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HomeMy WebLinkAbout6C(1) Resolution No. 2594WHEREAS. the South Bend Redevelopment Commission (the '`Commission"~), the ~~overning 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; 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 Specification Operations and Management Agreement of Blackthorn Golf Course and now desires to 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 ~ 5-3I of the bid specifications on July 29, 2009. and August 27, 2009, for bid opening on October 2, 2009. 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. CITY OF SOUTH BEND, DEPARTMENT OF REDEVELOPMENT ,S1~a11(lll fl"<' Prin~c~rl :1'antr and 7~itle South Bend Redevelopment Commission ATTEST: s;,,,a,~„-~- Prinird 1~ame and %lilc South Bend Redevelopment Commission Exhibit A (SPECIFICATIONSFOR OPERATIONSAND MANAGEMENT AGREEMENT OF BLACKTHORN GOLF COURSE) 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 Coarse. 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 Blackthoi-~l be managed and operated in a high]y 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 perfoi7n all of the following services: 1. Vendor Services subject to the requirements of LC. 5-22 and LC. 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. 3(-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, aii• conditioning, plwnbing 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 cow-se, 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 R 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 ath~act business to Blackthorn Corporate Park and Aiipo~-t 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 structw•e 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 O«~ner and as cai7-ied out in accordance with the Annual Operations Plan and Annual Operating R Capital Budget. 8. Manager shall be responsible for the operation and supervision of the Association Membership progn•am. 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. 1 1. All Blackthorl Golf Course receipts shall be deposited daily directly into the City bank accounts as directed by the City Controller. Cun•ently, all disbursements are made directly from these accounts as well, and the City charges Blackthorn S> ;,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 docwnents. 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 R. 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. 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. Vl. BID EVALUATION. The Redevelopment Commission shall evaluate and consider the following factors in its review of Bids: 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, ?009, at 9: ~0 a.m. at 1308 County-City Building, ??7 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, ?009.