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HomeMy WebLinkAboutIR 8138 mm INFORMAL REPORT TO CITY COUNCIL MEMBERS No.- A114A TE To the Mayor and Members of the City Council June 16, 1998 Subject: MARKETING STUDY FOR THE MUNICIPAL GOLF COURSES On June 9, 1998, staff presented an update on the Golf Program to the Facilities and Infrastructure Committee (FIC). The report provided the current status on the staffing of Rockwood and Z-Boaz pro shops, staffing for the grounds maintenance at Z-Boaz and the takeover of concessions by PRP Food Service, Inc., at Pecan Valley, Rockwood and Meadowbrook golf courses. Other items discussed included potential bonus plans for the golf pros, training related to merchandising and marketing and site based merchandising management at the pro shops. With respect to marketing of our golf courses, staff recommended that a Request For Proposal (RFP) be issued to secure the services of a marketing firm. The marketing plan would include an assessment of the current environment and programs in the Golf Division, identification of potential opportunities and markets, as well as, strategies to achieve pre-established goals. The plan would also include recommendations for implementation in priority order, based on the level of funding available and how annual updates should be accomplished. The study is expected to cost approximately $15,000 to $20,000 and would be underwritten by the Golf Enterprise Fund, Should a market study be commissioned the final report would be published in late September or October 1998. The FIC directed that we provide the City Council with a copy of the proposed RFP for your information and comment. Unless directed otherwise, staff will issue the RFP on June 18, 1998. Should you have any questions or comments, please feel free to contact Richard Zavala, Parks and Community Services Director at 871-5704 or me. ark b Terrell City Manager Attachment ISSUED BY THE CITY MANAGER FORT WORTH,TEXAS CONIENT SECTION SECTION TITLE PAGE (S) I GENERAL PROVISIONS 1-5 11 STANDARD TERMS & CONDITIONS 1-5 III SCOPE OF WORK & SPECIAL 1-12 CONTRACT PROVISIONS Golf Division Marketing Plan P&CSD RFP: 98-OOXX SECTION I General Provisions 1.0 Submission of Proposal 1.1 One original and seven (7) copies of all proposal documents shall be submitted in sealed packages. Proposer's name and address should be marked on the outside of the envelope. To ensure acceptance of the proposal, the Request for Proposal (RFP) number and the published opening time and date should also be clearly shown on the lower left corner of the return envelope. Facsimile transmittals or offers communicated by telephone will not be accepted or considered. Proposals that are not submitted in sealed packages will not be considered. 1.2 Mailed Proposals shall be sent to: Purchasing Division City of Fort Worth P. O. Box 17027 Fort Worth, Texas 76102-6211 rill 1.3 Proposals may also be delivered in person to: Purchasing Division (Southwest Corner of Lower-Level) Municipal Office Building 1000 Th rockmorton Street Fort Worth, Texas 76201-6211 2.0 Delivery of Proposals Proposals must be received in the Purchasing Division no later than the time indicated on the cover Sheet of this solicitation or subsequent addendum. The Proposer is responsible for the means of delivering the proposal documents to the locations listed in 1.2 or 1.3 on time. Delays due to any instrumentality used to transmit the proposal including delay occasioned by the Proposers or the City of Fort Worth's internal mailing system will be the responsibility of the Proposer. The proposal must be completed and delivered in sufficient time to avoid disqualification for lateness due to difficulties in delivery. The clock in the Purchasing bivision is the official clock for determining whether proposals are submitted timely. Late proposals will not be accepted under any circumstances. Golf Division Marketing Plan P&CSD RFP: 98-OOXX 3.0 Public Opening Proposals will be publicly acknowledged at the following location, date and time: Location: City Council Chambers, 2nd Floor 1000 Throckmorton Street Fort Worth, Texas 76102 Date: July 23, 1998 Time: 2:00 PIVI Proposers, their representatives and interested persons may be present. The proposals shall be received and acknowledged only so as to avoid disclosure of the contents to competing offers and kept confidential. Submission of information relative to this RFP shall not be released-by the City during the Proposal evaluation process or prior to contract award. After the contract is awarded, all proposals will be open for public inspection, to the extent permitted by law. 4.0 Proprietary Information 4.1 If a Proposer does not desire proprietary information in the proposal to be disclosed, they are required to identify all proprietary information in the proposal. This identification will be done by individually marking each page with the words "Proprietary Information" on which such proprietary information is found. If the Proposer fails to identify proprietary information, they agree that by submission of their proposal that those sections shall be deemed non-proprietary and made available upon public request. 