DATE: February 28, 2017 TO: FROM: Proposers on RFP No. 17014S Class A Certified Golf Professional for a City of Dayton Golf Course City of Dayton, Ohio Division of Purchasing SUBJECT: ADDENDUM 1 - Questions and Answers for above RFP The City of Dayton has received questions relating to our RFP No. 17014S. The following are the questions with answers for this RFP. Please consider this document in preparation of your proposal response. In the answers of these questions the City of Dayton shall be noted as City. To ensure the integrity of the proposal process, a signed copy of this proposal addendum notice shall be included with your company s response to this document. (Print Name) (Date) (Signature) (Company Name) Sincerely, Jason Schortgen Buyer 1 City of Dayton s RFP 17014S Q&A s
CITY OF DAYTON REQUEST FOR PROPOSAL (RFP) NO. 17014S CLASS A CERTIFIED GOLF PROFESSIONAL FOR A CITY OF DAYTON GOLF COURSE February 2017 The following is the questions with answers for this RFP. Please consider this document in preparation of your proposal response. In the answers of these questions the City of Dayton shall be noted as City 1. Section 2 Scope of Project Paragraph 2.01 Page # 5. Which of the three city golf courses is currently vacant? ANSWER: Community Golf Club 2. Section 2 Scope of Project Paragraph 2.03 (c) Page # 6. Is utility usage (electric, gas and water) included on the scope of responsibility of the contractor? If roof were to begin to leak or serious plumbing issue were to occur and like situations; is it the responsibility of the contractor to repair at his/her own expense? HVAC? Lighting? Trying to completely understand total scope of verbiage SHALL BEAR AT HIS/HER OWN EXPENSE ALL COSTS OF OPERATING THE DESGNATED GOLF OPERATIONS. ANSWER: The City subsidizes the cost of electric and water. Currently there is not gas utility. The City is responsible for costs associated with roof, plumbing, HVAC and electrical as long as the repair or damage is not caused by acts of the contractor or their employees, volunteers, etc. However, if the contractor wanted to alter, change or enhance the current facility or premises, it would be at the Contractor s expense. 3. Section 2 Scope of Project Paragraph 2.03 (e) Page # 6. Is contractor responsible for any other maintenance of golf cars other than gas and tires; even though I do see the city is responsible for golf car fleet maintenance? ANSWER: Historically, the contractor has a paid an employee that works two days a week that provides minor repairs, changes tires, batteries, etc to keep golf carts operable during the week. The contractor is also responsible for making sure oil is topped off and any cost associated with this. City provides annual tune-ups and the oil required for the tune ups and one day per week service call from an outside vendor for maintenance. 2 City of Dayton s RFP No. 17014S Q&A s
4. Section 2 Scope of Project Paragraph 2.03 (f & I) Page # 7. I see that the items listed here i.e.; balls, stands, yardage markers, baskets, range ball washer, picker and picker cart are (I assume) already on site and functioning, and can be purchased from the city. At what cost? And, if contractor has his or her own could he/she bring those items and city remove current items? ANSWER: 2.03 (f) refers to such items that the contractor is responsible for providing. 2.03 (I) refers to such items that the City may own and would be willing to negotiate a sale to the contractor. Cost of these items will be negotiated. The City will remove any items that the contractor does not wish to take ownership of. The sale of any item is as is and any repair or replacement cost will be the responsibility of the Contractor. 5. Section 2 Scope of Project Paragraph 2.05 (3) Page # 9. What was the total golf cart revenue for the past three years 2014, 2015 and 2016? What entity decides the fee structure of all rental equipment? The City? The Contractor? ANSWER: The following are the total golf cart revenue for the past three years. These figures do not include sales tax. The contractor only retains 20% of these sales. 2014 2015 2016 $398,084.33 $415,860.95 $388,503.63 The City has sole authority to determine and approve all fees. 6. Section 2 Scope of Project Paragraph 2.05 (4) Page # 9. What was the total golf driving range revenue for the past three years 2014, 2015 and 2016? What entity decides the fee structure for driving range balls? The City? The Contractor? ANSWER: The following are the total driving range revenue for the past three years. These figures do not include sales tax. The contractor retains 80% of these sales. 2014 2015 2016 $49,591.72 $51,002.47 $44,417.97 The Contractor may decide the fee structure for driving range use; however the City approves all fees. 7. Section 2 Scope of Project Paragraph 2.05 (6) Page # 9. Can I get a copy of the Work for Play Volunteer System? ANSWER: See pages 4 & 5 of this Addendum. 3 City of Dayton s RFP No. 17014S Q&A s
WORK FOR PLAY PROGRAM The Work for Play program is established to enhance and increase customer use and satisfaction by utilizing a compensation scale that directly relates volunteer hours to free rounds of golf. The following positions are considered under this program: 1. Starters: Starters primary responsibility is to ensure play begins in an orderly and timely manner and must ensure every golfer has a greens fee ticket. 2. Rangers: Rangers traverse the course for the purpose of directing players in proper manner of play. 3. Golf Cart Attendants: Retrieve golf carts and pull carts in a.m. & p.m., properly store golf carts and pull carts and clean carts. 4. Landscaper: Police area and plant and water flowers. 5. Locker Room Attendants: Responsible for general cleanliness, check toilet tissue and soap. 7. Grounds Maintenance: Mowing, landscaping, tree-trimming, etc. 8. Range Picker: Responsible for picking range balls from driving range. The following reflects how rounds of golf are given in exchange for hours worked: 1. Work for Play staff are issued a work for play membership card. The type of pass issued is determined by the home course: Community = WFPC Madden = WFPM Kittyhawk = WFPK 2. Works for Play Volunteers are required to sign in at the ProShop using their WFP membership card at the start and the end of each four (4) hour shift. 3. One (1) point is earned for every two (2) hours worked. The maximum number of points issuance is four (4) points per day. 4. One (1) point is valid for 9-holes of golf including a cart (if available) at the course where work was performed. One (1) point can be used at another city of Dayton course for 9-holes, but cart is not included. 5. Cart use depends upon availability of carts at time of use of the work for play pass. Carts are for golf course where volunteering/working only. 6. Points may be used as cash for the purchase of a cart at another course and some merchandise where approved by the Golf Professional. One (1) point is equivalent to $1.00. Therefore if a 9-hole cart is desired, seven (7) points would be deducted and 14 points for 18-holes. 4 City of Dayton s RFP No. 17014S Q&A s
7. Points will be available immediately as long as the WFP Staff properly checks in for their shift using their membership card. 8. If you are delinquent in your duties, or fail to compete your shift (leave early or come in late) without good cause, disciplinary action will be taken up to termination. 9. Points are Non-Transferable. 10. Upon resignation or termination during the season all points are forfeited at the time of separation. If you are terminated or resign at the end of the season, your points are valid until they expire. Cart privileges are only good while you are actively working. 11. Special cases will be evaluated on a case-by-case basis and approved only by the Golf Manager. 5 City of Dayton s RFP No. 17014S Q&A s