2653RFP_-_Halifax_Harbor_Marina_Management.pdf

1. INTRODUCTION

1.1. Summary

The City of Daytona Beach invites qualified and experienced marina management firms to submit proposals to operate, manage, maintain, market, and enhance Halifax Harbor Marina, one of Florida's premier municipal waterfront destinations. Situated on the Intracoastal Waterway, Halifax Harbor Marina is a full-service public marina offering wet slips, dry storage, fuel services, retail operations, and amenities that serve residents, visitors, and the boating community. The City is seeking a proven management partner with the expertise, vision, and resources to build upon the Marina's strong reputation while delivering exceptional customer service, operational excellence, and sound financial performance.

The selected firm will serve as a strategic partner to the City, responsible for the day-to-day management and long-term success of the Marina. Responsibilities include maximizing occupancy and revenue, maintaining first-class facilities and customer experiences, preserving and protecting public assets, ensuring regulatory compliance, promoting environmental stewardship, and implementing industry best practices. The successful proposer will also work collaboratively with the City to support long-range capital planning, infrastructure improvements, and operational efficiencies that enhance the Marina's value for future generations.

The City encourages proposals from firms with demonstrated experience managing multi-tenant public or private marinas, a strong record of financial accountability and regulatory compliance, and a commitment to innovation, transparency, and continuous improvement. This is an opportunity to partner with the City to further establish Halifax Harbor Marina as one of the premier municipal marinas in the southeastern United States.

1.2. Background

Halifax Harbor Marina is one of Florida's largest municipally owned marinas and serves as a premier recreational boating destination on the Intracoastal Waterway in Daytona Beach. The Marina offers approximately 550 wet slips, dry storage, fuel services, a ship's store, transient dockage, marine retail and service businesses, and waterfront commercial tenants. Its central location, protected harbor, proximity to the Atlantic Ocean through Ponce Inlet, and access to numerous regional boating destinations make it a significant public asset and an important economic driver for the City.

The City has invested millions of dollars in maintaining and improving the Marina over the years and remains committed to preserving Halifax Harbor Marina as a first-class public facility. Recent improvements have included dock repairs, electrical upgrades, replacement of marina equipment, facility renovations, security enhancements, and ongoing infrastructure maintenance. Additional capital improvements are planned over the coming years as the City continues to modernize the Marina and enhance the customer experience.

The City is seeking a highly qualified marina management firm that will serve as a strategic partner in advancing the Marina's long-term vision. Beyond managing day-to-day operations, the selected firm will be expected to deliver exceptional customer service, maximize occupancy and revenue, strengthen relationships with tenants and boaters, improve operational efficiencies, and maintain the Marina in

Request For Proposal #2653RFP Title: 2653RFP - Halifax Harbor Marina Management accordance with industry best practices. The City places a high value on professionalism, responsiveness, transparency, and proactive communication.

The successful proposer should also demonstrate experience managing complex waterfront facilities, overseeing multi-tenant operations, implementing technology-driven customer service solutions, maintaining regulatory compliance, and assisting with long-term capital planning. The City is particularly interested in firms that can identify opportunities to improve financial performance, expand services, leverage technology, and position Halifax Harbor Marina as one of the premier municipal marinas in the southeastern United States.

The City views this procurement as more than a management contract—it is an opportunity to establish a long-term partnership with a firm that shares the City's commitment to excellence, public stewardship, environmental responsibility, and continuous improvement. The selected operator will play a key role in helping shape the future of Halifax Harbor Marina while preserving one of Daytona Beach's most valuable waterfront assets.

Looking ahead, the City is evaluating the development of a comprehensive Marina Master Plan to guide future investments and identify opportunities to enhance marina infrastructure, expand amenities, improve resiliency, and increase revenue-generating opportunities. The selected operator will be expected to actively participate in this planning effort by providing operational expertise, identifying industry best practices, and assisting the City in implementing long-term strategic improvements.

1.3. Contact Information

Purchasing Purchasing

Purchasing Agent

301 S. Ridgewood Ave.

Daytona Beach, FL 32114

Email: purchasing@daytonabeach.gov

Phone: (386) 671-8082

Department:

Business Enterprise Management

1.4. Timeline

Release Project Date September 24, 2026 mailto:purchasing@daytonabeach.gov tel:(386)671-8082

Pre-Proposal Meeting (Non-Mandatory) October 2, 2026, 2:00pm

Join:

https://teams.microsoft.com/meet/211319205291

364?p=Dn3irtYfZ3ihJYw04t

Meeting ID: 211 319 205 291 364

Passcode: Kn3u5cE2

Dial in by phone

+1 312-667-7230,,68903717# United States, Chicago

Phone conference ID: 689 037 17#

Question and Request for Interpretation

Submission Deadline

October 22, 2026, 5:00pm

Proposal Submission Deadline October 29, 2026, 3:00pm

Join:

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054?p=WYuDRr5ebcRj1FwazG

Meeting ID: 255 642 139 393 054

Passcode: BW38xV3h

Dial in by phone

+1 312-667-7230,,735498693# United States, Chicago

Phone conference ID: 735 498 693#

2. DEFINITIONS

THESE TERMS ARE STANDARD FOR ALL SOLICITATIONS ISSUED BY THE CITY OF DAYTONA BEACH. THE CITY

MAY DELETE, SUPERSEDE, OR MODIFY ANY OF THESE FOR A PARTICULAR SOLICITATION BY USE OF SPECIAL

PROVISIONS.