4.2 Proposers are advised that the confidentiality of their proposals will be protected by the City to the extent permitted by law. Proposers are advised to consider the implications of the Texas Open Records Act, particularly after the proposal process has ceased and the contract has been awarded. While there is provision in the Texas Open Records Act to protect proprietary information, particularly under section 3 (9) and section 3 (10) where the Proposer can meet certain evidentiary standards, please be advised that a determination on whether those standards have been met will not be decided by the Purchasing Division of the City of Fort Worth, but by the Office of the Attorney General of the State of Texas. Golf Division Marketing Plan P&CSD RFP: 98-OOXX 5.0 Completion of Proposal Statements made by a Proposer shall also be without ambiguity, and with adequate elaboration, where necessary, for clear understanding. 6.0 Explanations Any explanation, clarification, or interpretation desired by a Proposer regarding any part of this Request for Proposal must be requested in writing from the Purchasing Division within seven (7) days prior to published submission deadline, as referenced on the cover of the Request for Proposal or addenda. Interpretations, corrections or changes to -the Request for Proposals made in any other manner are not binding upon the City, and Proposers shall not rely upon such interpretations, corrections or changes. Oral explanations or instructions given before the award of the Contract are not binding. Requests for explanations or clarifications may be faxed to the City at (817) 871-8440. The fax must clearly identify the Request for Proposal Title, Number and the Buyer's name. 7.0 Addendum Any interpretations, corrections or changes to this Request for Proposal will be made by addendum. Sole issuing authority of addendum shall be vested in the City of Fort Worth Purchasing Division. Addenda will be r:a'led to all Proposers who are known'to have received a copy of this Request for Proposal. Proposers shall acknowledge receipt of all addenda. 8.0 Withdrawal of Proposal A Proposer's proposal may be withdrawn by a representative of the proposer at any time prior to the proposal submission deadline, upon presentation of acceptable identification as a representative of such Proposer. 9.0 Award of Contract The City of Fort Worth reserves the right to accept or reject any and all proposals and to re-solicit for proposals in such an event, as it shall deem to be in the best interests of the City of Fort Worth. Receipt of any proposal shall under no circumstances obligate the City of Fort Worth to accept the lowest cost proposal. The award of this contract shall be made to the responsible Proposer whose proposal is determined to be the best evaluated offer, taking into consideration the relative importance e of price and the other evaluation factors set forth in the Request of Proposal. Any reference to the word "bid" contained in this RFP shall mean �rqposal". orK ............ Golf Division Marketing Plan P&CSD RFP: 98-OOXX Proposer shall pay any judgement with costs which may be obtained against the City of Fort Worth growing out of such injury or damages. 4.0 Period of Performance h' ties Request for Proposal results in a contract, it shall remain in effect until contract expires, delivery and acceptance of products and/or performance of services ordered. Further, the city of Fort Worth may cancel this contract without expense to the City in the event that funds have not been appropriated for expenditures under this contract. 5.0 Right to Assurance Whenever the City has reason to question the Proposer's intent to perform, the City may demand that the contractor give written assurance of Proposer's intent to perform. In the event a demand is make; and no assurance is given within ten calendar days, the City may treat this failure as an anticipatory repudiation of the contract. 6.0 Termination Tne City may terminate this agreement if the Contractor fails to cure a material breach which substantially impairs the value of the contract as a whole within thirty (30) calendar days of receipt of written notice being given by the other party. If more than thirty (30) calendar days are required to cure such default or breach, a reasonable time in excess of said days may be established, provided both parties agree in writing as to the time period to be Substituted. In the event such default or breach is not cured within a specified time, the City may terminate this agreement 7.0 Cancellation The City may also cancel this agreement for convenience upon thirty (30) calendar days written notice to the Contractor. Effective date of such notice shall begin three (3) days after date of posting with the United States Postal Service with said notice being sent to last known address of Contractor. 