RFP 5373 for Paddleboard and Kayak Rental Services
| Agency: | City of Portland |
|---|---|
| State: | Texas |
| Level of Government: | State & Local |
| Category: |
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| Opps ID: | NBD13407298337507131 |
| Posted Date: | Apr 5, 2024 |
| Due Date: | May 2, 2024 |
| Source: | Members Only |
| Bid Number: |
RFP 5373
|
| Bid Title: |
RFP 5373 for Paddleboard and Kayak Rental Services
|
| Category: | Request for Proposal or Bid Opportunities |
| Status: | Open |
|
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Attachment Preview
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'E!ding Community and Raising Families.
REQUEST FOR PROPOSAL {RFP)
RFP 5373 for Paddleboard and Kayak Rental Services
Released: March 14, 2024
Proposal Due: May 2, 2024, at 2:00 p.m. (CT)
Submit Proposal to:
City of Portland
Attn: Annette Hall
City Secretary
1900 Billy G. Webb Dr.
Portland, TX 78374
CITY OF PORTLAND, TEXAS
1900 Billy G. Webb Drive
Portland, Texas 78374
(361) 777-4500
www.portlandtx.gov
SECTION 1- NOTICE OF REQUEST FOR PROPOSAL
A. Introduction
The City of Portland, Texas ("City") hereby issues this Request for Proposal ("RFP"). The
City is seeking Proposals from firms interested and qualified to provide Paddleboard and
Kayak Self-Serve Rental Services. The City intends to enter into a Service Agreement (also
referred to herein as "Contract" or "Agreement") for these services.
B. General Information
1. The objective is to identify and award a contract to the Proposer whose proposal is
determined by the City to be the most advantageous ("Best Value") to the City.
2. A copy of this RFP can be obtained upon request from the office of the Purchasing
Officer at City Hall. The RFP and any subsequent addenda can also be downloaded
from the City of Portland's website at http:ljportlandtx.com/bids.aspx by selecting the
link(s) under the subheading "Related Documents."
3. To request a copy of this RFP via email, the Proposer must send an email request to
john.elizondo@portlandtx.gov.
C. Term
The term of this agreement is for one year with the option to extend for up to four
additional auto-renewal one-year periods after agreement is signed by the City Manager
or designee and there is issuance of a Notice to Proceed. The decision to cancel the
contract, with at least 90-days' notice, at the end of each term or to exercise the options
to extend the Agreement is within the sole discretion of the City.
D. Schedule
1. The following is the schedule of important dates:
Request for Proposal Release Date
Pre-proposal Conference
Deadline for Requests for Clarification (Questions)
Responses to Requests for Clarification Proposals
Due Deadline
Projected Date of Award of Contract
March 14, 2024
April 18, 2024, 10:00 a.m. (CT)
April 24, 2024, 3:00 p.m. (CT)
April 26, 2024, by COB
May 2, 2024, 2:00 pm (CT)
May 21, 2024
Anticipated Notice to Proceed (NTP)
May 24, 2024
2. The City reserves the right to change the schedule of dates above as deemed
necessary.
E. Purchasing Officer's Name and Contact Information
Name: John Elizondo
Phone: 361-777-4576
Email: john.elizondo@portlandtx.gov
City of Portland Request for Proposal (RFP)
RFP 5373 for Paddleboard and Kayak Rental Services
Page 2
SECTION 2 - INSTRUCTIONS TO PROPOSERS
A. Proposal Procedures
1. All Proposals must be complete, accurate and in the City-approved format specified
herein. Proposer must use the attached Proposal Pricing Form, Attachment B, in
submitting a Proposal. Proposers must furnish pricing for all items shown on the
Proposal Invitation.
2. Unauthorized modifications of specifications, forms or terms may render the Proposal
invalid.
3. The Proposer shall submit three (3) copies of the completed Proposal Pricing Form
(Attachment B) and any other required documentation or information identified in
this RFP, addressed to:
City of Portland Attn:
Annette Hall- City Secretary
1900 Billy G. Webb Dr.
Portland, TX 78374
4. The Proposal must be submitted in a sealed envelope bearing the title "SEALED
PROPOSAL- RFP 5373 FOR PADDLEBOARD AND KAYAK RENTAL SERVICES" along with
Proposer's name, address, and contact information.
5. Proposers shall comply with any additional detailed instructions regarding submission
of proposals found in this RFP.
6. The deadline for submission of Proposals is May 2, 2024, at 2:00 p.m. (CT).
7. Proposals must be received, before the date and time specified in this RFP. Without
exception, Proposals received on or after this deadline will be deemed late, non
responsive and will not be considered.
8. The City's Purchasing Policy requires that all Proposals must be submitted and remain
sealed, secret, and unopened until the DUE DATE AN D TIME specified in this RFP.
Therefore, Proposals submitted directly to the City by facsimile or e-mail will be
considered non-responsive and eliminated from consideration.
9. Sealed Proposals may be submitted in person, by U.S. Mail, Special Delivery, or courier
service.
10. Proposals should not include taxes as the City is tax exempt. The City's Tax Exemption
Certificate will be provided upon request.
11. Should there be any shipping involved in this Proposal, shipping shall be FOB
Destination and included in the pricing unless specifically listed as a Proposal item.
12. Any time stated in this RFP is referring to local time, which is Central Time, and any
number of days shall be construed as calendar days.
13. The City reserves the right to reject any or all Proposals, to waive any non-material
City of Portland Request for Proposal (RFP)
RFP 5373 for Paddleboard and Kayak Rental Services
Page 3
sheet or an example of what the rental price sheet would look like.
6. The proposal must also include the proposed compensation to the City as a
percentage of the gross revenue receipts. Added compensation to the City through
site improvements, programming, sponsorships, or other forms of revenue will be
considered in the proposal scoring selection process.
7. If the Proposer assumes the City will take specific actions and provide certain services,
and or facilities, please state these assumptions explicitly in proposal.
8. The Contractor must not use the name of the City nor reference any endorsement
from the City in any advertisement without the express written consent of the City.
D. Request for Clarification
1. Any Proposer requiring further clarification of the RFP process and procedures should
submit their Request for Clarifications (questions and or inquiries) in writing to the
Purchasing Officer, John Elizondo, at john.elizondo@portlandtx.gov before 3:00 p.m.
(CT) on April 24, 2024. The Proposer should request confirmation via email that the
request for clarification(s) was received or follow up with a phone call, if necessary, to
confirm receipt. The Purchasing Officer can be reached at (361) 777-4576.
2. Proposers' request for clarifications and the City's response(s) to the questions and or
inquiries can be found on the City's website in the form of an addenda on the specified
date referenced in the schedule of important dates found in Section 1.
3. All other City employees do not have the authority to respond for the City regarding
this RFP. Any attempt by a Proposer, the Proposer's officers, employees, or agents to
lobby or influence a vote or recommendation related to the Proposer's Proposal
submitted in response to this RFP, directly or indirectly, through any contact with City
Council members or other City officials between the date this RFP is released to the
public and the date a contract is awarded by the City may result in rejection of the
Proposer's Proposal at the discretion of the City Manager or designee.
E. Pre-Proposal Conference
1. A Pre-proposal Conference will be held as follows:
Date: April 18, 2024
Time: 10:00 a.m. (CDT)
Location: City of Portland Community
Center 2000 Billy G. Webb Dr., Portland, TX 78374
Although attendance to the pre-proposal conference is not mandatory, all interested
proposers are encouraged to attend to learn more about the requirements of this
solicitation.
City of Portland Request for Proposal (RFP)
RFP 5373 for Paddleboard and Kayak Rental Services
Page 5
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