Certain terms used herein will have the following meanings. Note some defined terms are not relevant to this

Solicitation:

Addenda means written or graphic instruments issued prior to the end of the Offer Phase which clarify, correct, or change the Solicitation documents or Contract documents. Also means Addendum.

Bid means Solicitation Submission, or Proposal, submitted by a Bidder on the prescribed forms setting forth the prices for the work to be performed, and in the case of a Request for Proposals, the credentials, qualifications, and proposed project approach.

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Bidder one who submits a response to a Solicitation; also means Proposer or Respondent.

City means The City of Daytona Beach, unless the context indicates otherwise, includes the City’s officers, employees, and agents.

Commodities means the supplies, materials, goods, merchandise, food, equipment, or other personal property, excluding real property, that the Bidder will be obligated to provide the City under any resulting Contract.

References to commodities shall mean goods.

Contract means the form Contract, if any, required by the City in order to integrate all terms and conditions therein, provided by the City for the Bidder’s execution and includes 1) the Solicitation documents 2) the Offer

Package, 3) the Resolution or Ordinance 4) all Purchase Orders issued pursuant to the Solicitation documents

5) all amendments that may after the date of award be executed by the Bidder and the City 6) any addenda 7) any other Solicitation Documents. Also means an Agreement to purchase Goods or Services or both, regardless of whether the agreement is reduced to a single written document.

Electronic Signature means the original signature transmitted and received via electronic transmission of a scanned document, (e.g., PDF or similar format) and are true and valid signatures for all purposes hereunder and shall bind the parties to the same extent as that of an original signature. Any such electronic counterpart shall be of sufficient quality to be legible either electronically or when printed as hardcopy. The City shall determine legibility and acceptability for public record purposes.

Florida Prompt Payment Act means F.S. §§ 255.0705—255.078, as amended from time to time.

Goods means the supplies, materials, commodities, merchandise, food, equipment, or other personal property, excluding real property, that the Bidder will be obligated to provide the City under any resulting

Contract. References to Goods shall mean Commodities.

Local Vendor means a person or business entity which has maintained a permanent place of business with full-time employees within the city limits for a minimum of six months prior to the date Offers were received for the purchase or Contract at issue, which generally provides from such permanent place of business the kinds of Goods or Services solicited, and which at the time of the Solicitation fully complies with state and local laws, including City zoning and licensing ordinances.

Notice of Intent to Award (NOI) means a written notice given by the City stating that staff is recommending award to the listed Proposer. It includes instructions for completing and submitting any Contract that accompanies the NOI.

Offer means Solicitation Submission, Bid, or Proposal, submitted by a Bidder on the prescribed forms setting forth the prices for the work to be performed, and in the case of a Request for Proposals, the credentials, qualifications, and proposed project approach.

Platform means OpenGov, the software currently used by the City. All communications regarding this

Solicitation will be posted at www.codb.us/841/purchasing through the Public Solicitations link. Bidders MUST submit Offers through the Platform. The Platform is utilized by the City and the Bidders to: 1) Allow Bidders to register and manage their company records, 2) Post and issue City Solicitation packages for Bidders from inception to award of a Solicitation, 3) Allow Bidders to submit an Offer Package online, electronically, through the Platform, 4) Allow Bidders to view all public record documents related to an online Solicitation.

Pricing Sheet means the area within the Platform where Bidders will provide their pricing response for the

Solicitation. Also known as Bid Schedule.

Proposal means Solicitation Submission, or Bid, submitted by a Bidder on the prescribed forms setting forth the prices for the work to be performed, and in the case of a Request for Proposals, the credentials, qualifications, and proposed project approach.

Proposer means one who submits a response to a Solicitation; also means Bidder or Respondent

Purchase Order means a written document to an awarded Proposer formalizing the terms and conditions of a proposed transaction.

Respondent one who submits a response to a Solicitation; also means Proposer or Bidder.

Responsible refers to a Proposer that has the necessary skills, ability, capacity, and capability to perform the work required under a Solicitation and is otherwise eligible for award.

Responsive means conforming in all respects to the Solicitation Package, except minor irregularities.

