2-RFP 2025-35.pdf

Rev. 11/10/2025; Law No. 25-PK-084 SC Procurement Office RFP No. 2025-35 Issue Date: 11/13/2025 Commodity Code 988-31 RFP for Bergen Point Golf Concession

Request for Proposals (RFP) 2025-35 Suffolk County Office of Central Procurement on behalf of the Department of Parks, Recreation and Conservation is Seeking Proposals for A License to Renovate and Operate a Golf Professional Shop, Driving Range and Golf Cart Concession at Bergen Point Golf Course, West Babylon, New York

Timeline

Advertised/Issue Date: November 13, 2025

Proposer’s Site Tour: December 2, 2025 at 11:00 AM (Non-mandatory) Bergen Point Golf Course, West Babylon, New York

Technical Questions Due: December 4, 2025 by 3:30 PM

Proposal Due Date: December 29, 2025 by 3:30 PM

Anticipated Term of Contract: January 1, 2026 to December 31, 2035 with two (2) five (5) year option periods (January 1, 2036 to December 31, 2040) and (January 1, 2041 to December 31, 2045)

Contact/Help Information

Need Help? Please contact Bonfire directly at Support@GoBonfire.com for technical questions or issues related to your submission. You can also visit their help forum at https://bonfirehub.zendesk.com/hc

Uploading your submission

• Upload your submission at: https://suffolkcountyny.bonfirehub.com/portal/

• Logging in and/or uploading your file(s) does not mean your response is submitted. Proposers must successfully upload all the file(s) and MUST click the SUBMIT button before the closing time.

• You will receive an email confirmation receipt with a unique confirmation number once you finalize your submission. This will confirm that you have successfully submitted your proposal.

• Each submitted item of requested information will only be visible to Suffolk County after the closing time.

• If the file you are submitting is required by this RFP, you will not be able to complete your submission until the requirement is met.

• Uploading large documents may take significant time, depending on the size of the file(s) and your Internet connection speed.

• Please note the type and number of files allowed. The maximum upload file size is 1000 MB. Please do not embed any documents within your uploaded files, as they will not be accessible or evaluated.

• Minimum system requirements: Internet Explorer 11, Microsoft Edge, Google Chrome, or Mozilla Firefox. Java Script must be enabled.

mailto:Support@GoBonfire.com https://bonfirehub.zendesk.com/hc https://suffolkcountyny.bonfirehub.com/portal/

Table of Contents

Section I Administrative Information

1. Purpose of RFP

2. Coordinating Departments

3. Background Information

4. Evaluation Committee and Award of Contract

5. Questions and Comments

6. Proposer’s Site Visit

7. Due Date for Proposals

8. Submission of Proposals

9. RFP Policies and Procedures

10. RFP Posted on Bonfire Portal

11. Reservation of Rights

12. Proposal Format

13. Award Criteria

14. Contract Terms and Conditions

15. Use of County Resources to Interfere with Collective Bargaining Activities Local Law No. 26-2003

16. Non-Responsible Bidder

17. Effective Period of Proposals

18. NYS Freedom of Information Law (FOIL)

Section II Proposer Profile

1. General Information/Proposer’s History

2. Qualifications and Experience of Personnel

3. Financial Viability

4. Client History

5. References

6. Conflicts of Interest and/or Potential Conflicts of Interest

7. Subcontractors

Section III Technical Requirements

1. Background and Overview of Desired Services

2. Minimum Requirements for Technical Services Proposals

3. Technical Services Specifications (Detailed Scope of Services)

4. Accounting Requirements

5. Advertising on Site

6. Improvements to Licensed Premises

7. Security/Performance Bonds

8. Maintenance and Upkeep of Licensed Premises

9. Wage Requirements

10. Staff Qualifications

11. Environmental/Legal Compliance

12. Other General Requirements

13. Award of License Agreement

Section IV Cost Proposal/Fee Schedule

1. Separate File

2. Fee Proposal for Concession

3. Additional Information

4. Alternative Proposals

5. Concession Revenues

6. Format for Fee Proposal

Section V Model Contract

Section VI Suffolk County Required Compliance Forms in Accordance with County Laws

Section I Administrative Information

1. Purpose of RFP

The County of Suffolk (“County”), on behalf of the Suffolk County Department (“Department”) set forth on page one, invites proposals (“Proposal(s)”) from qualified companies (“Proposer”) to provide services (“Services”), as described in Section IV, entitled “Technical Requirements.”

The term Contractor (“Contractor”) shall mean the successful Proposer who may be awarded a contract pursuant to this RFP.

2. Coordinating Departments

a. Prior to Award of Contract

The Suffolk County Office of Central Procurement is responsible for coordinating with the Department regarding the issuance of this RFP:

Suffolk County Office of Central Procurement

H. Lee Dennison Building, 10th Floor 100 Veterans Memorial Highway Hauppauge, NY 11788 Tel: (631) 852-5463

Contact: Thomas Malanga, Associate Chief Procurement Officer Email: thomas.malanga@suffolkcountyny.gov

b. After Award of Contract

i. The Department is responsible for coordinating with the Suffolk County Attorney’s Office and the Contractor regarding the negotiation and execution of the contract.

ii. The County will execute a contract with the Contractor, based on the Model Contract included in this RFP. Note that the Model Contract is subject to negotiation and revision, based on the Department’s needs and the approval of the County Attorney’s Office.

iii. The Proposal submitted by the Proposer in response to this RFP, as may be negotiated by the Department, will become the basis for the contract.

c. After Execution of Contract

The Department is responsible for administration of the contract.

