005-RFP-3057-2027 - Concessionaire Operations HCR.pdf

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REQUEST FOR PROPOSAL

RFP COVER SHEET

Administrative Information

RFP Number 005-RFP-3057-2027 RFP Title Concessionaire Operations of Honey Creek Resort

Agency Iowa Department of Administrative Services (DAS) General Description:

The State of Iowa Department of Administrative Services (DAS) is seeking concessionaire(s) to operate within the Honey Creek Resort at Rathbun Lake. The concessions include the (1) resort and marina operations and/or (2) golf course operations. Respondents can propose to operate one or both concessions.

State Issuing Officer:

Jocelyn Brincks Phone: 515.499.3659 Email: jocelyn.brincks@das.iowa.gov

PROCUREMENT TIMETABLE—Event or Action Date/Time (Central Time)

State Posts Notice of RFP on the TSB website September 4, 2026 State Issues RFP September 6, 2026 RFP written questions, requests for clarification, and suggested changes from Respondents due September 15, 2026

MANDATORY Pre-Proposal Conference/ Site Visit Location and Address:

Honey Creek Resort (Meet in the Main Lodge; Use Main Entrance) 12633 Resort Drive Moravia, IA 52571

If a map is needed, contact the Issuing Officer

September 30, 2026

10:00 a.m.

Respondents must submit questions regarding the Pre-Proposal conference by: September 23, 2026

Response to RFP written questions, requests for clarification, and suggested changes from Respondents posted (no questions accepted after this date) October 30, 2026

Proposals Due November 10, 2026 2:00 p.m.

Number of years of the initial term of the contract 5 Number of possible 1-year extensions Up to 5

Firm Proposal Terms Proposal terms, including pricing, shall remain firm for 120 calendar days following the Proposal submission deadline.

ATTACHMENTS

Exhibit A – Cost Proposal Form Attachment 1 – USACE Lease with IDNR (Lease Between U.S. Army Corps of Engineers and Iowa DNR) Attachment 2 – Land Area Assignment (LAA) Map Attachment 3 – Honey Creek Resort Kitchen Items Inventory Attachment 4 – Contract Draft (including General Terms and Conditions) Attachment 5 – Proposed Scope of Work (for reference only) mailto:jocelyn.brincks@das.iowa.gov

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SECTION 1 INTRODUCTION

1.1 Purpose

The purpose of this Request for Proposals (RFP) is to solicit proposals from Responsible Respondents to provide concessionaire operations services at Honey Creek Resort State Park (“Honey Creek Resort”), located on Rathbun Lake, as identified on the RFP cover sheet, and further described in this RFP. The Iowa Department of Administrative Services (“Agency” or “DAS”) is issuing this RFP under the authority of Iowa Code sections 28E.3 and 461A.4(2).

The Agency intends to award an initial five-year contract with five (5) optional one-year renewal periods, allowing for a total contract term of up to ten (10) years. The Agency may award a single Contractor to provide services for both the resort and golf course, or may award separate contracts to different Contractors, with one Contractor providing services for the resort and another Contractor providing services for the golf course.

1.2 Overview of the RFP Process

This RFP is designed to provide Respondents with the information necessary for the preparation of competitive Proposals. The RFP process is for the Agency’s benefit and is intended to provide the Agency with competitive information to assist in the selection process. It is not intended to be comprehensive. Each Respondent is responsible for determining all factors necessary for the submission of a comprehensive Proposal.

It is the Agency’s intention to evaluate Proposals from all Respondents that submit timely Responsive Proposals and award the Contract(s) in accordance with the evaluation and selection criteria provided in this RFP.

1.3 Definitions

For the purposes of this RFP and the resulting contract, the following terms shall mean:

“Agency” means the agency identified on the RFP cover sheet that is issuing the RFP and any other agency that purchases from the Contract.

“Contract” means the contract(s) entered into with the successful Respondent(s) as described in Section 6.1 and the Contract Draft included as Attachment 4 to this RFP.

“Contractor” means the awarded business/person to provide the contractual services agreed upon.

“Deliverable” means the completion of a milestone or accomplishment of a task.

“General Terms and Conditions” means the General Terms and Conditions as provided in the Contract Draft included as Attachment 4 to this RFP.

“Personal Property” means personal property owned by the State of Iowa. Personal Property includes, but not limited to, any equipment, furniture, vehicles, goods, fixtures or other tangible property necessary for operations that are not recognized as a real property or a Real Property Improvement.

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“Proposal” means the Respondent’s proposal submitted in response to the RFP.

“Real Property” means buildings, structures, or fixtures and equipment that are affixed to the land or building in such a manner that they become part of the realty. This term includes marina docks and slips.

“Respondent” means the company, organization or other business entity submitting a proposal in response to this RFP.

“Responsible Respondent” means a Respondent that has the capability in all material respects to perform the scope of work and specifications of the Contract. In determining whether a Respondent is a Responsible Respondent, the Agency may consider various factors including, but not limited to, the Respondent’s competence and qualifications to provide the goods or services requested, the Respondent’s integrity and reliability, the past performance of the Respondent and the best interest of the Agency and the State.

