252760MM_Project_Documents.pdf

INVITATION FOR BIDS (“IFB”) - PART I

IFB Part I Revised 10/11/23 Page 1 of 4

IFB #: 252760MM

IFB TITLE: Commercial Recreation and Tour Operator Concessionaires Permit Medallion Program

1.0 PURPOSE

Sarasota County (“County”), a political subdivision of the State of Florida, will receive bids on the date indicated in OpenGov Procurement (“OpenGov”), the County’s electronic procurement portal, for the purpose of selecting Commercial Recreation and Tour Operators to provide non-motorized water vessel concessions at Ted Sperling Nature Park and Turtle Beach Park, as stated herein.

Bidders are required to comply with Part II, Scope of Services.

OpenGov is located at https://procurement.opengov.com/portal/scgov

2.0 BIDDER

2.1 For the purpose of this IFB, the term “Bidder” (also identified as “Offeror”) is defined as the legal entity submitting a bid and/or identified on the electronic bid submittal.

2.2 Bidders intending to submit a bid as a joint venture with another company must provide documentation attesting to the formation of that joint venture with their bid submittal. For purposes of this solicitation, all vendors who make up the joint venture will be considered together as the Bidder.

2.2.1. Bidders proposing to engage in construction contracting as a joint venture or partnership must apply for registration with the State of Florida, Department of Business and Professional Regulation and any other state or local licensing agencies, as required by Florida State Statute 489.119, prior to the date bids are due.

3.0 QUALIFICATIONS

3.1 Required Experience

3.1.1. Bidder must provide references demonstrating their

experience providing each of the following categories of service within the past seven (7) years preceding the submission deadline in OpenGov:

a. Commercial non-motorized (i.e. – propelled by paddles or oars) water vessel rentals.

b. Commercial non-motorized (i.e. – propelled by paddles or oars) water vessel tours.

3.1.2. A minimum of two (2) references are required.

3.1.3. A single reference may be used to verify multiple categories

IFB Part I Revised 10/11/23 Page 2 of 4 of service. Only references submitted at the time of bid submittal in the format specified by the County will be used to verify qualifications have been met.

4.0 ALTERNATES

4.1 Unless otherwise specifically provided in Part II of this IFB, reference to any equipment, material, article or patented process, by trade name, brand name, make or catalog number, shall be regarded as establishing a minimum standard of quality and shall not be construed as limiting competition.

4.2 If a bidder wishes to make a substitution in the specifications, the bidder shall furnish to the County the name of the manufacturer, the model number, and other identifying data and information necessary to aid the County in evaluating the substitution. Any such substitution shall be subject to County approval. Substitutions shall be approved only if determined by the County to be equivalent to the prescribed specifications.

4.3 To be considered, substitutions must be submitted to the Procurement Contact listed in OpenGov no later than the Question Submission deadline listed in OpenGov. Substitutions must be identified by brand name, number, manufacturer and model, and shall include full descriptive information, brochures, and appropriate attachments. The County shall respond via addendum in OpenGov indicating whether the substitution has been approved or denied.

4.4 A bid containing a substitution that has not been approved by the County shall be disqualified.

5.0 PRE-BID MEETINGS

All meetings and site visits will take place at the time, date, and location specified in the Solicitation Timeline posted in OpenGov.

6.0 SUBMITTAL INSTRUCTIONS

Refer to the Submittal Instructions section in OpenGov for instructions on how to submit a bid. Bidders are advised to review the General Terms and Conditions of Solicitations which are available in OpenGov.

7.0 SUBMITTAL DOCUMENTS

7.1 Vendor Questionnaire

All bidders must complete the required forms and information included in the Vendor Questionnaire section of OpenGov. Completed forms and other requested documents must be uploaded with bidder’s response in OpenGov. Bidders who fail to complete and upload required forms and documents or fail to provide responses to questions in the Vendor Questionnaire section of OpenGov may be found non-responsive.

IFB Part I Revised 10/11/23 Page 3 of 4

7.2 Pricing

All bidders must complete the Pricing Table provided in OpenGov.

Bidders who fail to fully complete the pricing table in OpenGov may be found non-responsive.