3. Background Information

a. Suffolk County, with a population of 1.5 million, is Long Island's eastern-most county, and covers an area of approximately 900 square miles, 20 miles at its widest part and approximately 86 miles in length.

b. The County of Suffolk is a municipal corporation of the State of New York with an annual operating budget of approximately $3.9 billion. The County employs approximately 9,000 employees, with main offices located in Hauppauge, Yaphank, Riverhead, and several smaller locations.

4. Evaluation Committee and Award of Contract

The award of any contract will be made in the best interest of the County, taking into consideration cost as well as technical or other non-cost factors. The Suffolk County Department of Law acts as counsel to the RFP Evaluation Committee, but does not vote in the selection process.

The RFP Evaluation Committee shall include the following:

a. Suffolk County Parks Department designee; and

b. Suffolk County Executive, or their designee; and

c. Chairperson of the Suffolk County Legislature’s Parks and Agriculture Committee, or their designee; and

d. Trustee of the Suffolk County Board of Trustees of Parks, Recreation and Conservation; and

e. Commissioner of Suffolk County Department of Public Works, or their designee.

5. Questions and Comments

a. Administrative Questions

Administrative questions (e.g., procedural questions on how to respond to this RFP) may be submitted by telephone or in writing (email acceptable) to the Office of Central Procurement staff member listed in paragraph 2 (a) of this section.

b. Technical Questions

Technical questions (questions which are specific to the service requested in this RFP) must be submitted on or before the date set forth on page one of this RFP. Responses to such technical questions will be developed by the requesting Department and issued by the Office of Central Procurement in the form of an Addendum to this RFP.

To contact the Suffolk County Office of Central Procurement or ask questions in relation to this RFP, respondents must register with the Office’s Procurement Portal at https://suffolkcountyny.bonfirehub.com/portal (the “Portal”) and initiate the communication electronically through the “Messages” tab in the left column on Bonfire, then click “Vendor Discussions” to enter your question(s). The County will not accept any respondent’s communications by any other means, except as specifically stated in this RFP.

Need Help? Please contact Bonfire directly at Support@GoBonfire.com for technical questions or issues related to your submission. You can also visit their help forum at https://bonfirehub.zendesk.com/hc

c. No Direct Contact

No questions or comments should be directed to any County employee or its contractors or any firm currently in contract with the County regarding this RFP during the RFP process, except as set forth in sub-paragraphs 5.a and 5.b above or as may be requested or permitted by the Suffolk County Office of Central Procurement and/or the Suffolk County Department of Law.

Failure to comply may result in immediate disqualification.

6. Proposer’s Site Visit

A Proposer’s Site Visit (non-mandatory) will be held on the date set forth on page one of this RFP.

Location: Bergen Point Golf Course 69 Bergen Avenue West Babylon, NY 11704

7. Due Date for Proposals

Proposals must be submitted by 3:30 p.m. on the date set forth on page one of this RFP.

In the interest of fairness to all participants, no extensions or exceptions will be permitted, unless issued as an Addendum to this RFP and applicable to all Proposers.

8. Submission of Proposals

Suffolk County no longer will accept hard copies of RFP responses. All submissions must be done online at https://suffolkcountyny.bonfirehub.com/portal/.

9. RFP Policies and Procedures

a. It is the County’s intent to select the Proposer that provides the best solution for the County’s needs. In order for the County to conduct a uniform review process of all Proposals, Proposals must be submitted in the format set forth below in the paragraph entitled “Proposal Format.”

Failure to follow this format may be cause for rejection of a Proposal because adherence to this format is critical for the County’s evaluation process.

b. The contract will be in the general format set forth in Section VI entitled “Model Contract,” but will be subject to final contract negotiations.

c. This RFP is not intended, and shall not be construed, to commit the County to pay any costs incurred in connection with any Proposal or to procure or contract for any services.

d. As a preliminary step, each Proposal will be examined to determine whether it is responsive to the requirements of this RFP. After such preliminary review, all responsive Proposals will be evaluated.

e. The decision to award a contract shall be based on the ability of the Proposer to provide quality and needed services and products and to comply with all applicable laws, rules, and regulations, including without limitation the local preference and other Suffolk County local laws https://suffolkcountyny.bonfirehub.com/portal/ referenced in the Section entitled “Suffolk County Required Compliance Forms in Accordance with County Laws.”

f. While the County is under no obligation to contact Proposers for clarifications, it reserves the right to do so. Depending on the number and quality of the Proposals submitted, the County, at the sole discretion of the RFP Evaluation Committee, may elect to interview all or some of the Proposers during the selection process and to request presentations.

g. After evaluating the Proposals, the County may enter into negotiations with one Proposer or multiple Proposers. The primary purpose of negotiations is to maximize the County’s ability to obtain the best value based on the mandatory requirements, evaluation criteria, and cost.