Services means a Proposer's ability to comply with promised delivery dates, specifications, and technical assistance. Also means the furnishing of labor, time, or other form of effort.

Solicitation means the group or collection of information that constitutes detailing the requirements and requesting responses or submittals from eligible Proposers. The information may be in the form of electronic documents, files, and information contained in data fields in the Platform.

Solicitation Deadline means the specific date a time that a Solicitation is due. No Offers will be accepted after this time.

Tabulation Sheet means the opening results of a Solicitation. The Proposer's name, City, and Offer Price will be recorded for Invitations to Bid.

Vendor means Contractor, Consultant, Respondent, Supplier or Proposer to whom the Contract is awarded.

3. SCOPE OF WORK

3.1. GENERAL MANAGEMENT RESPONSIBILITIES

The Operator shall be responsible for the professional management, operation, maintenance, marketing, and administration of Halifax Harbor Marina as a premier public marina and waterfront recreational facility. The Operator shall operate the Marina in a safe, efficient, customer-focused, and financially responsible manner while preserving the City's assets and enhancing the overall customer experience.

The Operator shall manage the Marina for the benefit of the general public by providing high-quality dockage, marine services, and recreational amenities in accordance with industry best practices, applicable laws and regulations, and the policies and objectives established by the City. The Operator is expected to continuously identify opportunities to improve operational efficiency, customer satisfaction, occupancy, revenue generation, and long-term asset preservation.

At a minimum, the Operator shall provide comprehensive management services including, but not limited to:

• Daily marina operations and administration

• Slip assignments, occupancy management, and reservation administration

• Liveaboard program administration and compliance

• Transient dockage management

• Fuel dock operations and environmental compliance

• Ship store and retail operations

• Customer service, tenant relations, and public engagement

• Marina maintenance, cleanliness, and facility inspections

• Preventive maintenance and routine repairs

• Grounds maintenance and landscaping coordination

• Security coordination and access control

• Vendor and contractor coordination

• Marketing, advertising, and promotional activities

• Financial management, reporting, and revenue collection

• Regulatory compliance and environmental stewardship

• Emergency preparedness, hurricane planning, and incident response

• Capital improvement planning and asset management

• Grant identification and assistance with grant applications

• Technology implementation and customer service enhancements

• Coordination with City staff regarding operations, maintenance, capital projects, and policy implementation

The Operator shall perform all services in a manner that reflects positively on the City and supports the

City's vision of maintaining Halifax Harbor Marina as one of the premier municipally owned marinas in the southeastern United States. The City expects the selected Operator to serve not only as the day-to-day manager of the facility, but also as a strategic partner that proactively recommends innovative solutions, operational improvements, and long-term initiatives that enhance the Marina's financial sustainability, customer experience, and overall value.

3.2. CUSTOMER SERVICE PROGRAM

The Operator shall develop, implement, and maintain a comprehensive Customer Service Management

Program designed to promote exceptional customer experiences, strengthen tenant relationships, and continuously improve marina operations. The program shall include, at a minimum:

• Conduct customer satisfaction surveys at least annually, with additional surveys or feedback opportunities as deemed appropriate.

• Establish and maintain a formal customer complaint and service request tracking system that documents issues, response times, corrective actions, and resolutions.

• Develop written customer service standards, including response and resolution timeframes for customer inquiries, complaints, and maintenance requests.

• Submit quarterly Customer Service Reports to the City summarizing customer satisfaction results, complaints received, response times, resolutions, trends, and recommendations for operational improvements.

• Maintain an ongoing Marina communication program that keeps customers informed of Marina operations, projects, events, policy updates, emergency notifications, and other relevant information through newsletters, email communications, text alerts, social media, the Marina website, or other appropriate communication platforms.

• Proactively engage with Marina customers to identify opportunities to improve services, facilities, amenities, and the overall customer experience.

• Develop and implement customer retention initiatives designed to promote long-term tenant satisfaction and increase occupancy.

• Recommend operational improvements, technology enhancements, and amenity upgrades that enhance customer satisfaction and position Halifax Harbor Marina as a premier municipal marina.

The Operator shall foster a culture of professionalism, responsiveness, and continuous improvement, recognizing that exceptional customer service is fundamental to the long-term success of Halifax Harbor

Marina.

3.3. FINANCIAL ACCOUNTABILITY AND PURCHASING COMPLIANCE

The Operator shall exercise sound financial stewardship and strictly comply with all applicable City purchasing, procurement, accounting, financial management, and internal control policies and procedures. The City will provide the selected Operator with copies of all applicable financial and purchasing policies, which shall be incorporated into the Operator's business practices and adhered to throughout the term of the Agreement.

At a minimum, the Operator shall:

• Maintain complete, accurate, and auditable financial records in accordance with generally accepted accounting principles (GAAP), where applicable, and all City policies.