8.0 Force Majeure If, by reason of Force Majeure, either party hereto shall be rendered unable wholly or in part to carry out its obligations under this agreement, the such party shall give notice and full particulars of such Force Majeure in writing to the other party within a reasonable time after occurrence of the event or cause relied upon, and the obligation of the party giving such notice, so far as it is affected by such Force Majeure, shall be suspended Golf Division Marketing Plan P&CSD RFP: 98-00XX during the continuance of the inability then claimed, except hereinafter provided, but for no longer period, and such party shall endeavor to remove or overcome such inability with all reasonable diligence. 9.0 Change Orders No oral statement of any person shall modify or otherwise change or affect the terms, conditions or specifications stated in the resulting contract. All change orders to the contract will be made in writing by the City of Fort Worth Purchasing Office. 10.0 Venue This agreement will be governed and construed according to the laws of the State of Texas. This agreement is performable in Tarrant County, Texas. 11.0 Conflict of Interest No public official shall have interest in this contract, in accordance with Vernon's Texas Codes Annotated, Local government Code Title 5, Subtitled C., Chapter 171. 12.0 Remedies The successful Proposer and the City of Fort Worth agree that both parties have all rights, duties and remedies available as stated in the Uniform Commercial code. 13.0 Laws, Statutes and Other governmental Requirements Proposer agrees that he shall be in compliance with all laws, statutes and other governmental provisions prevailing during the term of this agreement. 14.0 Maintenance of Records All required records shall be maintained until an audit is completed and all questions arising therefrom are resolved, or three years after completion of the work, whichever occurs first; except that records will be retained beyond the third year if an audit is in progress an/or the findings of a completed audit have not been resolved satisfactorily. 15.0 Auditing Requirements Golf Division Marketing Plan P&CSD RFP: 98-OOXX It is agreed that the Proposer shall maintain and make available for inspection, audit and/or reproduction by any authorized representative of the City of Fort Worth or any other governmental agency, books, documents and other evidence pertinent to the costs and expenses of this contract. This includes, to the extent such detail will properly reflect, all costs: direct and indirect costs of labor, material, equipment, supplies, and services and all other costs and expenses of whatever for which reimbursement is claimed under pro Iisions of this contract. 16.0 Notices All notices under this contract shall be by registered ail. Effective dat4e of such notice shall begin three (3) days after date of posting with the United States Postal Service with said notice being sent to last know address of recipient. 17.0 Serviceability of Provisions I; any provision(s) of this contract is held invalid, illegal, or unenforceable, the remainder shall be construed to conform to the intent of the parties. 18.0 Rights to proposal and Contractual Material All reports, charts, schedules, or other appended documentation to any proposal, content of basic proposal, or contracts and any responses, inquiries, correspondence, and related material submitted by Contractor shall become property of the City of Fort Worth upon receipt. 19.0 Copyrights and Rights in Data Where activities supported by this project produce original computer programs, writings, sound recordings, pictorial reproduction, drawings, or other graphical representation and works of any similar nature (the term computer program includes executable computer programs and supporting data in any form), the City of Fort Worth has the right to use, duplicate, and disclose, in whole or in part, in any manner, for any purpose whatsoever and have others do so. If the material is copyrightable, the subgrantee may copyright such, and the City of Fort Worth reserve a royalty-free, non-exclusive, and irrevocable license to reproduce, publish and use such materials, in whole or in part and to authorize others to do SO. Golf Division Marketing Plan P&CSD R": 98-0,OXX SECTION III Scope of Work and Special Contract Provisions 1.0 Background The City of Fort Worth Municipal Golf Courses offers the golfer a quality, enjoyable, safe and comprehensive golf program through five municipally owned golf course, promoting golf as a lifetime sport. Each course has a unique layout and is designed to challenge every level of skill. The City provides facilities to promote golf skills, individual and group lessons, organizational services for tournaments, support for golf associations based at each course with the opportunity for tournament play on a regular basis. The five courses are: Pecan Valley, Rockwood, Meadowbrook, Z. Boaz and Sycamore Creek. Pecan Valley Golf Course is