“Responsive Proposal” means a Proposal that complies with the material provisions of this RFP.

“RFP” means this Request for Proposals or Request for Bids (and any Addenda thereto).

“State” means the State of Iowa, or the Agency (DAS).

“Monthly Net Receipts” means all payments, whether by coin or currency, on account, by check, credit card, or debit card, collected or uncollected, received by Contractor during each calendar month of this Agreement, in connection with, occupancy, camping, food or drink sold from the Resort Property, or goods sold within the Resort Property, regardless of where or by whom the payment is made less:

• Sales and/or use taxes collected by Contractor in accordance with applicable provisions of the

Iowa Tax Code which are separately stated payable to the State of Iowa;

• The value of any equipment exchanged or transferred from or to other business locations of

Contractor, where such exchanges or transfers are not made for the purpose of avoiding a sale or service fee by Lessee that would otherwise be made from or at the Honey Creek Resort;

• Receipts with respect to any refunds made to Contractor's customers, to the extent of any refund actually granted or adjustment actually made, either in the form of cash or credit, providing the refund and reason therefore is documented along with the name and address of the person receiving the refund; and

• Documented discounts and rebates to customers.

1.4 Objectives

The State of Iowa is issuing a Request for Proposals (RFP) to identify qualified contractors to provide services that will support and enhance the overall operations of Honey Creek Resort.

The concessions include (1) resort and marina operations and/or (2) golf course operations.

Respondents may propose one concession or both concessions.

The State will review and evaluate all Proposals to determine the most advantageous and best-value solution for the State. The Successful Respondent must demonstrate experience managing a full-

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The State has identified the following operational goals and objectives for Honey Creek Resort.

Respondents should consider these goals and objectives in developing their Proposals and demonstrate their ability to support and achieve them.

• Operate the Resort efficiently and effectively through sound financial, operational, and workforce management practices.

• Provide an exceptional customer and guest experience through high-quality facilities, services, and customer-focused operations that promote satisfaction, repeat visitation, and a positive reputation.

• Maintain and protect the State’s assets through rigorous maintenance, preservation, and stewardship practices, and identify and recommend capital improvements as needed.

• Increase utilization and economic impact through effective marketing and outreach, expanded market reach, and efforts to attract and retain guests, events, meetings, and other business opportunities, while strengthening the Resort’s market position and reputation.

• Leverage the Resort’s lodging, proximity to Lake Rathbun, restaurant, golf course, and RV park operations to create an integrated destination experience and maximize opportunities to serve local, regional, and national customers.

All objectives shall be pursued in a professional manner consistent with industry best practices and all applicable laws, regulations, and State requirements.

1.5 Background Information

Honey Creek Resort is a premier destination located along the north shore of Rathbun Lake, adjacent to Honey Creek State Park. The park was envisioned as an economic catalyst, creating much-needed jobs and supporting economic growth in a resource-rich rural region of the state. It also aims to expand recreational opportunities and highlight the genuine hospitality of the State and surrounding communities.

The resort consists of a 105-room lodge; conference center; full service-restaurant and catering service; indoor water park; 28 cottages, ranging from one-bedroom to four-bedrooms each; RV park; boat ramp; beach; marina; large pavilion; playground; paved and soft trails; activities building;

and an 18-hole golf course (“The Preserve”) and pro shop. The park operates under a lease with the United States Army Corps of Engineers, as portions of the property lie on land owned by the federal government.

Honey Creek Resort opened in 2008, the culmination of decades of planning, fundraising, and design efforts. Its development relied on a mix of funding sources—including tax-exempt bonds, state appropriations, Grow Iowa Values Funds, and private and public contributions—totaling roughly $60 million for initial construction. Approximately $28 million of the construction was financed through tax-exempt bonds issued in 2006. To facilitate the issuance, the Iowa General Assembly established the Honey Creek Premiere Destination Park Bond Authority. Working together with the DNR, the Authority engaged consultants—including financial advisors, legal counsel, and architectural and engineering firms—to evaluate the project and guide its development and management.

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The defeasance of the bonds in 2013 provided the State with an opportunity to reassess its management of Honey Creek Resort and explore the potential for a vested operating partner. The process was driven by several key goals, including:

• Provide a quality, unique destination for Iowa,

• Ensure the State’s investment is properly maintained and protected,

• Expand amenities and services provided,

• Increase profitability,

• Align profits with performance.

Under a concession business model, a private contractor operates the property as its own business.

All revenue generated at the property belongs to the Contractor, and all operating expenses incurred are the responsibility of the Contractor.

The concession business model also creates an opportunity for private capital investment to support additional revenue generation. To ensure the State’s assets are protected and properly maintained, the State requires the establishment of a Personal and Real Property Replenishment Fund (PRF).

This account will be used to fund non-preventive, non-routine repairs to State-owned real property and for the replacement of State-owned personal property.

The Resort is currently managed by Embergrove Hospitality Group under a management contract with DAS that expires February 28, 2027. The Preserve golf course is managed separately by Maxim Golf, LLC under a management contract with DAS that also expires February 28, 2027.