• Prepare and submit complete monthly financial reports and any additional financial information requested by the City.

• Maintain effective inventory management and inventory control procedures for all fuel, retail merchandise, equipment, supplies, and other Marina assets.

• Maintain appropriate segregation of duties over purchasing, receiving, inventory, cash handling, and payment approvals to reduce the risk of fraud or error.

• Ensure that all expenditures are properly authorized, supported by adequate documentation, and made solely for legitimate Marina business purposes.

• Comply with all City purchasing policies, purchasing thresholds, competitive procurement requirements, and contract administration procedures.

• Cooperate fully with the City's Internal Auditor, external auditors, independent auditors, the

Florida Auditor General, and any other authorized governmental review or audit.

• Promptly provide financial records, supporting documentation, contracts, invoices, receipts, inventory records, and other information requested by the City.

• Maintain all financial and operational records in accordance with Florida's Public Records Law

(Chapter 119, Florida Statutes) and applicable records retention requirements.

The Operator shall establish, maintain, and continuously evaluate a comprehensive system of internal controls designed to safeguard public funds and City assets, ensure accurate financial reporting, prevent fraud, theft, waste, abuse, unauthorized purchases, inventory losses, and conflicts of interest, and promote compliance with all applicable laws, regulations, and City policies. The Operator shall promptly notify the City of any known or suspected financial irregularities, control deficiencies, or instances of fraud, theft, or misuse of public assets.

3.4. CAPITAL IMPROVEMENT AND ASSET MANAGEMENT

The Operator shall prepare, maintain, and annually update a comprehensive Five-Year Capital

Improvement and Asset Management Plan designed to preserve, enhance, and maximize the long-term value of Halifax Harbor Marina. The plan shall serve as a strategic planning tool to assist the City in prioritizing capital investments, budgeting for future infrastructure needs, and identifying opportunities to improve operational efficiency, customer service, and revenue generation.

At a minimum, the plan shall include:

• Comprehensive marina infrastructure assessments

• Dock, pier, seawall, and bulkhead condition assessments

• Electrical distribution system evaluations

• Fire protection and life safety system evaluations

• Boat ramp and launching facility assessments

• Water, wastewater, stormwater, and utility infrastructure evaluations

• Building, bathhouse, laundry, and facility condition assessments

• Parking lot, roadway, lighting, signage, and landscaping assessments

• Equipment and vehicle replacement schedules

• Asset life-cycle analysis and replacement recommendations

• Prioritized capital improvement projects with estimated costs and implementation schedules

• Recommended funding strategies, including phased implementation where appropriate

• Identification of operational efficiencies and cost-saving opportunities

• Potential state, federal, and private grant opportunities

• Recommendations for improving resiliency, sustainability, and environmental stewardship

The Operator shall work collaboratively with the City in developing and implementing the Capital

Improvement and Asset Management Plan and shall assist the City in identifying, pursuing, and administering applicable state, federal, and other grant opportunities. The Operator shall also provide technical assistance, operational expertise, and supporting documentation necessary to secure funding for capital improvement projects and the long-term development of Halifax Harbor Marina.

3.5. MAINTENANCE AND INFRASTRUCTURE MANAGEMENT

The Operator shall annually prepare and submit a recommended Operating Budget and Capital

Improvement Budget for Halifax Harbor Marina in accordance with the budget schedule, policies, and procedures established by the City. The proposed budgets shall identify anticipated operating revenues and expenditures, capital improvement priorities, equipment replacement needs, and recommendations for improving operational efficiency and financial performance.

The City shall retain responsibility for approving all operating and capital budgets and will provide funding for maintenance and capital improvements as appropriated by the City Commission. The Operator shall assist the City in identifying maintenance priorities, forecasting future capital needs, and recommending funding strategies to preserve and enhance the Marina's infrastructure and public assets.

Throughout the term of the Agreement, the Operator shall maintain the Marina in a safe, clean, attractive, and first-class condition consistent with the standards of a premier municipal marina. The Operator shall provide all routine, preventive, and corrective maintenance necessary to preserve the Marina's facilities and infrastructure, minimize service interruptions, protect public assets, and provide a positive customer experience. Maintenance activities shall be performed in accordance with industry best practices and to the satisfaction of the City Manager or designee.