8.0 AWARD

8.1 It is the intent of the County to award a contract to the responsive and responsible Bidder(s) submitting the highest total price per lot. Unless otherwise noted, Bidders must submit a price for all line items assigned to a lot to be considered for award of that lot. Bidders may respond to one or all lots, but shall only be awarded one lot per location. If a single Bidder is considered the highest responsive and responsible Bidder for more than one lot at a location, the County will contact the Bidder to determine the Bidder’s preference of lot.

8.2 In the event of a tie, the IFB tie-breaking procedures identified in the Sarasota County Procurement Manual will apply.

8.2.1. To be considered, tied bidders will be required to provide documentation certifying they have implemented a drug-free workplace program meeting the requirements stipulated in Section 287.087, Florida Statutes. Documentation must be provided within the time specified by the County at the time of request.

8.3 Preferences

Bidders wishing to be considered for Local Business Preference or American Business Preference must complete and submit a Local & American Business Certification Form with their submittal. The Local & American Business Certification Form can be found in the Vendor Questionnaire section of OpenGov.

In awarding this bid, preference shall be given to local businesses and American businesses in accordance with Section 2-215 of the Sarasota County Procurement Code.

Local and American business preferences do not apply in the award of this bid due to grant funding requirements

8.4 Contract

A draft of the contract that the successful bidder(s) will be expected to sign (a Concession Agreement) is posted on the Procurement website shown below. The County may, at its sole discretion, select a different contract type or make revisions to the one referenced above following the recommended award of this solicitation.

https://www.scgov.net/government/procurement/contract-templates

IFB Part I Revised 10/11/23 Page 4 of 4

9.0 PRICING

9.1 As applicable, all trip charges, mileage, vehicle charges, travel time and labor are to be included in the hourly rate. Only time on the job site may be charged.

9.2 As applicable, estimated usage for each item is listed in the bid. This is an estimated figure only and no guarantee is made or implied as to the actual quantities that will be acquired under resulting contracts.

Quantities listed herein are subject to increase or decrease during the term of the contract. In either occurrence, the Offeror will perform the work at the unit price as bid. The County, at its discretion, may authorize an initial contract for a greater not-to-exceed amount than that submitted by the Bidder.

10.0 COUNTY WORKPLACE COMPLIANCE

10.1 Smoking – Smoking is not permitted inside any County facility. Smoking is restricted to designated smoking areas outside a facility.

10.2 Parking – The Bidder’s representatives shall abide by all parking restrictions. The Bidder’s vehicles are subject to the same restrictions, limitations, fines and tickets as posted for any other vehicle. Where time limit restrictions exceed the required time to provide services, arrangements shall be made in advance.

10.3 Alcohol/Drugs – Service personnel under the influence of alcohol and/or non-prescription drugs are not permitted to work in County facilities.

Any person known or thought to be under these influences will be escorted off County property.

10.4 Security - The Bidder must adhere to all Sarasota County security procedures. The Bidder’s work force shall be made up of persons legally authorized to perform work in the United States. The Bidder shall, at the County’s request, submit the following information for each of their employees: name, date of birth, social security number and green card (if applicable).

10.5 Identification - The Bidder shall require all employees to visibly wear identification while on County property. Said identification shall contain a color photograph of the employee, the name of the employee and the name of the company. The Bidder shall require all employees to wear a company uniform, which shall include the name of the employee and the company. Persons not conforming to this requirement may be denied access to the building. Denial of access does not alleviate the Bidder’s responsibilities herein.

PART II

SCOPE OF SERVICES

Revised 10/07/20 Part II - Page 1 of 6 Prepared by Parks Recreation & Natural Resources Department

1. OVERVIEW

A. Background and Purpose

i. The Commercial Recreation and Tour Operator (CRTO) Program was established by Sarasota County’s Parks, Recreation and Natural Resources (PRNR) Department to support managed, permitted access for non-motorized water vessel tours and rentals at select County-owned or operated parks, beaches, and natural areas. The program aims to provide high-quality eco-tourism and recreational experiences while ensuring environmental protection and equitable public access.

ii. Currently, six (6) permitted vendors operate at Ted Sperling Nature Park and four (4) at Turtle Beach Park. These vendors offer guided tours, vessel rentals, and instructional programs involving paddleboards, kayaks, canoes, and other non-motorized watercraft.

iii. This program supports PRNR’s broader mission and vision:

Vision: A dynamic parks system that is essential to quality of life and enriches our community through participation, connection, and diverse recreational opportunities.