The anticipated commencement date for the Contract(s) resulting from this RFP is March 1, 2027.

1.6 Additional Information

1.6.1 A proposed Scope of Work is attached for reference (Attachment 5) and to provide Respondents with an understanding of the anticipated scope and requirements. The attached Scope of Work is not intended to be comprehensive and may be modified or supplemented as part of the solicitation and contracting process. The final Scope of Work will be developed based on the Agency’s requirements and the awarded Respondent’s accepted proposal and will be incorporated into the resulting Contract.

1.6.2 Room sponsorships were established as permanent recognitions intended to remain in perpetuity. The awarded Respondent shall preserve and maintain the existing room sponsorship recognitions and shall not remove, alter, or relocate them without the Agency’s prior written approval. Detailed information regarding the room sponsorships will be provided to the awarded Respondent.

1.6.3 Current rates for the resort may be found at https://www.honeycreekresort.com

1.6.4 The State will monitor and formally inspect the property throughout the contract term to ensure compliance with contractual requirements, facility condition standards, visitor satisfaction expectations, operational performance measures, service and maintenance obligations, operational and capital budgeting practices, and sales and marketing activities.

1.6.5 The Contractor is permitted to sell alcohol in the waterpark snack bar; however, glass containers are prohibited.

1.6.6 A list of State-owned Personal Property (kitchen equipment) is included as Attachment 3.

https://www.honeycreekresort.com/

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1.6.7 KPIs and other reports needed include detailed monthly occupancy reports, operational profit and loss, balance sheet, cash flow, and visitor use report with financial breakout by business unit. Annual financial statements audited by an independent Certified Public Accountant in accordance with Generally Accepted Auditing Standards.

1.6.8 The Contractor shall provide payment processing and booking software for the resort and golf course. Third-party booking sites are acceptable.

1.6.9 Honey Creek Resort encompasses approximately 850 acres. A map of the Resort Property is included as Attachment 2.

1.6.10 Room occupancy summaries and other financial information regarding the Resort are available to Respondents upon request.

1.6.11 The Resort includes approximately three (3) miles of paved trails. The total length of unpaved trails has not been determined. The Contractor shall be responsible for maintenance of all Resort trails.

1.6.12 IDNR owns the Resort logo, including any revised design approved by IDNR. Ownership of the logo will not transfer to the awarded Respondent. The awarded Respondent will be permitted to use the logo in accordance with the terms and conditions of the Contract and any applicable requirements established by IDNR.

1.6.13 Mowing and maintenance

Approximately 90 acres of the golf course, based on irrigated turf, and an estimated 10 additional acres of landscaped areas outside the golf course—including areas surrounding the RV campground, cabins, lodge, and the roadway leading to the lodge—require mowing and maintenance.

The State owns the golf course and grounds maintenance equipment. The equipment was predominantly purchased new in 2026 and consists primarily of Toro and John Deere equipment.

1.6.14 The USACE lease is currently set to expire in 2045.

1.6.15 The Respondent shall be responsible for the maintenance and operation of the marina.

1.6.16 The Respondent shall be responsible for maintenance of the parking lots.

1.6.17 There is no fixed vessel inspection point at Lake Rathbun. Vessel inspections are implemented strategically by the DNR’s Law Enforcement Bureau to ensure compliance with Iowa’s aquatic invasive species laws. There is no inspection fee.

1.6.18 Limited onsite employee housing is available at the Resort. Six single-wide mobile homes are located west of the RV park and have historically been used for seasonal employee housing. Each unit includes two bedrooms, a combined living room and kitchen area, one bathroom, and a washer and dryer. One unit is handicap accessible. The majority of Resort employees reside in surrounding communities and commute to the Resort.

1.6.19 The State, through the Iowa Department of Natural Resources (IDNR), owns the Honey Creek Resort URL (https://www.honeycreekresort.com/) and associated Honey Creek Resort intellectual property. The Successful Respondent will be permitted to use the URL and applicable Honey Creek Resort intellectual property as necessary to perform the Contract, subject to the terms and conditions governing intellectual property in the Contract.

https://www.honeycreekresort.com/

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SECTION 2 ADMINISTRATIVE INFORMATION

2.1 Restriction on Communication

From the date of issuance of this RFP until a Notice of Intent to Award the Contract is issued, the Issuing Officer identified on the RFP cover sheet shall be the sole point of contact for this procurement.

Respondents shall direct all communications regarding this RFP to the Issuing Officer. The Issuing Officer will respond only to written questions regarding the procurement process. Questions regarding the interpretation of the RFP must be submitted in accordance with Section 2. Oral questions regarding the interpretation of the RFP will not be accepted. Respondents may be disqualified from further consideration if they contact any State employee other than the Issuing Officer regarding this RFP, except that Respondents may contact the State Targeted Small Business Office regarding matters related to the Targeted Small Business preference.

This restriction does not apply to communications related to the administration of a contract currently in effect between a Respondent and the State.

2.2 Downloading the RFP from the Internet

The RFP and any addenda will be posted on the IMPACS Electronic Procurement System.