The Operator shall establish, implement, and maintain a comprehensive Preventive Maintenance

Program that includes regularly scheduled inspections, maintenance, testing, and servicing of all Marina facilities and infrastructure, including but not limited to:

• Docks, piers, floating docks, gangways, pilings, and seawalls

• Electrical distribution systems and shore power equipment

• Fuel dock facilities, fuel dispensing systems, and environmental protection equipment

• Water, wastewater, stormwater, and utility infrastructure

• Pump-out facilities

• Buildings, bathhouses, laundry facilities, and other Marina structures

• Parking lots, sidewalks, lighting, signage, and fencing

• Landscaping, irrigation systems, and grounds maintenance

• Fire protection, life safety, and emergency equipment

• Security cameras, access control systems, gates, and related security infrastructure

• Marina vehicles, equipment, and other City-owned assets

The Operator shall maintain a computerized maintenance management system (CMMS) or equivalent work-order tracking system to document inspections, preventive maintenance, repairs, service requests, response times, and completed work. The Operator shall provide the City with monthly maintenance reports summarizing completed work orders, outstanding maintenance items, preventive maintenance activities, emergency repairs, recurring issues, and recommendations for capital improvements or asset replacement.

The Operator shall promptly notify the City of any condition that presents a safety hazard, regulatory concern, or significant risk to the Marina's infrastructure or operations and shall provide recommendations for corrective action and estimated repair costs.

3.6. SAFETY, SECURITY, AND RISK MANAGEMENT

The Operator shall be responsible for coordinating and promoting a safe and secure environment for

Marina customers, tenants, visitors, employees, and City assets. The Operator shall work collaboratively with the City and applicable public safety agencies to prevent incidents, protect public property, and ensure preparedness for emergencies.

At a minimum, the Operator shall:

• Coordinate day-to-day marina security operations, including monitoring security systems, access controls, gates, and lighting.

• Develop, implement, and maintain written security procedures and incident reporting protocols.

• Promptly report all accidents, injuries, criminal activity, environmental incidents, and property damage to the City and appropriate authorities.

• Conduct routine safety and security inspections of marina facilities, docks, buildings, equipment, and grounds, and promptly correct or report identified hazards.

• Maintain accurate records of incidents, inspections, corrective actions, and follow-up activities.

• Recommend security, safety, and operational improvements to protect customers, employees, and City assets.

• Develop, maintain, and periodically update emergency preparedness, hurricane response, evacuation, and business continuity procedures.

• Participate in emergency planning, training exercises, and post-incident evaluations as requested by the City.

• Coordinate and maintain positive working relationships with the Daytona Beach Police

Department, Daytona Beach Fire Department, Florida Fish and Wildlife Conservation

Commission (FWC), U.S. Coast Guard, Emergency Management, and other applicable local, state, and federal agencies.

• Ensure Marina staff receive appropriate training in emergency response, safety procedures, environmental protection, and incident reporting.

The Operator shall maintain a proactive approach to risk management and continuously evaluate opportunities to improve the safety, security, and resiliency of Halifax Harbor Marina through operational improvements, staff training, technology enhancements, and coordination with public safety partners.

This version is more strategic, emphasizes risk management and collaboration, and aligns well with the standards expected of firms like Safe Harbor, Suntex, IGY, Oasis, and F3 Marina.

3.7. HURRICANE PREPAREDNESS AND DISASTER RESPONSE

The Operator shall develop, maintain, and annually update a comprehensive Hurricane and Emergency

Operations Plan designed to protect life, property, and Marina assets while ensuring an organized and efficient response to hurricanes, tropical storms, severe weather events, environmental incidents, utility failures, fires, security incidents, and other emergencies. The Plan shall be consistent with applicable federal, state, and local laws, regulations, and emergency management guidance, and shall be subject to review and approval by the City.

At a minimum, the Plan shall include:

• Hurricane and severe weather preparedness procedures

• Emergency response procedures for natural and man-made disasters

• Customer, tenant, and liveaboard notification and communication procedures

• Vessel accountability and occupancy tracking procedures

• Emergency contact lists for staff, tenants, emergency responders, contractors, and utility providers

• Coordination procedures with the City, Daytona Beach Fire Department, Daytona Beach Police

Department, Volusia County Emergency Management, Florida Fish and Wildlife Conservation

Commission (FWC), U.S. Coast Guard, and other appropriate agencies

• Procedures for securing marina facilities, fuel systems, utilities, equipment, and City assets before an emergency

• Evacuation procedures for employees and occupants, when applicable

• Damage assessment and post-storm inspection procedures

• Debris removal and environmental response procedures

• Business continuity, recovery, and reopening procedures

• Procedures for documenting damages, maintaining records, and assisting the City with insurance and disaster reimbursement claims

• Annual review, training, and updates to ensure the Plan remains current and effective

The Operator shall conduct periodic training with Marina personnel on emergency procedures and shall participate in emergency preparedness exercises or planning meetings as requested by the City. Following any significant emergency event, the Operator shall prepare an after-action report identifying lessons learned and recommending improvements to emergency response procedures.

This version reflects the expectations of sophisticated marina operators while ensuring the City has a robust emergency management framework that extends beyond hurricane preparedness.

