252777MN_Project_Documents.pdf

INVITATION TO NEGOTIATE (ITN) – PART I

ITN Part I Revised 03/05/25 Page 1 of 8

ITN #: 252777MN

ITN TITLE: SNOOK HAVEN CONCESSION SERVICES

1.0 PURPOSE

Sarasota County (“County”), a political subdivision of the State of Florida, will receive replies on the date indicated in OpenGov Procurement (OpenGov), the County’s electronic procurement portal, for the purpose of selecting a qualified respondent to provide concession services within the park to include food, beverage, sundry, and/or entertainment services within the Snook Haven Park.

Beverages may include beer, wine, wine-based beverages, and liquor.

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

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

2.0 BACKGROUND

2.1 Located on Florida’s Gulf Coast and renowned for its miles of fine white sand beaches, alluring climate, diverse ecosystems and world-class parks, sports, arts and cultural opportunities, Sarasota County is considered one of the premier communities to live in and visit in Florida.

2.2 Sarasota County manages over 50,000 acres of natural areas, most of which are open to the public for low or no-impact recreation opportunities. Additionally, Sarasota County largely encompasses the Myakka River which boasts the State of Florida’s only “Wild and Scenic River” designation. Many of the County’s natural areas including the Carlton Reserve, Deer Prairie Creek Preserve and Jelks Preserve have been strategically protected to offer residents and visitors a variety of opportunities to experience the river. Myakka River is a World Class destination location for canoeing and kayaking.

2.3 Snook Haven Park, operated by Sarasota County Parks, Recreation and Natural Resources, is located at 5000 E. Venice Ave., Venice, FL 34292 and is depicted in “Attachments A & B”, attached and incorporated herein.

3.0 RESPONDENT

3.1 For the purpose of this ITN, the term “Respondent” is defined as the legal entity submitting a response.

3.2 Respondents intending to submit a response as a joint venture with another company must provide documentation attesting to the formation of that joint venture with their response. For purposes of this solicitation, all vendors who make up the joint venture will be considered together as the Respondent.

4.0 QUALIFICATIONS

The Respondent must demonstrate successfully providing and operating https://procurement.opengov.com/portal/scgov

ITN Part I Revised 03/05/25 Page 2 of 8 concession services, food services, restaurant, or hospitality services within the past five years.

5.0 MEETINGS & SCHEDULE

An anticipated schedule is provided in the Timeline posted in OpenGov. All meetings will take place at the time, date, and location specified in the solicitation Timeline. Short-listed Respondents should be prepared to attend presentations and/or interviews either in Sarasota, Florida or virtually, at the County’s discretion.

6.0 SUBMITTAL INSTRUCTIONS

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

7.0 VENDOR QUESTIONNAIRE

All Respondents 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 Respondent’s submittal in OpenGov. Respondents 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.

8.0 WRITTEN RESPONSES

The information requested in each section below will be used by the evaluation committee to evaluate and score written responses. All submittal documents must be submitted in the Vendor Questionnaire section in OpenGov in the format requested.

8.1 Qualifications

8.1.1. Single page Letter of Interest summarizing Respondent’s qualifications.

8.1.2. Resumes of key personnel, including subcontractors, demonstrating individual qualifications and experience.

8.2 Experience

8.2.1. Narrative – Provide a narrative that describes the

Respondent’s experience, including, but not limited to the number of years in business, pertinent capabilities, and evidence of experience and resources necessary to successfully provide the requested services.

8.2.2. Foodservice Operations List - Provide a list of foodservice establishments the Respondent has operated, along with a description of the operation. For establishments operated with the Respondent as vendor to a public entity, provide contact information for that entity.

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8.3 Approach (Maximum 35 pages)

8.3.1. Approach to Operations - Provide a comprehensive project approach detailing proposed Concession services including suggested day and hours of operation. Project approach should detail any concept(s) related to the concession operation, how services will be delivered which shall include food and beverage, the proposed food, beverage, and other services provided, days and hours of operation, and anticipated resources, including staffing levels, technology and equipment should be provided.

8.3.2. Food Service Concept - Provide details pertaining to food service operation including sample menu(s) and proposed pricing of food and beverage items.

8.3.3. Organization – Provide an organizational chart identifying all key personnel and their role in the providing the requested services

8.4 Compensation

Respondent shall submit a revenue sharing proposal indicating a monthly flat fee and a monthly percentage of the gross sales that would be paid to the County. The proposal must include a substantial capital contribution from the respondent.

The proposed compensation plan shall serve as the starting point for developing a final plan, to be negotiated between the County and the successful Proposer

9.0 SELECTION PROCESS

9.1 Written Responses

9.1.1. All timely responses meeting the criteria set forth in this ITN shall be considered by the County.

9.1.2. Written responses will be evaluated and scored using the evaluation criteria in the Evaluation Criteria section of OpenGov.