Mission: To provide clean, safe, and inclusive parks with diverse opportunities for all.

B. Program Goals

i. Through the CRTO Program, the County seeks to:

a. Manage and balance access for both the public and CRTOs.

b. Provide clear operational guidelines.

c. Protect, respect, and preserve Sarasota County’s natural resources.

d. Support nature-based recreation through environmental stewardship.

e. Promote meaningful visitor connections to the natural environment.

Revised 10/07/20 Part II - Page 2 of 6

C. Definitions

i. Commercial Recreation Tour Operator (CRTO)

A CRTO is an individual or entity that is properly permitted, meaning they have been issued a permit medallion by PRNR that is attached to each vessel they operate pursuant to permit requirements as described in C.iii below, and:

a. Provides non-motorized water vessel tours, water vessel rentals, lessons, or other eco-tourism programs at any Sarasota County park, beach, or property in exchange for compensation, and/or

b. Rents non-motorized water vessels for customer pick up at these locations.

ii. Non-Motorized Water Vessel

A non-motorized water vessel includes paddleboards, kayaks, canoes, rowing boats, inflatable boats, rafts, sculls, dories, and similar vessels propelled by paddles or oars.

iii. Permit Medallion

a. A Permit Medallion is a unique, County-issued identifier assigned to each CRTO for authorized operation at designated County sites. The medallion serves as proof of an active permit and must be visibly displayed during all commercial activities.

b. All CRTO vessels launching from a designated launch area must have a permit medallion securely attached before launch, remain attached during the activity, and stay in place upon return to the launch area. The only exception is the vessel used by the guide during a tour, which is not required to display a medallion.

2. OPERATING PROCEDURES

A. Concessionaire shall provide CRTO services in accordance with the current requirements outlined in the Sarasota County Parks, Recreation and Natural Resources (PRNR) ‘Procedures and Guidelines for Commercial Recreation and Tour Operator (CRTO) Concessionaires Permit Medallion Program’, attached hereto and incorporated herein as Attachment A, and as may be amended by the County from time to time.

Revised 10/07/20 Part II - Page 3 of 6

B. The CRTO program operates from two (2) park locations:

i. Ted Sperling Nature Park 190 Taft Drive, Sarasota 34236 Operating Hours: 9am-10pm

ii. Turtle Beach Park 8918 Midnight Pass Road, Sarasota 34242 Operating Hours: 6am-10pm

C. The program is organized by Location and further organized by Permit Medallion Lot ID (Lots A1, A2, A3, and B1, B2, B3), with varying quantities of Lots and Permit Medallions allocated per location, as detailed below.

D. Concessionaire shall be required to purchase Permit Medallions at commencement of the Agreement contract period (estimated to begin on March 1, 2026) and annually thereafter. The initial Permit Medallion purchase may be subject to proration based on the effective date of the agreement.

i. Payment terms for the initial Permit Medallion purchase are as follows:

a. Fifty percent (50%) of the total cost shall be due no later than ten

(10) days of the Agreement’s effective date.

b. The remaining fifty percent (50%) shall be due no later than forty-five (45) days after the Agreement’s effective date.

CRTO PROGRAM: TOTAL PROGRAM PERMIT MEDALLIONS

L o ca ti o n

A

Ted Sperling Nature Park

Permit Medallion Lot ID Total Lot Quantities

Total Permit Medallions

A1: 40 Medallions 1 40

A2: 20 Medallions 3 60

A3: 15 Medallions 2 30

L o ca ti o n

B

Turtle Beach Park

Permit Medallion Lot ID Total Lot Quantities

Total Permit Medallions

B1: 30 Medallions 1 30

B2: 20 Medallions 1 20

B3: 10 Medallions 1 10

Revised 10/07/20 Part II - Page 4 of 6

ii. For each subsequent permit year, full payment for Permit Medallion renewal shall be due no later than March 1.

iii. If the Concessionaire is providing Interim Lot Services, Permit Medallions for the associated Lot(s) must be purchased in accordance with Section 6 below.