Respondents are responsible for monitoring the IMPACS Electronic Procurement System for any addenda or other updates to the RFP. Respondents should check the system daily from the date of RFP issuance through the proposal submission deadline. Respondents who download the RFP from the Internet may not automatically receive notifications of addenda.

It is the Respondent's sole responsibility to check daily for addenda to posted documents.

2.3 Procurement Timetable

The dates provided in the procurement timetable on the RFP cover sheet are provided for informational and planning purposes. The Agency reserves the right to change the dates. If the Agency changes any of the deadlines for Respondent submissions, the Agency will issue an addendum to the RFP.

2.4 Questions, Requests for Clarification, and Suggested Changes

Respondents are invited to submit written questions and requests for clarification regarding the RFP. Respondents may also submit suggestions for changes to the specifications of this RFP. The questions, requests for clarifications, or suggestions must be in IMPACS on or before the date and time listed. Oral questions will not be permitted. If the questions, requests for clarifications, or suggestions pertain to a specific section of the RFP, Respondent shall reference the page and section number(s). The Agency will post written responses to questions, requests for clarifications, or suggestions received from Respondents in IMPACS.

The Agency assumes no responsibility for oral representations made by its officers or employees unless such representations are confirmed in writing and incorporated into the RFP through an addendum.

2.5 Pre-Proposal Conference (MANDATORY)

If the RFP cover sheet indicates a pre-proposal conference will be held in conjunction with this RFP, it will be held at the date, time, and location listed on the RFP cover sheet. The purpose of the pre-https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=DASIowa

8/32 proposal conference is to discuss with prospective Respondents the work to be performed and allow prospective Respondents an opportunity to ask questions regarding the RFP. Oral discussions at the pre-proposal conference shall not be considered part of the RFP unless confirmed in writing by the Agency and incorporated into this RFP. The conference may be recorded. Questions asked at the conference that cannot be adequately answered during the conference may be deferred. A copy of the questions and answers will be added to the solicitation in the IMPACS Electronic Procurement System.

2.6 Amendment to the RFP

The Agency reserves the right to amend the RFP at any time using an addendum. The Respondent shall acknowledge receipt of all addenda in its Proposal. If an addendum is posted after a firm has already submitted its proposal in IMPACS, the proposal will remain saved. However, the firm must review and acknowledge the addendum, then certify and resubmit its proposal.

To acknowledge an addendum, the firm must answer the newly posted question in the Questions section of IMPACS (“yes” or “no”) and then CERTIFY and SUBMIT the proposal.

It is the Respondent’s responsibility to check for posted addenda documents. If the Agency issues an addendum after the due date for receipt of Proposals, the Agency may, in its sole discretion, allow Respondents to amend their Proposals in response to the addendum.

2.7 Amendment and Withdrawal of Proposal

The Respondent may amend or withdraw and resubmit its Proposal at any time before the Proposals are due. The proposal must be updated and submitted using IMPACS. Electronic mail and faxed amendments will not be accepted. Respondents must notify the Issuing Officer in writing prior to the due date for Proposals if they wish to completely withdraw their Proposals.

2.8 Submission of Proposals

Respondent must submit Proposal in the State’s IMPACS Electronic Procurement System before the “Proposals Due” date and time listed on the RFP cover sheet. This is a mandatory specification and will not be waived by the Agency. Any Proposal received after this deadline will be rejected and returned unopened to the Respondent. Respondents sending Proposals must allow ample upload time to ensure timely receipt of their Proposals. It is the Respondent’s responsibility to ensure that the Proposal is received prior to the deadline. Electronic mail and faxed Proposals will not be accepted. There is a 50MB per file size limitation, but no limit to number of files. Plan accordingly.

Respondents must furnish all information necessary to enable the Agency to evaluate the Proposal.

Oral information provided by the Respondent will not be considered part of the Respondent's Proposal unless it is reduced to writing.

2.9 Proposal Opening

The Agency will open Proposals after the deadline for submission of Proposals has passed. The Proposals will remain confidential until the Agency has issued a Notice of Intent to Award a Contract.

See Iowa Code Section 72.3. However, the names of Respondents who submitted timely Proposals will be publicly available after the Proposal opening. The announcement of Respondents who timely submitted Proposals does not mean that an individual Proposal has been deemed technically compliant or accepted for evaluation.

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2.10 Costs of Preparing the Proposal

The costs of preparation and delivery of the Proposal are solely the responsibility of the Respondent.

2.11 No Commitment to Contract

The Agency reserves the right to reject any or all Proposals received in response to this RFP at any time prior to the execution of the Contract. Issuance of this RFP in no way constitutes a commitment by the Agency to award a contract.

2.12 Rejection of Proposals

The Agency may reject outright and not evaluate a Proposal for reasons including, without limitation:

2.12.1 The Respondent fails to deliver the Cost Proposal as a separate file.

2.12.2 The Respondent acknowledges that a mandatory specification of the RFP cannot be met.

2.12.3 The Respondent's Proposal changes a material specification of the RFP or the Proposal is not compliant with the mandatory specification of the RFP.

2.12.4 The Respondent’s Proposal limits the rights of the Agency.

2.12.5 The Respondent fails to include information necessary to substantiate that it will be able to meet a specification of the RFP as provided in Section 4 of the RFP.