3.8. REPORTING REQUIREMENTS

The Operator shall prepare and submit comprehensive monthly management reports to the City no later than the 15th day of the following month, unless otherwise approved by the City. Reports shall include performance metrics, operational updates, financial information, and recommendations necessary for the

City to effectively monitor marina operations and evaluate contract performance.

At a minimum, each monthly report shall include:

• Slip occupancy, transient occupancy, and dry storage utilization statistics

• Revenue summaries and year-to-date financial performance compared to budget

• Accounts receivable aging and delinquency reports

• Customer satisfaction metrics, customer feedback, and complaint summaries, including resolutions

• Maintenance activities, preventive maintenance completed, and outstanding work orders

• Capital improvement project status, including schedules, budgets, and progress updates

• Security, safety, environmental, and emergency incident summaries

• Marketing, advertising, promotional activities, and occupancy initiatives

• Staffing updates, including vacancies, training activities, and organizational changes

• Regulatory compliance updates, inspections, permits, and environmental matters

• Grant opportunities identified, funding applications submitted, and grant project status

• Major operational issues, risks, or challenges requiring City attention

• Recommendations for operational improvements, capital investments, cost-saving measures, and revenue enhancement opportunities

• A summary of significant accomplishments and priorities for the upcoming month

The Operator shall promptly notify the City of any significant operational, financial, safety, environmental, legal, or regulatory issue that may materially affect the operation of Halifax Harbor Marina and shall provide recommendations for corrective action.

4. SPECIAL PROVISIONS

4.1. MINIMUM QUALIFICATIONS

To be considered responsive, the Proposer shall demonstrate that it possesses the experience, qualifications, financial capacity, and organizational resources necessary to successfully operate and manage Halifax Harbor Marina.

At a minimum, the Proposer shall:

• Have been actively engaged in the professional management and operation of marinas or comparable waterfront facilities for a minimum of five (5) consecutive years immediately preceding the proposal submission deadline.

• Demonstrate a successful track record in managing marinas of similar size, complexity, and scope, including experience with public or private marina operations, customer service, financial management, maintenance, regulatory compliance, and capital improvement planning.

• Maintain a permanent business office and possess sufficient organizational capacity, qualified personnel, equipment, technology, and financial resources to perform all services required under this Request for Proposals.

• Demonstrate the ability to successfully manage a full-service marina, including wet slip operations, fuel services, retail operations, maintenance, emergency preparedness, and customer relations.

• Be properly licensed and authorized to conduct business in the State of Florida and remain in good standing throughout the term of the Agreement.

The City reserves the right to determine whether a Proposer possesses the experience, financial stability, staffing, and operational capabilities necessary to successfully perform the services required under this

Request for Proposals

4.2. E-VERIFY

E-Verify. - The Proposer (and its subcontractors) have an obligation to utilize the U.S. Department of

Homeland Security’s (DHS) E-Verify system for all newly hired employees. By executing this Contract, the

Proposer certifies that it is registered with, and uses, the E-Verify system for all newly hired employees.

The Contractor must obtain an affidavit from its subcontractors in accordance with paragraph (2)(b) of section 448.095, F.S., and maintain a copy of such affidavit for the duration of the Contract.

This section serves as notice to the Proposer regarding the requirements of section 448.095, F.S., specifically sub-paragraph (2)(c)1, and the City’s obligation to terminate the contract if it has a good faith belief that the Proposer has knowingly violated section 448.09(1), F.S. If terminated for such reason, the

Proposer will not be eligible for award of a public contract for at least one year after the date of such termination. The City reserves the right to order the immediate termination of any contract between the

Proposer and a subcontractor performing work on its behalf should the City develop a good faith belief that the subcontractor has knowingly violated section 448.095(1), F.S.

4.3. RESTRICTIONS, PROHIBITIONS

A. A person or affiliate who has been placed on the Convicted Vendor List following a conviction for a public entity crime may not submit a Proposal to provide any goods or services to a public entity; may not submit a Proposal on a contract with a public entity for the construction or repair of a public building or public work; may not submit a Proposal on leases of real property to a public entity; may not be awarded or perform work as a Contractor, Supplier, subcontractor or Consultant under a contract with any public entity; and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, Florida Statutes, for

CATEGORY TWO for a period of 36 months from the date of being placed on the Convicted

Vendor List.

B. In accordance with Section 287.134, Florida Statutes, an entity or affiliate who has been placed on the Discriminatory Vendor List, kept by the Florida Department of Management Services, may not submit a Proposal to provide goods or services to a public entity; may not submit Proposal with a public entity for the construction or repair of a public building or public work; may not submit proposals on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor or consultant under a contract with any public entity; and may not transact business with any public entity.

C. An entity or affiliate who has had its Certificate of Qualification suspended, revoked, denied or have further been determined by the Department to be a non-responsible Contractor may not submit a Proposal or perform work for the construction or repair of a public building or public work on a contract with the Recipient.