a 36 hole facility located in the southwest part of the city with a fully equipped pro shop, snack shop and driving range. Rockwood Golf Course is a 27 hole facility located in the near northwest part of the city with a full range of golfing amenities, snack shop and remote practice range. Meadowbrook and Z. Boaz Golf Courses are 18 hole facilities located in the east and west sides of the city, respectively. Both have a fully functional pro shop and snack facilities and Z. Boaz has a practice area located just north of the Pro Shop. Sycamore Creek Golf Course is a 9 hole facility with double tee boxes, located in the near southeast part of the city and has recently undergone a $3 million dollar renovation, and opened in January 1994. The City of Fort Worth Parks and Community Services Department's Golf Division a municipal enterprise fund operation obtaining all revenues through user fees and related services with no revenues from the City General Fund. The Division is managed through direct administration of City employees and is divided into four sections. The Golf Management Section provides administrative oversight to the five municipal golf courses. This Section coordinates public relations for the golf courses and long-range golf cou PAS........ Golf Division Marketing Plan P&CSD RFP: 98-OOXX development. This section also provides contractual management Amt. for the snack shop concessionaire. The Pro Shop Operations provides customer services, public relations, golf instruction, tournament and clinic coordination, clubhouse management, equipment rental and merchandising. The Snack Shop Operation is concessioned to PRP food service, Inc., and provides all food and beverage services as well as coordination of catering for special functions, The Golf course Maintenance Section provides the grounds and equipment maintenance at each golf course, including a complete agricultural/horticultural program. There is positive public interest and support for the City's golf facilities. In a market study conducted in August 1991, by Pavlik and Associates, it was determined that 76,500 individuals play golf at lest once a year at the municipal golf courses. Of these over 50,490 rated their experience at the course very satisfactory stating quality of the course maintenance and staff ranking high with golfers. The Golf Division hosts approximately 300,000 rounds of golf each year. Pecan Valley Meadowbrook 60,000 Rockwood 70,000 Z Boaz 50,000 Sycamore Creek 20,000 Support groups such as the Fort Worth Advisory Committee, and Golf Associations based at each course have also provided their support for the City operated golf courses. Current and future capital expenditures focus on infrastructure improvements and repairs, in building upgrades, drainage and general turf conditions and other improvements that increase the satisfaction of the golfers. 2.0 Objective The Marketing Plan (the Plan) should identify such things as new sources of revenue, new markets for additional development, and a course of action to accomplish identified goals and objectives. Part of the work product expected will be the establishment of a process by which the Plan can be updated and extended annually so that a M-2 Golf Division Marketing Plan P&CSD RFP: 98-OOXX rolling five (5) year plan is established. The City of Fort Worth Parks and Community Services Department is soliciting Proposals from qualified firms to develop a Marketing Plan for its Golf Division. The plan should be developed using generally accepted practices and comply with all relevant professional standards. Through this process, the Proposer will assist the Parks Department in determining, among other things, what the Golf Division is currently and what it is capable of becoming. The development of the plan should include, but is not limited to, a review of the Golf Division's identity, an analysis of its strengths, weaknesses, opportunities, threats (S. W. O. T. Analysis), a review of the current Purpose Statement and its goals and objectives, along with strategies to accomplish such. Through the development of the Plan, the Proposer will be-required to conduct interviews with staff and Golf Advisory Committee members. From this the Proposer will present a final report to the City Council, the Facilities and Infrastructure Committee of the City Council and/or the Parks and Community Services Advisory Board that will include an Executive Summary and a detailed report that addresses all findings. 