Multiple rounds of negotiations may be conducted with one Proposer or multiple Proposers.

Negotiations will be structured by the County to safeguard information and ensure that all Proposers are treated fairly.

h. The County may invite one or more Proposers to submit a best and final offer (“BAFO”). Such invitation will establish the time and place for submission of the BAFO. Any BAFO that is not equal to or lower in price than the pricing offered in the Proposer’s original Proposal will be rejected as non-responsive and the County will revert to consideration and evaluation of the Proposer’s original pricing.

i. If required, after review of the BAFO(s), clarification may be sought from the Proposer(s). The

County may conduct more than one round of negotiations and/or BAFO submissions in order to attain the best value for the County.

j. The County will not necessarily choose the Proposer(s) with the lowest rates for Services.

Based on the evaluation criteria, a competitive range consisting of those Proposals which are acceptable to the County, or which could be made acceptable following written or oral presentations, will be determined.

k. The award of any contract will be made as judged to be in the best interest of the County.

l. Protest Procedures: Any actual or prospective bidder, offeror, or contractor who is aggrieved in connection with the solicitation or award of a contract may protest to the Chief Procurement Officer (“CPO”) who is head of the Office of Central Procurement for Suffolk County. A protest with respect to an invitation for bids or a request for proposals shall be submitted to the CPO in writing and signed by the aggrieved party prior to the opening of bids or the closing date for proposals, unless the aggrieved person did not know and should not have known of the facts giving rise to such protest prior to bid opening or the closing date for proposals. In that case the protest shall be submitted within three (3) calendar days after the aggrieved person knows or should have known of the facts giving rise thereto. A protest with respect to an award from a bid or a request for proposals shall be submitted in writing and signed by the aggrieved party within ten (10) calendar days after the aggrieved person knows or should have known of the facts giving rise thereto.

10. RFP Posted on Bonfire Portal

This RFP is available on-line at: https://suffolkcountyny.bonfirehub.com/portal/. By downloading documents for this RFP, you will be notified of all future addendums.

11. Reservation of Rights https://webmail.suffolkcountyny.gov/owa/redir.aspx?C=wL63pA_5sCg9lgZaTEW5CE0GhWpphQNcZHAuD1DkY-AnISpWM5XXCA..&URL=https%3a%2f%2furldefense.proofpoint.com%2fv2%2furl%3fu%3dhttps-3A__suffolkcountyny.bonfirehub.com_portal_%26d%3dDwMFaQ%26c%3d2jf7j_fmOmUCzmZdL9_9DcZqqPZfvJmqOdXz77c3xWM%26r%3d_moRwlyMhIH_TRDZGvupsf2AL6sFNeAfklRupyj7m2ZxBPFQaR4j6qoFtdUtKc2W%26m%3d0dsUNbezkQEuSmYjEWssOBsgIsR-N5Jab0qtbjLAa3c%26s%3dj77cLSpWLHDX_pA4krXuPk3ebr0bHZ52pWOrhIHyYYU%26e%3d

The County expressly reserves the right to:

a. Reject or cancel any or all Proposals or any part thereof submitted in response to this RFP;

b. Withdraw the RFP at any time, at the County’s sole discretion;

c. Disqualify any Proposer whose conduct and/or Proposal fails to conform to the requirements of the RFP;

d. Use Proposal information obtained through site visits, management interviews, and the County’s investigation of a Proposer’s qualifications, experience, ability or financial standing, and any material or information submitted by the Proposer in response to the County request for clarifying information in the course of evaluation and/or selection under this RFP;

e. Prior to Bid opening, amend the RFP specifications to correct errors, or oversights, or to supply additional information as shall become available;

f. Prior to Bid opening, direct Proposers to submit Proposal modifications addressing subsequent

RFP amendments;

g. Change any of the dates concerning the RFP award schedule;

h. Eliminate any mandatory, not-material specification that cannot be complied with by all of the prospective Proposers;

i. Waive any requirements that are not material;

j. Award negotiated contracts to one or more Proposers;

k. Negotiate with the successful Proposer(s) within the scope of the RFP, in the best interest of the

County;

l. Conduct contract negotiations with the next responsible Proposer should the County be unsuccessful in negotiations with the selected Proposer;

m. Require clarification at any time during the procurement process and/or require correction of arithmetic or other apparent errors for the purpose of assuring a full and complete understanding of a Proposal and/or to determine a Proposer’s compliance with the requirements of the RFP.

12. Proposal Format

The following materials are required to be received by the County, by the Proposal Due Date set forth on the first page of this RFP. The topics listed under these general headings are minimum standards and should not be viewed as limitations to the information provided by the Proposer in response to this

RFP.

a. Transmittal Letter (PDF file uploaded to appropriate section of the Bonfire portal)

A transmittal letter is a letter on the Proposer’s stationery. A corporate officer or an authorized agent of the Proposer must sign the transmittal letter. The transmittal letter must state the contact person who will be responsible for answering all questions of the RFP Evaluation Committee. Include the telephone number and e-mail address for such contact person.

b. Compliance Forms

i. Disqualification of Non-responsible Bidders (LL 52-2012 Form) (2 pages)

LL 52-2012 Form is included in the Section entitled “Suffolk County Required Compliance Forms in Accordance with County Laws.”

ii. Suffolk County Form 22 -- Contractor’s/Vendor’s Public Disclosure Statement

(2 pages)

SCEX Form 22 is included in the Section entitled “Suffolk County Required Compliance Forms in Accordance with County Laws.”