2.12.6 The Respondent fails to timely respond to the Agency's request for information, documents, or references.

2.12.7 The Respondent fails to include proposal security, if required.

2.12.8 The Respondent fails to include any signature, certification, authorization, stipulation, disclosure or guarantee as provided in Section 4 of this RFP.

2.12.9 The Respondent presents the information requested by this RFP in a format inconsistent with the RFP instructions or otherwise fails to comply with the specifications of this RFP.

2.12.10 The Respondent initiates unauthorized contact regarding the RFP with a State employee other than the Issuing Officer.

2.12.11 The Respondent provides misleading or inaccurate responses.

2.12.12 The Respondent’s Proposal is materially unbalanced. A Proposal in which line item prices are structured so that it is possible that the Respondent who appears to be low will not end up having the lowest overall cost to the State, due to high prices on particular line items.

2.12.13 There is insufficient evidence (including evidence submitted by the Respondent and evidence obtained by the Agency from other sources) to satisfy the Agency that the Respondent is a Responsible Respondent.

2.12.14 The Respondent is a “scrutinized company” included on a “scrutinized company list” created by a public fund pursuant to Iowa Code section 12J.3.

2.12.15 Agency determines that Respondent is a Prohibited Company as defined by Iowa Code Section 12K.1(F).

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2.13 Nonmaterial Variances

The Agency reserves the right to waive or permit cure of nonmaterial variances in the Proposal if, in the judgment of the Agency, it is in the State’s best interest to do so. Nonmaterial variances include but are not limited to, minor failures to comply that: do not affect overall responsiveness, are merely a matter of form or format, do not change the relative standing or otherwise prejudice other Respondents, do not change the meaning or scope of the RFP, or do not reflect a material change in the specifications of the RFP. In the event the Agency waives or permits cure of nonmaterial variances, such waiver or cure will not modify the RFP specifications or excuse the Respondent from full compliance with RFP specifications or other Contract specifications if the Respondent is awarded the Contract. The determination of materiality is in the sole discretion of the Agency.

2.14 Reference Checks

The Agency reserves the right to contact any reference to assist in the evaluation of the Proposal, to verify information contained in the Proposal and to discuss the Respondent’s qualifications and the qualifications of any subcontractor identified in the Proposal.

2.15 Information from Other Sources

The Agency reserves the right to obtain and consider information from other sources concerning a Respondent, such as the Respondent’s capability and performance under other contracts, the qualifications of any subcontractor identified in the Proposal, the Respondent’s financial stability, past or pending litigation, and other publicly available information.

2.16 Verification of Proposal Contents

The content of a Proposal submitted by a Respondent is subject to verification. If the Agency determines in its sole discretion that the content is in any way misleading or inaccurate, the Agency may reject the Proposal.

2.17 Proposal Clarification Process

The Agency reserves the right to contact a Respondent after the submission of Proposals for the purpose of clarifying a Proposal. This contact may include written questions, interviews, site visits, a review of past performance if the Respondent has provided goods and/or services to the State or any other political subdivision wherever located, or requests for corrective pages in the Respondent’s Proposal. The Agency will not consider information received from or through Respondent if the information materially alters the content of the Proposal or the type of goods and/or services the Respondent is offering to the Agency. An individual authorized to legally bind the Respondent shall sign responses to any request for clarification. Responses shall be submitted to the Agency within the time specified in the Agency's request. Failure to comply with requests for additional information may result in the rejection of the Proposal.

2.18 Disposition of Proposals

All Proposals become the property of the State and shall not be returned to the Respondent. Once the Agency issues a Notice of Intent to Award the Contract, the contents of all Proposals will be public records and be available for inspection by interested parties, except for information for which Respondent properly requests confidential treatment according to exceptions provided in Iowa Code chapter 22 or other applicable law.

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2.19 Public Records and Requests for Confidential Treatment

The Agency’s release of public records is governed by Iowa Code chapter 22. Respondents are encouraged to familiarize themselves with Iowa Code chapter 22 before submitting a Proposal. The Agency will copy and produce public records upon request as required to comply with Iowa Code chapter 22 and will treat all information submitted by a Respondent as non-confidential records unless the Respondent requests specific parts of the Proposal be treated as confidential at the time of the submission as set forth herein AND the information is confidential under Iowa or other applicable law.

Form 22 Request for Confidentiality

COMPLETION AND SUBMITTAL F FORM 22 IS REQUIRED. FAILURE TO SUBMIT A COMPLETED

FORM 22 MAY RESULT IN THE PROPOSAL BEING CONSIDERED NON-RESPONSIVE AND NOT

EVALUATED.

2.20 Copyright Permission

By submitting a Proposal, the Respondent agrees that the Agency may copy the Proposal for purposes of facilitating the evaluation of the Proposal or to respond to requests for public records.

By submitting a Proposal, the Respondent consents to such copying and warrants that such copying will not violate the rights of any third-party. The Agency shall have the right to use ideas or adaptations of ideas that are presented in Proposals.