9.1.3. Only respondents who submit required documentation will be eligible to receive Local and American Preference points.

9.1.4. When evaluating written responses, the evaluation committee will use the scale below to score each criterion. Only whole numbers are to be used when scoring. Scores will be given weight as indicated in the evaluation criteria in OpenGov.

ITN Part I Revised 03/05/25 Page 4 of 8

Score Description

5 Excellent

4 Very Good

3 Good

2 Satisfactory

1 Unsatisfactory

0 N/A

9.2 Presentations

9.2.1. If any member of the evaluation committee requests

presentations, presentations shall be scheduled.

9.2.2. If presentations are requested or required, the evaluation committee shall determine the number of Respondents to be short-listed for presentations prior to scoring. The format of presentation will be determined by the County and may consist of presentations, interviews, or a combination of presentations and interviews.

9.3 Ranking

Following presentations, the evaluation committee will rank the short-listed respondents. The ranking shall be based on the written responses, clarifications (if any), and information presented during presentations.

9.4 Evaluation Committee Recommendation for Negotiations

9.4.1. If presentations are not requested or required, the evaluation committee will recommend the highest scoring Respondent for negotiations, or may determine, in its sole discretion, to enter into concurrent or sequential negotiations with any or all of the short-listed respondents. Such a determination shall be made prior to scoring.

9.4.2. If presentations are requested or required, following

presentations the evaluation committee will rank the short-listed Respondents, and recommend the first ranked Respondent for negotiations, or may determine, in its sole discretion, to enter into concurrent or sequential negotiations with any or all of the short-listed Respondents. Such a determination shall be made prior to the ranking.

10.0 NEGOTIATIONS

ITN Part I Revised 03/05/25 Page 5 of 8

10.1 Sole Negotiator or Negotiation Team

10.1.1. Negotiations shall be conducted with Respondents

recommended by the Evaluation Committee by either a sole negotiator or a negotiation team, as determined by the County. As used herein, the term “Negotiator” shall mean either the sole negotiator or a negotiation team.

10.1.2. After the initial negotiation session(s) with the shortlisted Respondent(s), the Negotiator in its sole discretion shall determine whether to hold additional negotiation sessions and with which Respondent(s) it will negotiate and whether to negotiate concurrently or sequentially.

10.2 Goal of Negotiations

10.2.1. Negotiations are intended to enable the County to determine which Respondent presents the best value, whether and with whom it will contract with, and to establish the principal terms and conditions of such contract.

10.3 Reserved Rights

10.3.1. The County reserves the right to negotiate concurrently or separately with one of more of the competing Respondent, to combine competing responses, and to finalize or terminate the negotiations process at any time if the County determines such action is in its best interest for any reason.

10.3.2. All negotiations shall be conducted in the manner, time, place and scope as determined in the County’s sole discretion.

10.3.3. The County shall have the right, in its sole discretion to select from among the short-listed Respondents for negotiations or may in its sole discretion revisit Respondents not short-listed in the event negotiations with short-listed Respondents are unsuccessful . No short-listed Respondent shall have the right to participate in negotiations if not selected to do so by the County.

10.3.4. No Respondent selected for negotiations shall have the right to present supplemental or alternative replies or terms, except as expressly provided herein or as expressly requested and approved by the Negotiator and/or Procurement in writing during the negotiation process. No Respondent shall have the right to present a best and final offer, unless directed by County in its sole discretion.

10.3.5. The County, through the Negotiator, reserves the right at any time during the negotiation process to:

1. Schedule additional negotiating sessions with any or all responsive Respondents.

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2. Require any or all responsive Respondents to provide additional revised or final written Responses addressing specified topics.

3. Require any or all responsive Respondents to provide a written best and final offer.

4. Require any or all responsive Respondents to address services, prices, or conditions offered by any other Respondent.

5. Pursue a contract with one or more responsive Respondents for the services encompassed by this solicitation, any addenda thereto, and any request for additional revised or final written replies or request for best and final offers.

6. Arrive at an agreement with any responsive Respondent, finalize principal contract terms with such Respondent and terminate negotiations with any and all other Respondents, regardless of the status of or scheduled negotiations with such other Respondents.

7. Decline to conduct further negotiations with any Respondent.

8. Reopen negotiations with any Respondent.

9. Take any additional administrative steps deemed necessary in determining the final award, including additional fact-finding, evaluation or negotiation where necessary and consistent with the terms of this solicitation.