A corporate officer, or an authorized agent of the Proposer, must sign one (1) original of form and have it notarized.

Please note that any Proposers who are not-for-profit corporations are not required to complete this form.

iii. Non-Collusive Offer Certification (FTS Form) (1 page)

FTS Form is included in the Section entitled “Suffolk County Required Compliance Forms in Accordance with County Laws.”

iv. Lawful Hiring Form (LHE-1/2 Form) (1 page)

This form is included in the Section entitled “Suffolk County Required Compliance Forms

The Labor Department’s Lawful Hiring of Employees Unit may be reached at

(631) 853-6600 for specific questions.

v. Living Wage Form (LW1/38 Form) (1 page)

If the Living Wage Law applies and Section I is checked, the chart must be completed.

The Labor Department’s Living Wage Unit may be reached at (631) 853-6600 for specific questions.

vi. Suffolk County Union Organizing Certification/Declaration (LO1 Form) (2 pages)

LO1 Form is included in the Section entitled “Suffolk County Required Compliance Forms

(Note: this Form will be required only from the Apparent Successful Proposer)

vii. Lobbying Certification Form in Accordance with County Laws.”

viii. Contractor’s Statement of Applicability of Local Preference Law – Section A4-13 of the Suffolk County Administrative Code (Local Preference Law)

Local Preference Law - Section A4-13 of the Suffolk County Administrative Code establishes a preference program for Suffolk County consulting contracts. This preference program requires all contracts for professional consulting services (engineering, architectural, planning, legal, and accounting, etc.) to be awarded to firms located and doing business within Suffolk or Nassau County, except where no local consultant has the necessary expertise or credentials to provide the needed service, or where the local consultant's response to a Request for Proposals (RFP) exceeds the otherwise lowest response by more than 10%. The local law contains specific definitions and language relative to application of this law which interested parties should review.

The laws of Suffolk County are available free of charge at https://www.ecode360.com/SU0867.

If applicable, include a statement with the Proposal asserting the applicability of the Local Preference Law. The statement must include the reasons for assertion of the applicability of the Local Preference Law.

c. Proposer Profile/Response to Questions set forth in the RFP Section entitled “Proposer Profile” (Section II)

Proposers’ responses will be used in the County’s evaluation of the Proposers’ general qualifications.

d. Proposer’s Proposed Technical Services/Response to items set forth in the RFP Section entitled “Technical Requirements” (Section III)

This Section will be used in the County’s evaluation of the Proposer’s proposed technical services.

e. List of Subcontractors (if applicable) Identify all subcontractors the Proposer plans to use and the function for which such subcontractors will be responsible. Provide qualifications, including prior relevant experience, for all subcontractors anticipated to be used (Reference Section II).

Subcontractors must complete all County forms listed above in paragraph 12(b).

Subcontractors must respond to all questions set forth in the RFP Section entitled “Proposer Profile.” This includes financial statements.

Subcontractors must respond to all requirements, to the extent such requirements are applicable to the services they will be providing, set forth in the RFP Section entitled “Technical Requirements.”

https://www.ecode360.com/SU0867

Failure to include this information in the Proposal may be grounds for disqualification.

f. Conflict of Interest Proposers must disclose to the County the existence of any conflicts of interests, whether existing or potential. If none exist, state so. Proposals shall disclose:

i. Any material financial relationships that the Proposer or any employee of the Proposer has that may create a conflict of interest in acting as a Contractor for Suffolk County.

ii. Any family relationship that the Proposer or any employee of the Proposer has with any County employee that may create a conflict of interest or the appearance of a conflict of interest acting as a Contractor for Suffolk County.

iii. Any other matter that the Proposer believes may create a conflict of interest or the appearance of a conflict of interest acting as a Contractor for Suffolk County.

g. Proposer’s Cost Proposal/Fee Schedule - Response to items set forth in the RFP Section entitled “Cost Proposal/Fee Schedule” (Section IV) This Section will be used in the County’s evaluation of the Proposer’s proposed Cost Proposal/Fee Schedule.

h. Proposals shall be prepared avoiding the use of elaborate promotional materials beyond those sufficient to provide a complete, accurate, and reliable presentation. Each response in a Proposal shall clearly identify the section and paragraph number from the RFP to which it responds.

13. Evaluation Criteria

a. General Qualifications: 40 points Proposer’s history, expertise, experience, reliability, financial viability, and references. See RFP Section II, entitled “Proposer’s Profile” for specific requirements.

b. Proposed Technical Services/Products: 40 points

Strategies, methodologies, services offered by Proposer. See RFP Section III, entitled “Technical Requirements” for specific requirements.

c. Fee Proposal for Concession 20 points

Separate PDF file containing your cost proposal uploaded to the appropriate section of the Bonfire portal. See Section IV, entitled “Cost Proposal/Fee Schedule Proposal” for specific requirements.

Total 100 points

14. Contract Terms and Conditions

a. Reference is made to the Model Contract set forth in Section VI entitled “Model Contract.”