3.0 Scope of Work The Marketing Plan should include, but not be limited to: ♦ Assessment of the Current Environment ♦ identification of Potential Opportunities ♦ Statement of Agreed Upon Goals and Objectives ♦ Identification of Strengths, Weaknesses, Opportunities and Threats (SWOT Analysis) ♦ Potential Markets and Marketing Strategies ♦ Process for Implementation of Annual Updates to the Plan ♦ Recommend Action/Programs in Priority of Implementation 3.1 Title of Program Fort Worth Parks and Community Services Department Golf Division Marketing Plan 3.2 Materials and services to be provided by the City: The Golf Division, or appropriate Parks Department Division, will: Irv , M-3 V Golf Division Marketing Plan P&CSD RFP: 98-OOXX 1. Provide a copy of the current Master Plans 2. Provide any available supporting material (data or reports) that the Golf Division has on file that may aid in the development of the marketing plan. 3. Serve as a liaison for the Proposer to the Golf Advisory Committee, the Parks and Community Services Advisory Board, the City Manager's Office, and the City Council. 4. Provide guidance in the development of the marketing plan. 5. Assist Proposer in conducting all meetings and interviews. 6. Be the primary contact for all inquiries concerning the project. 3.3 Services to be provided by the Proposer: The Proposer will be responsible for the following: 1. Preparation of marketing plan under the direction of the Golf Division. The Proposer will develop, and compile all necessary information in order to develop a marketing plan for the Golf Division. 2. The Proposer will structure the data gathering phase so as to provide a reliable, and demographically representative, statement of the current customer requirements, as well as a process for determining future requirements and desires. 3. An assessment of services provided by the Golf Division should be of sufficient detail so as to identify which customers are using what services and facilities. 4. Identification of obstacles to be overcome so that the existing market can be expanded to meet the needs of fort Worth's population and out of town visitors. 5. Identification of future customer needs 111 4 Golf Division Marketing Plan P&CSD RFP: 98-OOXX 6. Identification of alternate sources of revenue for future growth. 7. Provision of written statistical analysis of all data. Tables and graphics should support the written analyses, where appropriate. 8. Collection, review, and evaluation of all data pertaining to the project and prepare the marketing plan in accordance to the requirements of the Golf Division. 9. Meet with designated City representatives on a regularly scheduled basis to report on the progress of the work. A typewritten progress report will be required on a weekly basis. A bar chart indicating the percentage of completion of each task will also be required. - Formal progress reports with bar chars will e required on a monthly basis. 10.Preparation of a detailed timeline to determine the approximate number of working days required for completion of the contract by September 30, 1998. 11.The Proposer will provide all services necessary for the work except the before mentioned services specifically identified under services to be Provided by the City. Preparation of a written report detailing all information gathered, an outline of the proposed actions needed and an Executive Summary. Twenty-five (25) copies of the report will be required. 4.0 Proposal Format Prefacing the Proposal, the Proposer shall provide an Executive Summary of three (3) pages or less, which gives in brief, concise terms, a summation of the Proposal. The Executive Summary shall include a brief statement of intent to perform the services, qualifications for selection, and shall be signed by an authorized officer of the firm who has legal authority to bind the firm to the terms offered. Statements made by a Proposer shall also be with out ambiguity, and with adequate elaboration, where necessary, for clear Understanding. Unsigned proposals will be rejected. In addition, Proposers Executive Summary shall expressly state that, should the enclosed proposal be accepted, the Proposer ........... �7 111-5 Golf Division Marketing Plan P&CSD RFP: 98-OOXX agrees to enter into a contract under the terms and conditions as prescribed by this Request for Proposal. Any or all exceptions to the RFP must be listed on an item-by-item basis and cross- referenced within the Executive Summary. If there are no exceptions, Proposer must expressly state that no exceptions are taken. The proposal itself shall be organized in the following format and informational sequence: 4.1 Part I — Organization: The Proposer shall state full name and address of the firm being represented and identify the parent company if it is a subsidiary. Specify the branch office or other subordinate element that will perform, or assist in performing the work requested. Indicate whether firm is operated as a partnership, corporation, or by an individual. Include the state in which firm is licensed or incorporated to operate. 4.2 Part 11 — System Concept and Solution: Define in detail your understanding of the problem presented in Paragraph 3.0, above, Scope of Work, and your system solution. Provide all details as required in Paragraph 3.01, Scope of Work, in addition to 'those facts you deem necessary to evaluate your proposal. 