D. No funds received pursuant to this Agreement may be expended for lobbying the Florida

Legislature, judicial branch or any state agency.

5. GENERAL CONDITIONS

THIS IS NOT A BID. This is a Request for Proposals issued in accordance with The City of Daytona Beach

Code Chapter 30, Division 3, “Source Selection and Contract Formation”. The Request for Proposal specifies the product(s) or services needed and lists the criteria upon which the Proposals will be evaluated. When received, Proposals will be reviewed and ranked in order, beginning with the one deemed most advantageous to the City. Negotiations will commence with the selected Proposer(s). Upon completion of satisfactory negotiations, the Contract negotiated as the best will be recommended to the

City Commission. A copy of Chapter 30 may be obtained upon request.

5.1. ELECTRONIC PLATFORM

To ensure consideration of your Proposal, please follow these instructions.

The City will only accept online Proposals for this Solicitation through the Platform accessible through

Opengov, the City's online procurement Platform. All solicitations can be accessed through the City’s website: www.codb.us/841/Purchasing under the link to “Public Solicitation”, then by selecting the proper solicitation.

No other forms of online Proposals will be accepted. All Proposals not in compliance with the conditions specified herein are subject to rejection.

Interested Proposers shall contact OpenGov Procurement Support related to any inquiries related to the software. Proposers may contact Support via the blue chat bubble in the bottom right corner of an

OpenGov Procurement webpage or can reach out via email at procurement-support@opengov.com or via phone at (855) 680-4747.

5.2. REQUESTS FOR INTERPRETATIONS

If the Proposer is in doubt as to the meaning of any of the Solicitation Documents or other Exhibits included in this Solicitation, the Proposer may submit a question through the Platform. Such requests must be received by the deadline communicated in the Timeline in the INTRODUCTION in order to be considered. The City is not obligated to respond to such requests.

5.3. ADDENDA TO SOLICITATION DOCUMENTS

Prior to Solicitation opening, the City may, on the City’s own initiative or in response to a request for clarification, furnish Addenda, or answer questions via the Platform for additions or alterations to the

Solicitation Documents previously supplied by the City. In addition, the City may by Addendum extend the date scheduled for Solicitation opening. The Purchasing representative will make reasonable efforts through the Platform to notify all potential Suppliers of the issuance of an Addendum. The City’s

Purchasing web site address is www.codb.us/841/Purchasing; Addenda may be found under the “Public

Solicitations” link.

Any clarification or interpretation issued by the City in the form of a written Addendum will be deemed to be a part of the Solicitation Documents. No oral clarification or interpretation will be binding. However, the Proposer is solely responsible for ensuring that the Proposal submitted reflects all such

Addenda/Questions and Answers.

5.4. EXECUTION OF OFFER

The City will only accept Offers online through the Platform. No paper Offers will be accepted.

All electronic files uploaded must be in a common format accessible by software programs the City uses.

Those common formats are generally described as Microsoft Word (.doc or .docx), Microsoft Excel (.xls or https://procurement.opengov.com/portal/codb/projects/280853/document?section=2710509

.xlsx), Microsoft Power Point (.ppt or pptx), or Adobe Portable Document Format (.pdf.). Bidders will not secure, password protect or lock uploaded files; the City must be able to open and view the contents of the file. Bidders will not disable or restrict the ability of the City to print the contents of an uploaded file.

Scanned documents or images must be of sufficient quality, no less than 150 dpi, to allow for reading or interpreting the words, drawings, images or sketches. The City may disqualify any Offer that does not meet the criteria stated in this paragraph.

5.5. WITHDRAWAL OF OFFERS

The Proposer may withdraw their submission and resubmit anytime until the specified opening date and time, (i.e., the end of the Offer Phase). Once the Offer Phase has ended the City will be able to view the submissions and begin the evaluation of all Proposals received.

Mere negligence on the part of the Proposer in preparing the Offer does not constitute a right to withdraw the Proposal after opening.

5.6. OPENING DATE

The opening of Proposals will be scheduled at the date and time specified by the Solicitation, or as changed by Addenda or response that the City may issue. At opening, the City will open and record the Proposals so long as they are proper and have been timely submitted. In recording the Proposals, the City will state the name of the Proposer. The Tabulation Sheet will be created on the Platform by the Purchasing representative. The Proposer is solely responsible to ensure that the Proposal is submitted online prior to the end of the Offer Phase. Late Submissions will not be accepted.

5.7. COOPERATIVE PURCHASING

All Proposers awarded Contracts from this Solicitation are required to permit governmental entities to participate in the Contract under the same terms, and conditions except those allowances may be made for differences in delivery costs.