The Model Contract is included to illustrate general terms and conditions, including indemnification and insurance, which will be included in the contract when executed.

b. If the Proposer has a concern or question regarding any of the terms and conditions included in the Model Contract, the Proposer must:

i. note such concerns or questions in the Proposal;

ii. submit exceptions to the Model Contract in the Proposal; and/or

iii. identify any items relating to the Model Contract that the Proposer requests be negotiated.

c. The Model Contract is subject to revision arising out of the terms and conditions imposed by law and/or deemed appropriate by the County Attorney’s Office.

d. Portions of the Proposal, as may be subsequently modified in negotiations with the County, may be included as exhibits in any contracts that the County may execute with the Proposer.

e. The County will execute a contract with principal contractors only. Any arrangements, including fee arrangements, partnerships, or collaborations between the principal contractor and subcontractors that provide services as part of the Proposal, must be fully disclosed in the Proposal.

f. The Proposer should not return the Model Contract with the Proposal.

15. Use of County Resources to Interfere with Collective Bargaining Activities

Local Law No. 26-2003

Proposers are advised that the efficient, timely, and nondisruptive provision of goods and services is a paramount financial interest of the County and, as such, the County requires the potential Contractor to protect the County’s financial interest by adopting non-confrontational procedures for the orderly resolution of labor disputes, including but not limited to, neutrality agreements, majority authorization card agreements, binding arbitration agreements, fair communication agreements, nonintimidation agreements, and reasonable access agreements.

16. Non-Responsible Bidder

It shall be the duty of the Proposer to read, become familiar with, and comply with the requirements of Article II of Chapter 189 of the Suffolk County Code.

The Proposer certifies that it has complied with the disclosure requirements under section 189-7 of the Suffolk County Code, it is in compliance with all applicable licensing laws, and that it either has not engaged in a prohibited act covered under section 189-5 of the Suffolk County Code or is otherwise exempt from the provisions of Article II of Chapter 189 of the Suffolk County Code under section 189-9.

This certification is required at the time of proposal submission and shall be set forth on the LL52-2012 Form “Disqualification of Non-Responsible Bidder.”

17. Effective Period of Proposals

All Proposals must state the period for which the Proposal shall remain in effect (i.e., how much time the County has to accept or reject the Proposal under the terms proposed). Such period shall not be less than 180 days from the Proposal due date.

18. NYS Freedom of Information Law (FOIL) All submissions for the County’s consideration will be held in confidence, until final execution of the contract(s) unless disclosure is required by law or judicial order. Upon execution of the contract, all documents submitted by proposers during the RFP process and the fully executed contract are subject to disclosure pursuant to the New York State Freedom of Information Law (FOIL), codified at Public Officers Law Article 6. Therefore, if a Proposer believes that any information in its submission constitutes a trade secret or is otherwise information which, if disclosed would cause substantial injury to the competitive position of the Proposer’s enterprise, and the Proposer wishes such information to be withheld if requested pursuant to FOIL, the Proposer shall segregate such information from its Proposal and submit with its Proposal a separate letter addressed to the primary contact referenced in this RFP, specifically identifying such information, explaining in detail why such information is a trade secret or is information which if disclosed would cause substantial injury to the competitive position of the Proposer’s enterprise, and formally requesting that such information be kept confidential. Failure by a Proposer to submit such a letter with its submission will constitute a waiver by the Proposer of any interest in seeking exemption of this information under Article 6 of the Public Officers Law relating to protection of trade secrets. The proprietary nature of the information designated confidential by the Proposer may be subject to disclosure if it is requested and the County deems it subject to disclosure or if ordered by a court of competent jurisdiction. A request that an entire Proposal be kept confidential may not be considered reasonable since a submission cannot reasonably consist of all data exempt from FOIL.

End of Text for Section I

Section II Proposer Profile

1. General Information/Proposer’s History

a. Company name and address.

b. Year company was founded and history.

c. Total number of employees in company, and the number of employees at servicing office(s).

d. Location(s) from which services will be performed.

e. Describe the nature of your organization (e.g. business corporation, not-for-profit corporation, proprietorship, etc.).

f. Contact person and title.

2. Qualifications and Experience of Personnel

a. Provide resumes or detailed descriptions of the account manager and other key staff who will be assigned to this account.

b. For each professional listed above, describe his/her qualifications and provide information regarding:

i. Education;

ii. Professional licenses and other affiliations (copies of which shall be submitted with Proposals);

iii. Number of years engaged in services relating to the services requested in this RFP;

iv. Other relevant work experience or qualifications;

v. The role each identified person would play.

c. Describe other accounts involving similar services. Describe the role and experience of key personnel assigned to other similar accounts who will be assigned to this account.

d. If temporary staff is involved, include details of their supervision and training.

e. In addition, the County may make such investigations as it deems necessary to determine the ability of the Proposer to perform the work. The Proposer shall furnish to the County, within five

(5) business days of a request, all such information and data for this purpose as may be requested. The County reserves the right to reject any Proposal if the information submitted by, or investigation of such Proposer fails to satisfy the County that such Proposer is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein. Conditional Proposals will not be accepted.