10. Review and rely on relevant information contained in the Response received pursuant to this ITN.

11. Review and rely on relevant portions of the evaluations conducted pursuant to this ITN.

12. The County has sole discretion in deciding whether and when to take any of the foregoing actions, the scope and manner of such actions, the responsive Respondent or Respondents affected and whether to provide concurrent public notice of such decision.

11.0 AWARD

11.1 It is the intent of the County to award a contract to the Respondent who, in the sole opinion of the County, is most qualified to provide the scope of services required and will provide the best value to the County.

11.2 The Negotiator will develop a recommendation as to the award that will provide the best value to the County based on the selection criteria. In

ITN Part I Revised 03/05/25 Page 7 of 8 so doing, the Negotiator is not required to score the Respondents, but will base its recommendation on the foregoing selection criteria. Any score or rank from the selection phase shall not carry over into negotiations and the Negotiator shall not be bound by those scores or rankings.

11.3 The County reserves the right to contract for a term less than or greater than the duration indicated in OpenGov.

11.4 The successful Respondent shall be required to submit proof of licenses or certifications as required by the County.

11.5 In the event of a tie, the RFP tie-breaking procedures identified in the Sarasota County Procurement Manual will apply. To be considered, tied Respondents 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.

11.6 Contract

A draft of the contract that the successful Respondent(s) will be expected to sign (a Concession Agreement) is posted on the Procurement website, shown below. The County may, in 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

12.0 CHANGES IN KEY PERSONNEL

12.1 A change in the key personnel of a short-listed firm after the submission of the response to this ITN could result in reconsideration of the scoring of applicable evaluation criteria, at the sole discretion of the County.

12.2 Any changes in the key personnel of a short-listed firm should be brought to the attention of the County as soon as possible after the change is made. The changes, the reasons for the changes, and resumes for the individuals being substituted for an individual identified in the response, must be submitted, prior to oral presentations, to the Procurement Analyst identified on the Solicitation Summary.

12.3 Decreases in scoring may result from the reconsideration of changes in the key personnel of a short-listed firm. No increases in scoring will result from the reconsideration of changes in the key personnel of a short-listed firm.

12.4 After award of a contract, the successful Respondent shall not be allowed to substitute key personnel named in this response, including subcontractors, without the prior written permission of the County.

Substitution may, in the sole opinion of the County, be grounds for cancellation of selection, or termination of contract.

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

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13.0 SECURITY DEPOSIT

13.1 The Concessionaire must provide a performance bond, an irrevocable letter of credit, or a cash deposit in the amount of $100,000.00 at the time of commencement of this Agreement (the “Security Deposit”) which shall be a security deposit to ensure performance under this Agreement. The Security Deposit shall be returned to Concessionaire upon termination for convenience pursuant to the Termination section of this Agreement or upon expiration of this Agreement, if all terms and conditions of the Agreement have been satisfied.

13.2 Execution of Bonds and Power of Attorney

13.2.1. If the successful Respondent is a partnership, each bond should be signed by each of the individuals who are partners;

if a corporation, the bonds should be signed in the correct corporate name by a duly authorized officer, agent or attorney-in-fact. The appropriate number of bonds should be executed to correspond to the number of signatories to the contract. Each executed bond should be accompanied by (a) appropriate acknowledgment of the respective parties; (b) appropriate duly certified copy of power-of-attorney or other certification of authority where bond is executed by agent, officer or other representative of successful Bidder or surety;

(c) duly certified extract from by-laws or resolutions of Surety under which power-of-attorney or other certificate of authority of its agent, officer or representative was issued.

13.2.2. Attorneys-in-fact who sign bid bonds or performance and payment bonds must file with such bond a certified copy of their power-of-attorney to sign such bonds. Attorneys-in-fact must place name, address, and telephone number on this certificate.

PART II

SCOPE OF SERVICES

RPS Library Rev. 01/31/20 Part II - Page 1 of 3 Prepared by Parks, Recreation & Natural Resources Department

1. INTRODUCTION

A. The concession facility within Snook Haven Park has reached the end of its useful life and is now under redevelopment. The County’s Capital Improvement Program (CIP) project includes:

i. A new ADA-compliant food service facility

ii. A large, accessible pavilion with covered seating

iii. An ADA-compliant viewing area near the new bandshell

iv. A new fishing pier with associated ADA-compliant parking

v. New site amenities, connectivity, and themed furnishings.

B. Attachment A illustrates the Snook Haven Park boundary and Attachment C shows an overview of all County-owned and under contract parcels in the area of E. Venice Avenue. Draft designs (as of December 14, 2024) are included as Attachment B - Concession Building, Dining Pavilion, and Music Stage.

C. The County has entered into a contract to purchase Camp Venice, which abuts Snook Haven Park. This 21-acre property has operated as a campground for over 40 years, with over 100 RV and tent camping sites.