4.3 Part I I I — Program: Describe your technical plan for accomplishing required work. Include such time-related displays, graphs, and charts as necessary to show tasks, sub-tasks, milestones, and decision points related to the statement of Work and your plan for accomplishment. Specifically indicate: 4.3.1 A description of work program by tasks. Detail the steps that will be taken in proceeding form Tasks I to the final tasks. 4.3.2 The technical proposal should indicate the methodology that will be utilized to accomplish the following: M-6 Golf Division Marketing Plan P&CSD RFP: 98-OOXX ♦ Assessment of the Current Environment ♦ Identification of Potential Opportunities ♦ Statement of Agreed Upon Goals and Objectives ♦ Identification of Strengths, Weaknesses, Opportunities and Threats (SWOT Analysis) ♦ Potential Markets and Marketing Strategies ♦ Process for implementation of Annual Updates to the Plan ♦ Recommended Action in Priority of Implementation 4.3.3 The technical factors that will be considered in the section above, and the depth to which each will be treated. 4.3.4 The degree of definition provided in each technical element of the proposal. 4.3.5 The points at which written reports will be provided. 4.3.6 The amount of progress payments requested at successful completion of milestones, or tasks, deducting ten percent (10%), which will be paid upon final acceptance by the City. 4.4 Part IV-Project Management Structure: Provide a general explanation and chart which specifies project leadership and reporting responsibilities; and the proposed method of coordination with the Golf Division staff. If use of subcontractors is proposed, identify their placement in the primary management structure, and provide an internal management description for each subcontractor. 4.5 Par V- Prior Experience Describe only relevant corporate experience and individual experience for personnel who will be actively engaged in the project. Do not include corporate experience unless personnel assigned to this project actively participated. 4.6 Part VI-Personnel Include names and qualifications of all professional personnel who will be assigned to this project. State the IU-7 Golf Division Marketing Plan P&CSD R": 98-OOXX primary work assigned to this person and the percentage of time each person will devote to this work. Identify key persons by name and title. Provide all resumes. 4.7 Part VII- Authorized Negotiator Include name, address, and telephone number of person authorized to negotiate contract terms and render binding decisions on contract matters. 4.8 Part VIII-Cost Proposal Information described in following subsections required from each Proposer. The proposed method of costing may or may not be used but should be described. A firm fixed-price or not-to-exceed contract is contemplated, with progress payments as mutually determined to be appropriate. Ten percent (10%) of the total contractual price will be retained until submission and acceptance of all services and final documents. 4.8.1 Personnel. Itemized to show the following for each category of personnel with separate hourly rates: a) manager, senior Proposer, analyst, subcontractor, etc. b) estimated hours for each category of personnel c) rate applied for each category of personnel d) total cost 4.8.2 Itemized cost of supplies and materials 4.8.3 Other itemized direct costs. 4.8.4 If applicable, general and administrative burden. Indicate base used, percentage, and total cost relative to this procurement. M-8 Golf Division Marketing Plan P&CSD RFP: 98-OOXX 4.8.5 Printing — State separately the cost of furnishing copies of the final report. 4.8.6 Total cost schedule. 4.8.7 Expenses broken down by the hours required to complete each phase of the project identified in the Scope of Work. 4.8.8 Basis for determining costs for additional work that may not be included in the original scope of the project. 4.9 Part IX-Final Report The Proposer must furnish the purpose and scope of the study, methodology used, findings, recommendations, analysis of projected costs, savings, benefits, and implementation plan in priority order in a final written report. The report will be presented to the City Council, City Council Committee and/or Parks and Community Services Advisory " - Board and must contain an Executive Summary. The Proposer must provide twenty-five (25) copies of this document. 4.10 Minority/Women Business Enterprise (M/WBE) Participation It is the policy of the City of Fort Worth to ensure the full and equitable participation by Minority and Women Business Enterprise (M/WBE) firms, Ordinance #11923, in the procurement of goods and services. As a condition of contract award, all proposers will be required to submit an M/WBE Utilization Plan, addressing the M/WBE goal listed below. The information will include: (1) the name, address and phone number of each M/WBE(s); (2) the scope of work to be performed by each named M/WBE(s) firm and (3) the percentage of the dollar value of work for each named M/WBE(s) firm. If a Proposer fails to achieve the City's goal, documentation demonstrating a good faith effort must be provided. The City