3. Financial Viability

a. Financial Statements – Mandatory for Nongovernmental Agencies Requirement specifications:

i. Current financial statement (if current year not available previous calendar year acceptable) prepared and certified by an Independent Certified Public Accountant (CPA) to include:

o Balance Sheet o Income Statement o Statement of Cash Flows o Opinion Letter

ii. If independently audited financial statement is not available, the most current in-house

Company statement to include o Balance Sheet o Income Statement o Statement of Cash Flows o Financial Statement to be signed by one of the following attesting to the accuracy of the statement:

Chief Executive Officer (CEO)/Chief Financial Officer (CFO)/Chief

Operating Officer (COO)

iii. Failure to submit complete, comprehensive documents may result in disqualification for consideration of an award.

b. Indebtedness to County, Liens, and Litigation

Submit a statement as to indebtedness, if any, to the County; and a listing of all outstanding liens, if any, against the Proposer. Submit a summary of all litigation, if any, against the Proposer and disposition or outcome of same.

c. Statement Regarding Bankruptcy

Include a statement disclosing any bankruptcy(ies) filed within the last seven (7) years. The statement must include the date the bankruptcy was originally filed, the current status, and, if applicable, the date the bankruptcy was discharged.

4. Client History

Provide a list of all clients for whom you have provided similar services within the last three (3) years.

For each client, provide the following:

a. Client name; and

b. Client address; and

c. Contact name, title, and telephone number; and

d. Description of services provided and time period.

5. References

a. From the list provided in response to paragraph 4, entitled “Client History,” provide three client references for which you have provided services (current governmental or quasi-governmental agencies preferred). Provide name of the organization, services, contact name, telephone number, and email address.

b. Provide a list of all contracts with the County of Suffolk within the last five (5) years (regardless of type of service), the time period for those services and your primary County contact.

6. Conflicts of Interest and/or Potential Conflicts of Interest

a. Relationships with Third Parties

The Contractor is charged with the continuing duty to disclose to the County the existence of any interests it may have, contractual or otherwise, ongoing or previous, with any companies or individuals with whom the County of Suffolk does business with respect to the services required by this RFP. This duty continues for so long as the Contractor is retained on behalf of the County or its employees.

b. Relationships with County Departments/Agencies/Employees

The Contractor is charged with the continuing duty to disclose to the County the existence of any interests it may have, contractual or otherwise, ongoing or previous, with any County department, agency or employee. This duty continues for so long as the Contractor is retained on behalf of the County or its employees.

7. Subcontractors

If you intend to use the services of a subcontractor, please provide all of the above information in this Section for each such subcontractor.

Note that the County must pre-approve the use of any subcontractors.

End of Text for Section II

Section III Technical Requirements

1. Background and Overview of Desired Services

The Bergen Point Golf Course is located at the end of Bergen Avenue in West Babylon, New York on Santapogue Creek. This 18-hole facility is comprised of 6,738 yards featuring its Signature 18th Hole. It is known for its coastal views along Santapogue Creek and Great South Bay, challenging play with water hazards on many holes, and a flat terrain. The course offers amenities like a driving range, putting green, pro shop, and lessons for golfers of all skill levels. Designed by William F. Mitchell, it opened in 1972 and provides a mix of scenic beauty and strategic challenges, including well-bunkered greens and the potential for wind to be a significant factor.

The Bergen Point Golf Course is the subject of this RFP. The Bergen Point County Golf Course is open to Suffolk County residents and their guests, as well as non-residents. It contains a driving range, putting green, golf pro shop and golf cart concession. The Restaurant Concessionaire is under contract with the Department and operates the restaurant and catering facility, which is separate and distinct from the Golf Concession which is the subject of this RFP. Patrons of the Bergen Point County Golf Course are permitted to utilize the restrooms located within the restaurant facility. The Golf Course is normally closed for approximately ten (10) weeks during the winter January through mid-March.

The awarded Licensee will be required to renovate and operate a golf professional shop, driving range and golf cart concession at the Bergen Point County Golf Course, for a period of ten (10) years beginning January 1, 2026 and continuing through December 31, 2035 with two (2) additional five-year options to extend the Agreement from January 1, 2036 to December 31, 2040 and January 1, 2041 through December 31, 2044, at the sole discretion of the Commissioner of the Department. The Licensee will be required to work in conjunction with the provider of the Bergen Point restaurant and catering concession to seek additional sources of revenue generated from the site, including golf outings and other events, as set forth in more detail in paragraph 3 of Section IV of this RFP.

a. Description of the Licensed Premises:

The Licensed Premises shall include: the 18 hole, par 71, links-style golf course on Santapogue Creek (“Golf Course”), the 26’ x 29’ golf professional shop located in the north east corner within the main building of the Bergen Point Country Club, driving range, maintenance building, golf cart barn, and all improvements, equipment, fixtures and articles of property now, or during the term of this agreement, attached or appurtenant to or used in connection with the operation of the premises. The Licensee understands and agrees that the Commissioner, at his discretion, reserves the right to make changes from time to time as to the use of the interior space and grounds if it is in the best interest of the County to do so.

b. Annual Rounds of Golf:

Attendance at Bergen Point County Golf Course is affected by weather quality during the Spring, Fall and the main Summer season. It is further influenced by the number of special events held during the season. The County Golf Course is normally closed for approximately ten (10) weeks during the winter (January through mid-March).