2.21 Release of Claims

By submitting a Proposal, the Respondent agrees that it will not bring any claim or cause of action against the Agency or the State based on Respondent’s misunderstanding concerning the information provided in the RFP or concerning the Agency's or the State’s failure, negligent or otherwise, to provide the Respondent with complete, pertinent, or accurate information in this RFP, or for any failure to provide information that any Respondent might consider relevant for purposes of making a decision to submit a Proposal or to enter into any Contract resulting from this

RFP.

2.22 Respondent Presentations

Respondents may be required to make a presentation. The determination as to need for presentations, and the location, order, and schedule of the presentations is at the sole discretion of the Agency. The presentation may include slides, graphics and other media selected by the Respondent to illustrate the Respondent’s Proposal. The presentation shall not materially change the information contained in the Proposal.

2.23 Evaluation of Proposals Submitted

Proposals that are timely submitted and not rejected will be evaluated in accordance with Section 5 of this RFP. The Agency will not necessarily award a Contract to the Respondent offering the lowest cost. Rather, the Agency will award the Contract(s) to the Responsible Respondent(s) whose Responsive Proposal is determined by the Agency to provide the best value to the Agency and the State.

2.24 Award Notice and Acceptance Period

Notice of Intent to Award the Contract(s) will be sent to all Respondents submitting a timely Proposal and may be posted at the website shown on the RFP cover sheet. Negotiation and execution of the Contract(s) shall be completed no later than thirty (30) days from the date of the

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Notice of Intent to Award or such other time as designated by the Agency. If the successful Respondent fails to negotiate and deliver an executed Contract by that date, the Agency, in its sole discretion, may cancel the award and award the Contract to the remaining Respondent the Agency believes will provide the best value to the State.

2.25 No Contract Rights until Execution

No Respondent shall acquire any legal or equitable rights regarding the Contract unless and until the Contract has been fully executed by the successful Respondent and the Agency.

2.26 Choice of Law and Forum

This RFP and the Contract shall be governed by the laws of the State of Iowa. Changes in applicable laws and rules may affect the award process or the Contract. Respondents are responsible for ascertaining pertinent legal requirements and restrictions. Any and all litigation or actions commenced in connection with this RFP shall be brought in the appropriate Iowa forum.

2.27 Preference

By virtue of statutory authority, a preference will be given to products and provisions grown and coal produced within the state of Iowa. Preference application: Tied responses to solicitations, regardless of the type of solicitation, are decided in favor of Iowa products and Iowa-based businesses per 11 IAC 117.6(1)-(2), 117.13(4).

2.28 Restrictions on Gifts and Activities

Iowa Code chapter 68B restricts gifts which may be given or received by State employees and requires certain individuals to disclose information concerning their activities with State government. Respondents are responsible to determine the applicability of Iowa Code chapter 68B to their activities and to comply with its requirements. In addition, pursuant to Iowa Code section 722.1, it is a felony offense to bribe or attempt to bribe a public official.

2.29 No Minimum Guaranteed

The Agency does not guarantee any minimum level of purchases under the Contract.

2.30 Post Solicitation Debriefing

A debriefing is available to any Respondent who submitted a proposal in response to this RFP.

Respondent shall submit a written request for a debriefing to the Issuing Officer via email or other delivery method. All Respondents will be accorded fair and equal treatment with respect to its opportunity for debriefing. The debriefing shall be scheduled by the Agency as soon as practicable after the receipt of debriefing request.

2.31 Appeals

An appeal related to this solicitation will be governed by 7 Iowa Admin. Code r.2506.101-106.

2.31.1 Notice of Intent to Appeal

A Respondent whose Proposal has been filed timely and who is aggrieved by the Notice of Intent to Award of the Department may appeal the decision by emailing notice of intent to appeal to the Director of the Department of Administrative Services with a carbon copy to the Issuing Officer. The written notice may be filed by fax transmission to 515.725.2064.

The notice must be filed within five (5) days of the date of the Notice of Intent to Award issued by the Department. Late notices of intent to appeal will not be accepted.

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2.31.2 Notice of Appeal

Within five (5) business days from the date the Department provides its initial evaluation materials to the Respondent, or within fourteen (14) days of the Notice of Intent to Appeal, a Respondent who is still aggrieved may file a formal appeal by emailing notice to the Director of the Department of Administrative Services with a carbon copy to the Issuing Officer. If the Respondent does not file a formal appeal in a timely manner, the appeal is waived. The Respondent is obligated to plead with particularity; notice pleading is inadequate.

At minimum, the formal appeal will include:

a. The Respondent’s contact information, including contact information for the individual filing the notice of appeal, the individual’s association with the appealing Respondent, and a showing of the individual’s authority to appeal on behalf of the appealing Respondent;

b. Details of the award decision the Respondent is challenging;

c. Why and how the Respondent is aggrieved by the decision;

d. The legal and factual reasons for the Respondent’s appeal, including references to the relevant grounds of appeal as set forth in Iowa Code section 17A.19(10); and

e. The relief the Respondent is seeking.

The notice of appeal must clearly and fully identify all issues being contested by reference to the page, section and line number(s) of the RFP and/or the Notice of Intent to Award.