will not execute professional service contracts in excess of $25,000.00, with out the City's goal documentation of a Good Faith Effort." IE-9 J Golf Division Marketing Plan P&CSD RFP: 98-OOXX The M/WBE business(es) must be certified or in the process of being certified by the North Central Texas Regional Certification Agency (NCTRCA) or by the Texas Department of Transportation (TxDot), highway division. The M/WBE business (es) must be located in the City's geographic market areas, which includes -the nine (9) counties of : Tarrant, Parker, Johnson, Collin, Dallas, Denton, Ellis, Kaufman and Rockwall or doing business in the market place during negotiations related to the proposal. M/WBE participation or "Good Faith Effort" documentation will be a part of the evaluation criteria for this proposal. The goal for MIWBE participation will differ from project to project. Based on the availability of MIWBE(s) and the subcontracting supplier opportunities in this project, .the goal for M/WBE participation is 10%. For further M/WBE information, please contact, Ms. Sundra Davis, Minority and Women business Enterprise Coordinator, at (817) 871-6104. 5.0 Competitive Selection This procurement will comply with applicable City of For Worth policy. The successful Proposer will be selected by the City on a rational basis. Evaluation factors outlined in paragraph 6.0, below, "Proposal Evaluation Factors" will be applied to all eligible, responsive Proposers in comparing proposals and selecting the successful Proposer. Award of a contract may be made without discussion with Proposers after proposals are received. Proposals should, therefore, be submitted on the most favorable terms. 6.0 Proposal Evaluation Factors The evaluation criteria will have the following rank of importance. The items are listed in descending order of importance, with item 6.1 being the most important and item 6.7 being the least important. The evaluation criteria shall have a maximum value of 150 points in accordance with the following ranking: 6.1 System Concept and Solutions Proposed — Maximum of 30 points Grasp of problem and its solution(s), creativity and appropriateness of solutions, responsiveness to the Scope of Work requirements. III-10 Golf Division Marketing Plan P&CSD RFP: 98-OOX-X 6.2 Demonstrated Applicable Experience — Maximum of 20 points 6.3 Personnel Qualifications — Maximum of 10 points 6.4 Total Evaluated Cost— Maximum of 15 points 6.5 Schedule— Maximum of 10 points 6.6 Local Presence- Maximum of 5 points 6.7 M/WBE Participation — Maximum of 10 points *Local presence shall mean a prime contractor which has headquarters or a branch office located Tarrant County. The local entity shall have been a continuous, staffed operation for least two (2) years prior to the issuance of this solicitation, and must be a verifiable, business operation, including but not limited to telephone listings, street mailing address and current staff. 7.0 Pre-Proposal Conference The City will hold a Pre-Proposal Conference n June 26, 1998 at 2:00 p.m. the conference will take place at the Parks and Community Services Department, located at 4200 S. Freeway, Suite 2200, Fort Worth, Texas 76115-1499. Attendance at this conference is not mandatory. Individual meetings with Proposers will not be held. F 0 Schedule The Proposer shall complete tasks outlined in the scope of work during Fiscal Year 1997-1998. The contract work and final report shall be complete and submitted by September 30, 1998. 9.0 Contract Payment/Retainage/Compliance Statement 9.1 The contract shall be prepared under the direction of the City, and shall incorporate all applicable provisions. A firm fixed-price or not-to exceed contract is contemplated, with progress payments as mutually determined to be instruction, tournament and clinic coordination, clubhouse management, equipment rental and merchandising. 0001 Golf Division Marketing Plan P&CSD RFP: 98-OOXX 9.2 Ten Percent (10%) of the total contractual price will be retained until submission an acceptance by the City of the final works products for that contract period. This shall be accomplished by City retaining ten percent (10%) from the amount payable for each invoice. 9.3 Proposer shall state his compliance #ith all applicable rules and regulations of Federal, State land Local governing entities. Proposer must state his compliance with terms of the Request for Proposal. 10.0 Release Information Submission of information relative to this RFP shall not be released by the City during the Proposal evaluation process or prior to contract award. 11.0 Contract Administrator George Kruzick, Golf Operations Manager, is designated the Contract Administrator and will act as the contact point between the City and the successful Proposer during the performance of the contract. The Contract Administrator may be reached at the following address and telephone number: George Kruzick, Golf Operations Manager 4200 S. Freeway, Suite 2200 Fort worth, TX 76115-1499 Telephone 817-871-5717 ffl-12