The following approximate rounds of golf have been reported over recent years:

Year # of Rounds

2020 42,288 2021 38,271 2022 37,842 2023 41,132 2024 44,659

2. Minimum Requirements for Technical Services Proposals

a. Understanding of the Project

The Proposal must include a statement of work that describes the Proposer’s understanding of the Project. The Proposer is expected to discuss its understanding of the proposed “Scope of Work.”

i. The complexity, challenges and problems involved in performing the work.

ii. Approach and philosophy for dealing with problems.

iii. Experience dealing with key issues.

iv. Any additional issues or matters relating to the “Scope of Work” which the Proposer wishes to address.

b. Key Personnel and Staffing

Key personnel identified in the Proposal will be expected to remain assigned to the project for the term of the contract. Requests for a change in key personnel assignments during the term of the contract must be approved in advance, in writing, by the County. The Proposal should also include a discussion that outlines staffing levels/man-hour requirements that should be expected on the County level to support the implementation and day-to-day operation of the project. This information will be a recommendation only for discussion purposes. The Proposer should describe other potential burdens that may be placed on the County with respect to the servicing of the account.

c. Subcontractors

Services that are to be subcontracted must be clearly defined in the Proposal. The Contractor retains responsibility for all acts and omissions of the subcontractor. The Contractor must obtain the prior approval from the Department for all subcontracts.

Subcontractors must respond to all requirements set forth above in this Section, to the extent such requirements are applicable to the services they will be providing.

The County may require that subcontracted activities be provided under the terms of a three-party contract between the Contractor, the County and the subcontractor.

3. Technical Services Specifications (Detailed Scope of Services)

The Proposer is required to operate a Golf Professional Shop, Driving Range and Golf Cart Concession at the Licensed Premises for the general public. The Proposer will be required to fulfill the following requirements:

• Provide within the pro shop, an interior showroom and counter space sufficient to display golfing goods and supplies and to accommodate golfers using the 18-hole course

• Stock and manage the retail golf pro shop and have for sale the necessary golf equipment such as golf bags, clubs, balls, apparel and other related equipment

• Provide office space for business operations including, a designated shop area for repair of golfing equipment, and ample storage space for consumer goods.

• Provide and maintain a fleet of motorized golf carts and hand carts sufficient to support the 18-hole golf course

• Provide a minimum of sixty (60) hooded electric or gas powered golf carts as well as one

(1) handicapped accessible golf cart. All carts shall be maintained in good, clean, operating and mechanical condition. All carts are to be replaced every five years for the term of this License or as directed by the Commissioner. The Proposer will also be responsible for providing a minimum of forty (40) pull carts for public use

• Consult with the greenskeeper on a daily basis as to the condition of the golf course, specifically: greens, tees, hazards, and fairways. Proposer shall make recommendations to the Commissioner as necessary

• Control and remove non-migratory geese from the golf course. Any plans or methods the Licensee may use in assisting with geese control must be approved in writing prior to being put into practice

• Utilize the Department’s computerized reservation system. The County will provide the necessary equipment, connections and training for accessing this system

• Provide an audible warning operating procedure to warn golfers of impending storms and or/lightning

4. Accounting Requirements:

a. A system of bookkeeping and accounts, which is acceptable to the County and is in accordance with the accounting requirements satisfactory to the Comptroller of Suffolk County, must be established for the operation of the Concession.

b. “Daily” logs of business revenue activities are to be submitted monthly to the County, in a form acceptable to the County, and shall include monthly summaries. Detailed transaction reports of all sales and purchases, including daily point of sale reports, daily cash register tapes, and vending machine readings (if any), are to accompany all submissions.

c. All sales, business activities and financial transactions shall be recorded and all accounting records of the Licensee shall be open for inspection by the County at any time.

d. Licensee will be required to utilize an electronic Point of Sale system that meets the approval of the County.

e. Licensee must accept cash, debit and credit cards as forms of payment. Licensee may offer other optional forms of payments such as mobile payments (ex. Apple Pay and Google Pay). All methods of payment utilized must meet the Accounting Requirements set forth by the County.

Credit Card transactions must be in accordance with General Business Law §518.1, as may be amended.

5. Advertising on Site:

a. Proposers are advised that all advertising in and around the Licensed Premises is subject to prior review and approval by the Parks Commissioner. Signs, posters, banners, and similar media will be reviewed by the Department, as to their size and placement within the Licensed Premises and elsewhere in the park.

b. Proposers are advised that all parties will use their best efforts to promote the Concession upon award of a license. Licensee shall be required to obtain approval of all advertising and submit proof of their advertising expenditures. A minimum annual expenditure of Five Thousand Dollars ($5,000) in advertising proof will be required during the first ten (10) years of the License Agreement.

c. Suffolk County may assist the licensee with Advertising and Marketing, production and distribution of materials such as newsletters, flyers, and brochures or other advertising media for a fee to be established by the Parks Commissioner.

d. Suffolk County Parks Department will provide advertising via current advertising and marketing outlets currently in place by the department, i.e. Social Media, Suffolk County Parks Website, brochures, email blasts to customers, flyers, etc.

