19-049-LAC_Amendment 1.pdf

AMENDMENT NO. 1

DATED: June 25, 2019

Palm Beach County Purchasing Department 50 South Military Trail, Suite 110, West Palm Beach, FL 33415

RFP No. 19-049/LAC

Title: Management of Southwinds Golf Course

Request for Proposal Due Date: July 2, 2019

This Amendment is issued to provide additional information and clarification to the RFP document:

A. Proposers are advised of the following changes to the RFP:

1. The sign-in sheet from the Mandatory Pre-Proposal Conference held on June 12, 2019, is provided in this Amendment as Attachment 1.

2. Marketing Examples of Frequent Player Cards and tournament/outings are provided in this Amendment as Attachment 2.

3. The current Southwinds Golf Course Payroll information is provided in this Amendment as Attachment 3.

4. Current Licenses for Southwinds Golf Course are provided in this Amendment as Attachment 4.

5. A current Insurance Certificate is provided in this Amendment as Attachment 5.

6. The FY 2017, FY 2018, FY 2019 Budgets for Southwinds Golf course are provided in this Amendment as Attachment 6.

B. Questions received from Hampton Golf and Parks and Recreation Department's responses:

Q.1 . How many frequent player cards were sold in 2016, 2017, 2018, and 2019?

A.1. For the period of April 1st 2015 - March 31st 2016 PBC Golf Courses sold 6,204 cards.

For the period of April 1st 2016 - March 31st 2017 PBC Golf Courses sold 6,743 cards.

For the period of April 1st 2017 - March 31st 2018 PBC Golf Courses sold 6,831 cards.

For the period of April 1st 2018 - March 31st 2019 PBC Golf Courses sold 6,759 cards.

AMENDMENT NO. 1 to RFP No. 19-049/LAC

Q.2. What POS/tee-sheet is currently in place and who owns it? What are those annual cosUservice fees?

A.2. The point of sale system in use at the golf courses is EZLINKS. EZLINKS owns and provides the software and hardware for the point of sale in exchange for the ability for them to collect the revenue for two tee times per day per course.

The tee times they are allowed to sell are typically at off-peak hours when the tee time would likely not be booked by a regular customer.

Q.3. Rounds mix (number of rounds for: resident, frequent player card , junior player card , non-resident, tournamenUouting, and PBC Golf passport)?

A.3. The rounds mix for 2018 at Southwinds Golf Course is approximately: 23,255 public rounds (includes resident and non resident), 26,438 Frequent Player Card rounds, 940 Junior Golf Card rounds, 205 Tournament/Outing rounds and 36 Golf Passport rounds.

Q.4. Total number of contacts in the "E-Club"?

A.4. The total number of people who signed up for the E-Club at Southwinds Golf Course is 14,135.

Q.5. Marketing examples for (a) frequent player card, (b) tournaments/outing and (c) food/beverage sales?

A.5. See Attachment 2.

Q.6. Annual golf rates for resident, non-resident and frequent player card?

A.6. Annual rates for golfers are as follows and do not include sales tax:

January - April April - November November - December Before 11 :30AM: $50 WEEKDAY Before 11 :30AM: $45 11 :30AM-2:30PM: $39.50 Before 11 :OOAM: $28.97 11 :30AM-2:30PM: $36.50 Twilight: $22 11 :OOAM-2:00PM: $23.36 After 2:30PM: $18

2:00PM-4:00PM: $18.69

Walking: $39.50 Twilight: $14.95 Walking: $36.50

WEEKEND

Before 11 :OOAM: $32.71

11 :OOAM - 2:00PM: $26.17

2:00PM-4:00PM: $18.69

Twilight: $14.95

Walking: $18.86

Note: Frequent Player Cardholders receive a 20% discount April through mid December and a 10% discount mid-December through March. We currently do not have a price differential for residents vs. non-residents.

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Q.7. Current junior development/programming that is in place (including, but not limited to: camps, clinics, individual lessons, junior teams, tournaments, etc.).

A.7. Currently Southwinds has a number of junior golf programs running, including:

Spring Break, Summer, Thanksgiving and Winter camps; weekly group junior clinics (Saturdays); private lessons and a PGA Junior League team.

Q.8. Current women's development/ programming that is in place (including, but not limited to: camps, clinics, individual lessons, women's team tournaments, etc.).

A.8. Southwinds has several programs specifically for women golfers including:

Ladies' Night Out (first and third Thursday of every month in Summer); a weekly ladies league; and private and group instruction.

Q.9. Departmental listing of employees to include position, type (e.g. full time or part time), pay rate (salary and hourly employees), hire date benefit participation and corresponding cost for such benefits (e.g. health insurance, life insurance, retirement, etc.).