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SECTION 3 FORM AND CONTENT OF PROPOSALS

3.1 Instructions

These instructions describe and define the format and content of the Proposal. They are designed to facilitate a uniform review process. Failure to adhere to the Proposal format may result in the rejection of the Proposal.

3.1.1 The Proposal shall consist of two separate parts: (1) the Technical Proposal and (2) the Cost Proposal. Each part shall be submitted as a separate file and clearly labeled with the following information:

005-RFP-3057-2027 – Respondent Name – Technical Proposal 005-RFP-3057-2027 – Respondent Name – Cost Proposal

3.1.2 Files must be attached to the Respondent’s submission in the State’s IMPACS Electronic Procurement System.

3.1.3 If the Respondent designates any information in its Proposal as confidential pursuant to Section 2.19 and RFP Form 22, the Respondent must also submit a Public Copy of the Proposal from which the confidential information has been excised in accordance with Section 2.19. The file shall be clearly marked “Public Copy” and labeled as follows:

005-RFP-3057-2027 – Respondent Name – Public Copy

3.1.4 Proposals shall not contain promotional or display materials.

3.1.5 Attachments shall be referenced in the Proposal.

3.1.6 If a Respondent proposes more than one solution to the RFP specifications, each solution shall be labeled and submitted as a separate Proposal. Each Proposal will be evaluated separately.

3.2 Technical Proposal

Any information provided in the Technical Proposal is subject to consideration for consideration, evaluation, and scoring. The following documents and responses shall be included in the Technical Proposal in the order given below:

Exhibit 1 – Transmittal Letter (Required) An individual authorized to legally bind the Respondent shall sign the transmittal letter. The letter shall include the Respondent’s mailing address, electronic mail address, fax number, and telephone number.

Exhibit 2 – Executive Summary

The Respondent shall prepare an executive summary and overview of the goods and/or services it is offering, including all of the following information:

• Statements that demonstrate that the Respondent has read and understands the terms and conditions of the RFP including the Contract provisions in Section 6.

• An overview of the Respondent’s plans for complying with the specifications of this RFP.

• Any other summary information the Respondent deems to be pertinent.

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Exhibit 3 – Firm Proposal Terms The Respondent shall guarantee in writing the goods and/or services offered in the Proposal are currently available and that all Proposal terms, including price, will remain firm for the number days indicated on the RFP cover sheet following the deadline for submitting Proposals.

Exhibit 4 – Respondent Background Information The Respondent shall provide the following general background information:

• Does your state have a preference for instate Contractors? Yes or No. If yes, please include the details of the preference.

• Name, address, telephone number, fax number and e-mail address of the Respondent including all d/b/a’s or assumed names or other operating names of the Respondent and any local addresses and phone numbers.

• Form of business entity, e.g., corporation, partnership, proprietorship, or LLC.

• State of incorporation, state of formation, or state of organization.

• The location(s) - including address and telephone numbers of the offices and other facilities that relate to the Respondent’s performance under the terms of this RFP.

• Number of employees.

• Type of business.

• Name, address and telephone number of the Respondent’s representative to contact regarding all contractual and technical matters concerning the Proposal.

• Name, contact information and qualifications of any subcontractors who will be involved with this project the Respondent proposes to use and the nature of the goods and/or services the subcontractor would perform.

• Respondent’s accounting firm.

• Awarded Respondent is required to register to do business in Iowa before payments can be made. For Contractor registration, go to: https://das.iowa.gov/vendors/doing-business-iowa

Exhibit 5 – Experience The Respondent must provide the following information regarding its experience:

• Number of years in business.

• Number of years of experience with providing the types of services sought by the RFP.

• The level of technical experience in providing the types of services sought by the RFP.

• A list of all goods and/or services similar to those sought by this RFP that the Respondent has provided to other businesses or governmental entities.

• The State may request references from the Respondent to verify the Respondent’s experience and qualifications. Upon request, the Respondent shall provide the requested references within the timeframe specified by the State.

Exhibit 6 – Financial Information The Respondent must provide the following financial information:

• One of the following for the last three (3) years:

1) Audited financial statements

2) Profit & loss statements

3) Dun & Bradstreet Reports

4) Tax returns

• A minimum of three (3) financial references.

https://das.iowa.gov/vendors/doing-business-iowa

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Exhibit 7 – Termination, Litigation, and Debarment The Respondent must provide the following information for the past five (5) years:

• Has the Respondent had a contract for goods and/or services terminated for any reason? If so, provide full details regarding the termination.

• Describe any damages or penalties assessed against or dispute resolution settlements entered into by Respondent under any existing or past contracts for goods and/or services. Provide full details regarding the circumstances, including dollar amount of damages, penalties and settlement payments.

• Describe any order, judgment or decree of any Federal or State authority barring, suspending or otherwise limiting the right of the Respondent to engage in any business, practice or activity.

• A list and summary of all litigation or threatened litigation, administrative or regulatory proceedings, or similar matters to which the Respondent or its officers have been a party.

