2-PNC2130870F1 - Scope of Work.pdf

Scope of Work

Haunted Trail Attraction Event Operator at Tree Tops Park

Park Background:

The Parks and Recreation Division of Broward County, Florida owns and operates twenty-two (22) regional sized parks, 10 natural areas and nine smaller parks that are distributed across the County’s 1,322 square miles and enjoyed by its 2 million residents. Tree Tops Park (“Park”) is a year-round family destination serving over 200,000 visitors per year.

Tree Tops Park is 243 acres and is in central Broward County within the Town of Davie, near the intersection of Nob Hill Road and Griffin Road. The Park has a per vehicle entrance fee of $3.00 on weekends and holidays. Some of the amenities the Park offers include a nature trail, observation tower, equestrian trail, special event area, micro-apiary, playgrounds, and various shelters/pavilions available for rental, which is run and operated by Broward County Parks and Recreation.

This project is for a revenue-generating contract and will be funded entirely by the vendor.

Vendor should list the source(s) of financing, how and when the funding will be available, and distinguish between available and borrowed sources in their responses. It is anticipated that Broward County is not contributing funds at this time for this Project.

Purpose:

The Broward County Parks and Recreation Division is soliciting information for a vendor to operate and manage a small to large-scale haunted trail attraction at Tree Tops Park located at 3900 S.W. 100th Ave., Davie, FL 33328.

Vendor shall operate the facility under a concession agreement with the County, while providing services that will enhance the guest experience.

Project Site:

Referring to Exhibit A - Drawings, the total event space available is approximately fifteen (15) acres that contains 8.8 acres of event space, 6.1 acres of parking for approximately 400 cars (grass and paver), and approximately 1/2 mile of trails for use.

The park is centrally located in Broward County, approximately 10 miles from the beach and 10 miles from the everglades. Tree Tops has prime access to four major highways:

two miles to I-595, five miles to I-75, four miles to Florida Turnpike and seven miles to I-

95. Tree Tops is generally a passive park, geared towards picnics, walking and horseback riding, enjoyed by families from all over the tri-county area.

The trails for use are located in a heavily wooded area, approximately half a mile long and offer some flexibility with other unutilized trails in the same area. The trails are

“nature trails” made of compact dirt; there are no paved trails. There is also an open grass area, used for entertainment, food and beverage sales, ticketing and vendor space, where patrons could gather before and after experiencing the trails. Lighting is not available in and around the event space and will have to be provided by the vendor as needed. Restrooms are not available in and around the event space and will have to be provided by the vendor. The event space is also located in an unprotected area of the Park. Any fencing or security surrounding the event space will have to be provided by the vendor.

Parking will be available in a couple of different locations. There is a paved parking lot North of the event space and a grass parking lot to the East. There are also several paved parking spaces around that park that can be used as well. Tree Tops Park has lighting in most of the designated parking areas.

Project Request:

Broward County Parks and Recreation is looking for interested vendor to provide a haunted trail attraction themed event at Tree Tops Park during the month of October each year. During this time of the year, The Park operates Monday through Sunday, from 8:00AM -7:30PM weekly. The vendor is allowed to operate various dates and times with Park Management approval. The vendor shall also be allowed for a setup and breakdown period before and after October of each year. The vendor is expected to provide an immersive and theatrical haunted trail experience and provide their own unique haunted theme for trail(s) (indicated in “Yellow” within Exhibit A - Drawings) and to include a minimum of the key areas below:

1. Family-friendly, all ages “open air” haunted trail themed attractions. Multiple trails can be used to provide different levels of haunted experience.

2. Ability to set up and break down all items needed to host the event.

3. Operate and manage all items throughout the duration of each event date.

4. Provide all relevant staff needed for the duration of each event date without service interruptions.

5. Provide traffic control and items related to traffic/crowd control (i.e. traffic cones, traffic barriers, message boards, traffic safety vest, fencing, etc.).

6. Provide portable toilets for use by the vendor’s staff and/or event patrons.

7. Revenue collection/ticket booth. The vendor will be responsible for the various collection methods of payment which include cash, mobile payment, credit card systems, and/or online ticket sales.

Optional Services:

1. Music/Entertainment area that may include live bands, Disk Jockey’s (DJs), performers, etc. Music/Entertainment must be suitable for all ages and not contain any vulgar or inappropriate lyrics or physical gestures.

2. Food and beverage offerings. Alcoholic drinks can be allowed with Park Management approval.

3. Enhanced patron experience such as V.I.P Lounge and/or designated area.

This project will be revenue-generating for the vendor and will be funded entirely by the vendor. No fees will be paid by the County; however, the vendor must pay all applicable fees for the event to the County. These fees include any potential parking fees and Special Event Fees set by the County.

In Response to this Request for Information (RFI):

If you are a provider of these services, please respond on vendor letterhead providing the following information:

1. Acknowledge your ability and interest in performing the services.

2. Indicate whether or not your vendor is able to provide the services as they are specified above.

3. Indicate if there are other related services that the County may want to consider that are comparable in nature to the specifications listed above. How would these items be priced?

4. What type of licenses does your vendor possess, if any?

5. Does or can your vendor provide any services in South Florida?

6. Please provide a link to your vendor’s website, if applicable.

7. Please provide any other information you believe may be pertinent to this RFI and would like to share with Broward County.

Disclaimer

This RFI is issued solely for information and planning purposes. Responses to this RFI are not offers and cannot be accepted by the County to form a binding contract. The

County’s intent is to collect information that will assist in the preparation of a Request for

Proposal (RFP). Vendor may be contacted for additional information or clarification of any aspect of their RFIs prior to issuing an RFP. Vendor are solely responsible for all expenses associated with responding to this RFI.