A.9. The following is a list of employee positions currently at Southwinds Golf Course. We do not have their hire dates, benefit participation or the corresponding cost for the benefits (see Attachment 3).

• Administrative Positions: 1 FT Manager, 1 FT Assistant Manager, and 1 FT Administrative Assistant.

• Golf Positions: 1 FT Golf Professional, 1 FT Assistant Golf Professional, 3 PT Golf Shop Employees, 13 PT Outside Operations Employees.

• Golf Course Maintenance Positions: 1 FT Superintendent, 1 FT Assistant Superintendent, 1 FT Mechanic, 5 PT Maintenance Employees.

• Food and Beverage: 4 PT Bartenders/Food Servers.

Q.10. Copy of Employee Handbook.

A.10. We do not have a copy of the employee handbook.

Q.11 . Copy of current benefit offerings.

A.11. We do not have the current benefits package offered to contracted staff.

Q.12. Copy of licenses.

A.12. See Attachment 4.

Q.13. Copies of current insurance policies (to include Worker's Comp Policy).

A.13. Copies of current insurance policies (including worker's comp) are not available, the certificate is in Attachment 5.

Q.14. What accounting software is being utilized and who owns it?

A.14. Advantage financial system is the County's accounting system and is used at Southwinds for purchasing through County contracts. The County is not privy to the accounting system used by the current vendor for their own financials.

Q.15. Balance sheet for the last 3 fiscal years.

A.15. We do not have a balance sheet for the facility.

Q.16. Profit and loss statement for last 3 fiscal years (by department in excel format, with months side by side and with a total column, expanded so sub-accounts can be seen and consolidated also in detail) .

A.16. We do not have a specific profit and loss statement for Southwinds Golf Course.

Q.17. Budgets for the last three (3) fiscal years?

A.17. Budgets for the last three (3) fiscal years are in Attachment 6.

Q.18. Fixed asset schedule with depreciation schedule?

A.18 The list of fixed assets was included in the RFP as Attachment C. The County does not depreciate assets.

Q.19. List of leases with monthly amount due, what the lease is for, and type (e.g. capital

vs. operating lease).

A.19. The only lease the County has that is applicable to Southwinds is the golf cart lease which will end October 2019. The current monthly payment is $4, 124.

Q.20. List of debt, interest rate, terms, balance and monthly payments?

A.20. There is no debt associated with this facility.

Q.21. What payroll system is being utilized?

A.21. The current contractor uses ADP for their payroll service.

Q.22 Number of 18-hole equivalent round of golf by month?

A.22. 18 hole equivalent rounds:

Month Oct Nov Dec Jan Feb March April May June Julv Aua Seo

Rounds 1,593 3,744 4,658 4,782 5,641 6,221 5,057 2,035 2,653 2,680 2,795 2,001

Q.23. Price sheet by month for green fees, cart fees and walking fees?

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A.23. Please see the answer to question 6 above. In addition, cart fees are $18.86 + tax year round.

Q.24. Number of outside events by year and type (e.g. golf tournament, banquets, etc.).

A.24. Number of outside events is not available.

Q.25. Are there specific challenges that have led to the desire to change operators?

What are they?

A.25. There are no specific challenges related to the current contractor. The County only enters into Contracts for five year terms for this type of contract. The current term and all renewals have expired.

Q.26. Are there any non-county contracts or agreements that we would be required to honor?

A.26. There are no non-County contracts or agreements in place that a new Contractor would be expected to honor.

Q.27. What is the current staffing model by department? Are any current employees obligated to be retained?

A.27. See the answer to question 9 above for the current staffing model. A new Contractor is not obligated to keep any existing staff.

Q.28. What capital improvements/projects, if any, are desired or required within the next 3 years?

A.28. The two highest priority capital projects scheduled in the next three years are repairs to the drainage system on the golf course and new greens. Depending on budget availability, the following will also be considered: repairs to the maintenance building, cart path restoration, the installation of an enclosed starter's booth, and the installation of awnings over the pump station.

Q.29. What are the goals for the current food and beverage operation?

A.29. The goals for the current food and beverage operation are not available.

All changes addressed in th is Amendment No. 1 shall be incorporated into RFP No. 19- 049/LAC and the final contract. All other terms and cond itions of the RFP remain the same and unchanged.

NOTE: Please acknowledge receipt of this Amendment No. 1 by signing below and returning this page with your Proposal Response. Each Amendment to the RFP shall be signed by an authorized agent and submitted with the proposal or the proposal shall be deemed non-responsive.

ACKNOWLEDGMENT:

COMPANY NAME SIGNATURE

DATE