Following acquisition (anticipated Fall of 2025), improvements will include site connectivity to Snook Haven Park, upgraded utilities, enhanced accessibility, and potentially:

i. Renovation of existing structures

ii. Addition of a small playground

iii. New pavilion

iv. Expanded parking.

D. Upon completion, the County intends to continue operating the property as a campground.

E. The mission of Parks, Recreation and Natural Resource (PRNR) is to provide clean, safe and inclusive parks with diverse opportunities for all. The vision is a dynamic parks system that is essential to quality of life and enriches the Sarasota community through participations connection and diverse recreational opportunities

F. Historically, concession operations at Snook Haven Park generated annual gross sales exceeding $2 million in each of the last three full years of operation (2021-2023).

G. Construction commenced in July 2025 and is expected to take approximately 13 months. The County intends to enter into a Concessionaire Agreement during construction and prior to facility opening.

H. Nature-based recreational services—including motorized and non-motorized water vessel services—are not included in this solicitation. These

RPS Library Rev. 01/31/20 Part II - Page 2 of 3 services will either be operated directly by the County or contracted separately.

2. PURPOSE

A. The County seeks to enter into an agreement with an experienced Concessionaire to provide food, beverage, sundry, and entertainment services within the concession area of Snook Haven Park. Beverages may include beer, wine, wine-based beverages, and liquor.

B. A potential opportunity for a satellite concession operation, functioning as a campground “general store”, may be available within the yet-to-be-formally-named Snook Haven Campground. As future improvements and operations of the campground are finalized, the County intends to extend the opportunity to the successful proposer for satellite concession services, upon completion of improvements and opening as a County-operated campground.

C. Additional opportunities for mobile vending may be available on a temporary basis to support peak season demand, high-use periods, and/or special events within Snook Haven Park and abutting parcels.

Concessionaire must submit requests for such mobile vending in writing at least 45 calendar days in advance of the proposed activity. Approval by the County is required prior to operation, and the Concessionaire shall be responsible for obtaining all required permits.

D. Concessionaire shall operate in a manner that supports the department’s mission and vision while respecting and preserving the environmental, historical, recreational, and cultural aspects of the park.

3. CONCESSIONAIRE REQUIREMENTS

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

B. Concessionaire shall provide proof of all required licenses and certifications prior to commencement of services upon request by the County and shall perform only within the scope of such licenses.

C. Required licenses and certifications may include, but are not limited to:

i. Catering License

ii. Florida Business License

iii. Food Handler License

iv. Department of Health Food Sanitation Certificate

v. Food Establishment Permit

vi. Appropriate Alcoholic Beverage License and/or Permit

RPS Library Rev. 01/31/20 Part II - Page 3 of 3

4. EQUIPMENT

A. As part of the CIP project, the Concession Area will be furnished, at minimum, with the furniture, fixtures, and equipment identified in Attachment B, Page 56 as “Base Scope” in the Comments column.

B. Any items noted as “By Others”, “By Others/Alternate”, or “Future By Others”, shall be provided by the Concessionaire at the Concessionaire’s expense.

C. The build-out illustrated in Attachment B is provided as an example only.

Final equipment selection and layout may vary depending on the Concessionaire’s proposed food service operation, subject to County approval.

5. CONCESSION SERVICES

A. In addition to food service, the sale of beer, wine, wine-based beverages, and liquor is permitted within the Concession Area.

B. Concessionaire may offer retail items, provided such items are appropriate, reasonable, and customary for a family-oriented location.

C. Concessionaire shall be responsible for the safety and general well-being of its employees, patrons, and the public in connection with daily operations.

D. Concessionaire shall take all necessary measures to ensure compliance with all applicable Federal, State, County, City, and local laws, codes, ordinances, and regulations.

6. SUSTAINABILITY CONSIDERATIONS

A. Concessionaire shall conduct operations in a manner that mitigates environmental impacts to the greatest extent practicable while maintaining compliance with all regulations and ordinances.

B. Unless otherwise approved in writing by the County, all chemicals used shall be Green Seal Certified, and certification must be clearly displayed on each container.

C. The County recommends that the Concessionaire incorporate the following operational guidelines:

i. Use of alternative, eco-friendly utensil ware and food/drink service products, with the goal of reducing or eliminating single-use plastic and packaging.

ii. Adoption of additional best practices that support sustainable operations.

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. LIQUOR LIABILITY: Contractor shall maintain liquor liability insurance on ISO Form CG 00 33 or equivalent with limits not less than $1,000,000 each occurrence, providing coverage for the selling, serving or furnishing of any alcoholic beverage. Sarasota County is to be included as an additional insured.