6. Improvements to Licensed Premises:

Proposers shall, in the Proposal, clearly describe and itemize their plans to renovate the Licensed Premises including a list of projected costs. All capital improvement projects and interior or exterior modifications as well as equipment additions are subject to the prior review and written approval of the Department. A minimum expenditure of $350,000.00 will be required during the first ten (10) years of the License Agreement for Capital Improvements.

a. Each Proposer shall be provided with the ability to physically examine the Licensed Premises herein described (visits will be arranged through the Department).

b. All improvements to the Licensed Premises during the term of the awarded Agreement must meet applicable codes, legal and business requirements.

c. All maintenance, upkeep, renovations, improvements and new construction during the term of the awarded Agreement shall be at the sole cost and expense of the Licensee.

d. All existing equipment on the Licensed Premises shall be accepted by the Licensee “as is”. The

Licensee will be responsible for making all required repairs, replacements, and improvements to said equipment. All equipment procured for the operation of the Concession shall immediately become the property of the County. An equipment inventory is incorporated herein as Exhibit 1 of the Model License Agreement which details the County property presently onsite.

e. During the term of the awarded Agreement, the Licensee is required to clearly describe and present specific plans for the renovation, operation, and maintenance of existing facilities, and provide professional drawings of any proposed new construction of facilities to the Commissioner of Parks for review. Proposed improvements and schedules negotiated by the parties shall become part of the License Agreement.

f. Proposers are advised that the awarded Licensee will be required to solicit and obtain competitive bids (or follow other competitive procurement procedures approved by the Commissioner) for construction of planned improvements. Any person or entity with any affiliation with the successful Proposer(s) shall not submit quotes or proposals for construction or planned improvements.

g. All costs associated with capital improvements must be thoroughly documented by the successful Licensee, to the satisfaction of the County, by the provision of paid invoices and cancelled checks.

h. Within ten (10) days after the granting of the License, the awarded Licensee shall provide a performance bond from a corporate surety authorized to transact business in the State of New York, in an amount not less than one hundred percent (100%) of the total construction cost to be undertaken. In addition, prior to any construction hereunder, the Licensee shall furnish a copy of the contractor’s labor and material bond. Reference is made to Sample Form License Agreement attached hereto for further details. Licensee shall also be required to provide and maintain a surety bond in accordance with paragraph 7 herein.

i. Proposers are advised that the Licensee will be required to have all plans and specifications prepared professionally, at its sole cost and expense, and in a manner acceptable to the County, including, but not limited to, any certificates or licenses required by the County and the State of New York. A New York State licensed architect or engineer may be required by the Commissioner for preparation of final plans and drawings by the successful Licensee.

j. The Licensee will be responsible for obtaining and paying for all necessary permits from and approvals from all government agencies having jurisdiction over the park for renovations to buildings and for new construction, including, but not limited to, the Suffolk County Architect, the Suffolk County Department of Health Services, the Suffolk County Department of Public Works, the Suffolk County Department of Fire, Rescue and Emergency Services, the New York State Board of Fire Underwriters, and the New York State Department of Environmental Conservation.

k. All capital improvements provided by the Licensee throughout the term of the License Agreement shall immediately become the property of the County.

l. Capital improvement expenditures for the option periods are subject to negotiation at the Commissioner’s discretion, based upon the financial performance of the operation of the Concession and the condition of the Licensed Premises during the initial term of the License Agreement.

7. Security/Performance Bonds

a. The Licensee shall provide, as security for its performance hereunder, a valid surety bond in the amount of the corresponding yearly license fee made in the name of the County of Suffolk, for a term no less than the first year of this Agreement commencing upon the date of execution of this Agreement. The term of said security shall thereafter be renewed for each year of this Agreement, and the amount thereof for each year shall correspond directly with the Annual Flat Fee amount required to be paid by the Licensee in that coming year, as set forth in paragraph 10(a) of Article V of the Model Contract. Documentation concerning the initial security must be submitted to the Commissioner within ten (10) days after the execution of this Agreement, and on or before January 1st of each year thereafter. Said bond shall be kept in full force and effect by the Licensee throughout the entire term of this Agreement to insure faithful performance by the Licensee of all covenants, terms, and conditions of this Agreement, inclusive of, but not restricted to, the payment to the Department of all fees and charges. Other financial instruments, such as a cash deposited joint signature account, a savings certificate naming the County of Suffolk, Department of Parks, Recreation and Conservation as co-owner, an irrevocable letter of credit, or the pledge of other financial instruments securing performance may be substituted for a performance bond or any combination of the above.

b. The Licensee shall also provide a performance bond until the total cost of capital improvements required to be made by the Licensee pursuant to this Agreement are fulfilled to the satisfaction of the Commissioner. Documentation concerning the initial performance bond must be submitted to the Department within ten (10) days after the execution of this Agreement. The amount of the bond shall be determined by the Department by analyzing the total amount of capital improvement obligation and the projected timeframe until completion. It will increase incrementally each year until the bonding requirement is equal to 100% of the capital obligation.

The performance bond, which guarantees the performance of the Licensee with respect to its capital investment obligation hereunder, may be reduced as the…