3. COMPENSATION

A. Ted Sperling Nature Park

i. Minimum Bid per Medallion: $650.00

ii. Plus a percentage of Concessionaire’s Monthly Gross Sales as bid by Concessionaire (“Percentage Compensation”)

B. Turtle Beach Park

i. Minimum Bid per Medallion: $325.00

ii. Plus a percentage of Concessionaire’s Monthly Gross Sales as bid by Concessionaire (“Percentage Compensation”)

C. Percentage Compensation shall be remitted to the County no later than the 20th day of the following month for the preceding month’s operations.

Payments received more than ten (10) days late may be subject to a late fee of twenty-five dollars ($25.00) per day, at the County’s discretion.

D. Payments shall be made payable to Sarasota County and delivered to the County’s designated Administrative Agent as identified herein.

Alternatively, payments may be submitted via credit card, subject to applicable processing procedures.

E. Concessionaire shall submit, no later than the 20th day of each month, or as otherwise directed by the County, a Statement of Operations detailing daily gross sales from all categories of income in a format approved by the County. Each statement of Operations shall be accompanied by a signed attestation, also in a County-approved form, confirming that the reported information is true and correct.

F. In recognition of the nature of the business, including potential impacts from weather and other environmental conditions, the County defines gross sales as the grand total of all sales transactions recorded during the reporting period, less sales returns and sales discounts.

Revised 10/07/20 Part II - Page 5 of 6

4. SALES TAX REPORTING

A. Where applicable, Florida State Sales Tax (“Tax”) shall be collected and remitted in accordance with the provisions of the Florida Statutes and the Rules set forth in Chapter 12 of the Florida Administrative Code (FAC), as promulgated by the Florida Department of Revenue.

B. The Concessionaire shall provide the County with copies of the Quarterly Federal 941 returns and State Form RT-6 returns, along with evidence of payment for all taxes due, where applicable.

5. CONCESSIONAIRE RESPONSIBILITIES

A. The Concessionaire shall maintain and submit to the County an up-to-date list of all guides employed by their company.

B. All Concessionaire employees shall be clearly identifiable at all times as representatives of the company, including but not limited to wearing appropriate uniform shirts bearing the company logo.

C. All Concessionaire employees shall remain solely under the Concessionaire’s direction and control at all times.

D. Each Concessionaire crew must have at least one employee on-site capable of effectively communicating in English with County staff and the public.

E. The Concessionaire shall coordinate operations to minimize or eliminate interruptions to daily activities at any County location.

F. The Concessionaire shall be responsible for any damage caused by itself or its employees to County or third-party property and shall restore such property to the County’s satisfaction.

G. The Concessionaire shall participate in performance and project report meetings as required by the County.

H. The Concessionaire shall comply with all applicable federal, state, and local laws and regulations.

I. The Concessionaire shall provide all personnel, materials, and equipment necessary to perform the services described herein.

J. The Concessionaire shall submit participant numbers for both guided tours and rentals through the system identified by PRNR prior to scheduled use.

Revised 10/07/20 Part II - Page 6 of 6

K. The Concessionaire shall ensure that work sites consistently reflect good housekeeping and safety practices, including responsibility for all trash and debris disposal.

L. The Concessionaire shall abide by all posted park rules, County Facility Rules, and the Commercial Recreation and Tour Operator (CRTO) Concessionaires Permit Medallion Procedures and Guidelines.

M. The Concessionaire shall comply with trespass warnings and cooperate fully with the County in the enforcement of park rules and the permit program.

6. INTERIM LOT SERVICE

A. The Concessionaire may be requested to provide temporary interim services for a Lot if the Concessionaire originally designated for that Lot is unable to perform as required.

B. Annual service rates shall be prorated based on the number of months remaining in the year. The following process will be used to employ interim Lot services.

i. The County shall determine the necessity for interim Lot services, and the duration of such services.

ii. The County shall issue a written request for interim services to existing Concessionaires, including those under contract pursuant to other solicitations, in order from highest to lowest price for the Lot requiring work.

iii. The Concessionaire shall accept or reject the County’s written request in writing.

iv. If accepted, the Concessionaire will commence service within ten (10) business days.

C. If the Concessionaire accepts a County assignment for interim Lot service work, the Concessionaire shall provide the required services.

Compensation to the County—including annual Permit Medallion Fees and monthly percentage-based payments—shall be calculated based on the rates established in the Fee Schedule of the County’s contract with the Concessionaire originally designated for that Lot.

