and
electrical systems, in accordance with the Operations Plan and Annual Operating
& Capital Budget.
4. In addition to the Course maintenance, Manager shall be responsible for all
maintenance of the remainder of the grounds and landscaping at the golf course,
including the Clubhouse, Pro Shop fixtures, equipment and parking areas, with
Owner responsible for expenses associated with the same, as provided in the
Annual Operations Plan and Annual Operating & Capital Budget.
5. Manager shall make recommendations to Owner regarding the expenditure of
funds budgeted for capital items and, if requested by Owner, supervise the
installation of such capital items.
6. General Management shall include but not be limited to the conduct, supervision
and management of the day -to -day operations of the Golf Course in accordance
with the Annual Operations Plan and Annual Operating & Capital Budget.
Blackthorn Golf Course is primarily an economic development tool to attract
• business to Blackthorn Corporate Park and Airport Economic Development Area.
As such, it needs to be managed as a premier golf course, which will help
accomplish this goal. In addition, in as much as the citizens of the City of South
Bend have undertaken some risk and responsibility in establishing the Blackthorn
Golf Course, some type of discounting pricing structure for City residents is
appropriate as long as it does not unduly hinder the goals of the course.
7. Marketing shall include all marketing, advertising and promotional events,
activities and related literature serving to promote the Golf Course, as approved
by Owner and as carried out in accordance with the Annual Operations Plan and
Annual Operating & Capital Budget.
8. Manager shall be responsible for the operation and supervision of the Association
Membership program.
9. Manager shall be responsible for merchandise sales and all activities relative to
the sale of golf related merchandise at the Pro Shop.
10. Manager shall prepare and submit a recommended Annual Operations Plan by
November 1 of each fiscal year for approval by Owner. Manager shall submit the
Annual Operating & Capital Budget for the ensuing calendar year by November 1
each year for approval by Owner.
11. All Blackthorn Golf Course receipts shall be deposited daily directly into the City
bank accounts as directed by the City Controller. Currently, all disbursements are
made directly from these accounts as well, and the City charges Blackthorn
$33,541.00 per year for this service. Bidders may propose changes to the
disbursement portion of cash management, but must explicitly outline those
changes in the bid documents. If not, the current process will be assumed.
12. Manager shall establish and maintain a comprehensive system of inventory
records, sales data, books and accounts in a manner satisfactory to the owner and
subject to applicable state law, and shall meet monthly during the Golf Season
with Owner to review the Annual Operations Plan and Annual Operating &
Capital Budget and any significant additional unanticipated items of income or
expenses.
13. Provide a certificate evidencing fidelity insurance coverage with sureties in the
amount of not less than $5,000,000.00
V. REQUIRED BID SUBMISSION DOCUMENTS.
1. An Operations Plan outlining how Manager will operate and maintain the
course, pricing structure, marketing plan and proposed staffing.
2. A proposed 2010 Annual Operating and Capital Budget — Include a
description/explanation of each line item.
3. Corporate Resume — experience of organization, other courses managed,
awards, etc.
VI. BID EVALUATION. The Redevelopment Commission shall evaluate and consider
the following factors in its review of Bids:
1. The degree to which the bid meets the objectives of the Development Plan
for Airport Economic Development Area and meets or exceeds the Scope
of Facility Maintenance and Operation Services stated above;
2. The cost to the Owner; and
3. The experience of the Bidder.
The Owner reserves the right to reject any or all bids or to accept a full or partial award
of the bid or bids which, in its judgment, will be in the best interests of the Owner.
VII. PRE -BID CONFERENCE. A Pre -Bid Conference will be held on September 3,
2009, at 9:30 a.m. at 1308 County -City Building, 227 W. Jefferson Boulevard, South
Bend, Indiana. Any questions concerning bidding conditions or issues must be addressed
to the Owner in writing no later than August 28, 2009.
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