• Any irregularities discovered in any of the accounts maintained by the Respondent on behalf of others. Describe the circumstances and disposition of the irregularities. Failure to disclose these matters may result in rejection of the Proposal or termination of any subsequent Contract. The above disclosures are a continuing requirement of the Respondent. Respondent shall provide written notification to the Agency of any such matter commencing or occurring after submission of a Proposal, and with respect to the successful Respondent, following execution of the Contract.

Exhibit 8 – Criminal History and Background Investigation The Respondent hereby explicitly authorizes the Agency to conduct criminal history and/or other background investigation(s) of the Respondent, its officers, directors, shareholders, partners and managerial and supervisory personnel who will be involved in the performance of the Contract.

Exhibit 9 – Acceptance of Terms and Conditions By submitting a Proposal, Respondent acknowledges its acceptance of the terms and conditions of the RFP and the General Terms and Conditions without change except as otherwise expressly stated in its Proposal. If the Respondent takes exception to a provision, it must identify it by page and section number, state the reason for the exception, and set forth in its Proposal the specific RFP or General Terms and Conditions language it proposes to include in place of the provision. If Respondent’s exceptions or responses materially alter the RFP, or if the Respondent submits its own terms and conditions or otherwise fails to follow the process described herein, the Agency may reject the Proposal, in its sole discretion.

FOR THE FOLLOWING EXHIBITS: Respondents need only provide information regarding the concessions for which they are submitting a proposal. (1) Resort and marina operations and/or

(2) golf course operations). Respondents may propose one concession or both concessions.

Exhibit 10 – Mandatory Specifications The Respondent shall indicate whether it will comply with each specification in Section 4 of the RFP.

Where a specification requires an explanation or additional information, the Respondent shall provide a complete response describing how it will comply. Merely repeating the specifications without providing the requested response or explanation may be considered non-responsive and may result in rejection of the Proposal. The Respondent shall clearly identify any proposed

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Exhibit 11 – Respondent Qualifications The Successful Respondent must demonstrate experience managing a full-service, similarly sized resort and golf course, preferably including experience managing a lakefront property with recreational activities, with a proven reputation for strong customer service, value, and operational excellence.

• Respondent shall provide a list of relevant services provided within the last five (5) years, including a brief description of the services provided and a contact name and telephone number for each reference.

• Respondent shall describe its experience managing or providing services for governmental entities, if any.

• Respondent shall describe its experience operating and managing a championship-quality, 18-hole golf course.

• Respondent shall describe its experience owning, operating, and/or managing waterfront or lakefront properties that offer water-based recreational activities, including, as applicable, boat rentals, fishing, kayaks, canoes, and other water-based recreation.

o The awarded Respondent shall maintain appropriate insurance coverage for all equipment used in providing the required services, as specified in the Contract.

• Respondent shall describe the technology systems, software, capabilities, and expertise it utilizes in the operation and management of resort properties, including, but not limited to, reservation systems, property management systems (PMS), point-of-sale (POS) systems, financial and accounting systems, and reporting systems.

Exhibit 12 – Implementation Plan

• Describe your recommended implementation strategy including on-site coordination and support services, best practice consulting options and professional services.

• Identify any third-party Respondents involved in Respondent’s implementation strategy and describe these relationships.

• Describe Respondent’s experience with projects similar in size. Please provide an implementation schedule, based on weekly milestones (not dates).

Exhibit 13 – Marketing Plan Describe your recommended marketing plan to increase guests using the concessions below. The marketing plan(s) should include plans for market research, target market(s), market strategies, branding, marketing goals, and results monitoring. The Respondent may respond to one or multiple concessions.

• Resort/Marina - The marketing plan must include the main lodge, cottages, Rathbun

Lakeshore Grill, and recreational amenities.

• Golf Course - The marketing plan must include The Preserve golf course and the golf pro shop.

Exhibit 14 – Operations Plan Describe recommended operations plan for ongoing operations after implementation is complete.

The operations plan(s) should include clear objectives, activities to be delivered, quality standards, proposed dates of operation (year-round, seasonal, or other), desired outcomes, staffing and

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• Resort/Marina - The operations plan must include the main lodge, cottages, Rathbun

Lakeshore Grill, marina operations (courtesy dock), and recreational amenities.

• Golf Course - The operations plan must include The Preserve golf course operations, including but not limited to, green fees, driving range, golf cart rental, and the golf pro shop.

Exhibit 15 – Amenities Describe the amenities to be offered:

• Naturalist Activities – including demonstrations related to plants and fauna, etc.

• RV Campground – currently includes 20 RV campsites with electrical, water and sewer hook-ups, on-site trash collection, and access to resort amenities

• Marina and Lake Recreation – i.e. boat rental, fishing, kayaking, canoes, etc.

• Indoor Waterpark and Snack Bar – Approximately 15,000 square feet of pool and retail space

• Gift Shop – located in the main lodge lobby; offers toiletries, sundries, snacks, and souvenirs

• Golf Pro Shop – 950 square feet includes retail space and food counter

• TBD – Respondent may suggest additional services to include at the Resort subject to written approval from the Agency

The Respondent must provide a marketing and operation plan for any amenities which could add value to the…