(END PART II)

PART III – INSURANCE REQUIREMENTS

Insurance Template 1 Revised 05/13/16 Page 1 of 2

CONTRACTOR’S INSURANCE

Contractor shall, on a primary basis and at its sole expense, maintain in full force and effect, at all times during the life of this Contract, insurance coverage (including endorsements) and limits as described herein. These requirements, as well as the County’s review or acceptance of insurance maintained by Contractor, are not intended to and shall not in any manner limit or qualify the liabilities or obligations assumed by Contractor under this Contract.

Insurance requirements itemized in this Contract and required of the Contractor shall extend to all subcontractors to cover their operations performed under this Contract.

The Contractor shall be responsible for any modifications, deviations, or omissions in these insurance requirements as they apply to subcontractors.

Insurance carriers providing coverage required herein must be licensed to conduct business in the State of Florida and must possess a current A.M. Best’s Financial Strength Rating of A- Class VII or better.

Each insurance policy required by this Contract shall apply separately to each insured against whom claim is made and suit is brought, except with respect to limits of the insurer’s liability.

The Contractor shall be solely responsible for payment of all premiums for insurance contributing to the satisfaction of this Contract and shall be solely responsible for the payment of all deductibles and retentions to which such policies are subject.

Contractor shall furnish Certificates of Insurance to the County Administrative Agent evidencing the types and amounts of coverage, including endorsements, required by this Contract prior to commencement of work and prior to expiration of the insurance contract, when applicable. Such Certificate(s) of Insurance shall, to the extent allowable by the insurer, include a minimum thirty (30) day notice of cancellation (10 days for non-payment of premium) or non-renewal of coverage. Notwithstanding these notification requirements, the Contractor will be required to provide County with 5-day prior written notice of any policy cancellation or non-renewal.

The County reserves the right to review, modify, reject, or accept any required policies of insurance, including limits, coverage, or endorsements, herein from time to time throughout the term of this Contract. County reserves the right, but not the obligation, to review and reject any insurer providing coverage due to its poor financial condition or failure to operate legally.

A. WORKERS’ COMPENSATION: Contractor agrees to maintain Workers’ Compensation insurance in accordance with Florida Statutes, Chapter 440.

Employers Liability to be included with a minimum limit of $500,000.00 per accident/per disease/per employee. If work is to be performed over or adjacent to navigable water and involves maritime exposure, applicable LHWCA, Jones Act, or other maritime law coverage shall be included.

PART III – INSURANCE REQUIREMENTS

Insurance Template 1 Revised 05/13/16 Page 2 of 2

In the event the Contractor has “leased” employees, the Contractor or the employee leasing company must provide evidence of a Workers’ Compensation policy for all personnel on the worksite.

Contractors who are exempt from Florida’s Workers’ Compensation law must provide proof of such exemption issued by the Florida Department of Financial Services, Bureau of Workers’ Compensation.

B. COMMERCIAL GENERAL LIABILITY: Contractor agrees to maintain Commercial General Liability per ISO form CG0001 or its equivalent, including but not limited to coverage for premises and operations, personal injury, products & completed operations, liability assumed under an insured contract, and independent contractors with limits of not less than $1,000,000.00 each occurrence, $2,000,000.00 aggregate covering all work performed under this Contract.

Contractor agrees to endorse Sarasota County Government as an additional insured on the Commercial General Liability coverage.

C. BUSINESS AUTOMOBILE LIABILITY: Contractor agrees to maintain Business Automobile Liability with limits not less than $1,000,000.00 combined single limit for each accident covering all Owned, Non-Owned & Hired automobiles used in the performance of this Contract. In the event Contractor does not own automobiles, Contractor agrees to maintain coverage for Hired & Non-Owned Auto Liability, which may be satisfied by way of endorsement to the Commercial General Liability policy or separate Business Auto Liability policy.

If the Contractor is shipping a product via common carrier, the contractor shall be responsible for any loss or damage sustained in delivery/transit.

D. MARINE LIABILITY (PROTECTION & INDEMNITY): Contractor agrees to maintain Protection and Indemnity insurance covering any vessels used in performance of services under this contract with limits not less than $1,000,000 each occurrence.

Sarasota County is to be included as an additional insured.