5.8. GENERAL REVIEW PROCEDURES

The Purchasing Code, Chapter 30, Code of the City of Daytona Beach, sets forth the general review procedures for competitive sealed Offers. Under the Purchasing Code, the City Manager is required to evaluate and rank Responsive Proposals in accordance with the criteria identified in the Solicitation.

Before submitting a recommendation for final action on this Solicitation to the City Commission, the City

Manager is authorized to “shortlist’ and negotiate with one or more of the Proposers who submitted the highest ranked Proposals. As part of these negotiations, the City Manager may request revised Offers from shortlisted Proposers.

The City Manager has adopted a policy delegating the task of initially ranking Responsive Offers to a

Selection Committee. The Selection Committee may require personal interviews with Proposers before submitting its recommendations to the City Manager.

5.9. REJECTION OF OFFERS

The City reserves the right to reject any or all Proposals in whole or in part and to award by items, parts of items, or by any aggregate group of items specified. The City also reserves the right to waive technical defect when in its judgment the best interests of the City thereby will be served.

5.10. AWARD

The award will be made by the City to the Proposer most qualified and offering the best value to the City, which will be determined by evaluation of Proposals using the evaluation criteria contained in the

Solicitation, and in accordance with applicable rules and regulations governing the purchase and Contract adopted and established by the City, and the State of Florida.

Any Contract resulting from this Solicitation may, in the alternative, be awarded by the City of Daytona

Beach Community Redevelopment Agency (CRA). Therefore, any Offers submitted in response to this

Solicitation shall be deemed to be Offers to the CRA as well as the City. Any final written contract may be with the CRA instead of the City, and in such instances, any required insurance, performance and payment bonds, may be required to run in favor of the CRA in addition to or in lieu of the City.

5.11. SELECTION PROCESS

For the purpose of selecting the most qualified Proposal, the City will use a competitive selection process as set forth in pertinent City and State procurement requirements. The procedure will involve the following steps:

A. The City will advertise and email notice of formal Requests for Proposals to interested Proposers.

The City’s Selection Committee will review, rank, and shortlist all Proposals received by the established deadline for submission. Oral presentations by the short-listed Proposers to clarify their Offers may be required. These presentations will serve to explain implementation techniques integral to the written Proposal. Subsequent to the receipt of Proposals, the City may schedule a time for each requested oral presentation at a place convenient to the City.

B. The City’s Selection Committee will then rank each Proposal and prepare a recommendation for approval by the City Manager. Upon receipt of the City Manager’s approval, the City’s Project

Manager shall negotiate a contract with the highest ranked Proposer(s) approved by the City

Manager. Should the Project Manager be unable to negotiate a satisfactory contract with the any of the shortlisted Proposers, the City Manager, or designee, shall terminate such negotiations with any or all of the shortlisted Proposers and begin negotiations with remaining Proposers based on ranking, until negotiations are successful or this Solicitation is cancelled.

C. The City Commission has the sole authority to bind the City to the terms and conditions of a contract that has been approved in a public meeting of the City Commission. The City

Commission reserves the right to modify or reject any contract for the acquisition of goods and/or services submitted to it for consideration.

5.12. LICENSES, PERMITS, AND FEES

All Proposals submitted shall include in the price the cost of any business or professional licenses, permits or fees required by the City and any agency having jurisdiction over the Services solicited through this Request for Proposal.

5.13. PATENT INFRINGEMENT

By submission of a Proposal, the Proposer certifies that the Services to be furnished will not infringe any valid patent, copyright, or trademark and the successful Proposer shall, at his/her own expense, defend any and all actions or suits charging such infringement and hold the City harmless in case of any such infringements.

5.14. TAXES

All Proposals shall be exclusive of federal taxes. Tax exemption certificates will be furnished upon request.

5.15. FLORIDA PUBLIC RECORDS LAW

Sealed Offers received by the City pursuant to the Request for Proposals will be temporarily exempt from disclosure in accordance with Florida’s Public Records Laws. F.S. §119, states that Offers are not public record for 30 days from the date of the opening of the Offers or the date a Notice of Intent to Award is posted, whichever is first. Thereafter, all Offers will be open for a personal inspection by any person pursuant to Public Records Law.

If the Proposer believes that the Offer or any portion thereof is permanently exempt from disclosure under the public records laws, the Proposer must state the grounds for this position in CAPITAL LETTERS in a certified letter addressed to the Purchasing Agent and received at least 3 days prior to the Offer opening. The Proposer will be contacted prior to the opening of the Offer and a determination will be made as to whether or not it is exempt prior to opening. If a determination is made that it is not exempt from disclosure, the Proposer may in writing request the return of the sealed Proposal.

5.16. QUALIFYING PROPOSERS

Prior to awarding of Offer, the City may require submission by Proposer of complete financial statement and questionnaire describing Proposer’s financial ability and experience in performance of similar work.

5.17. RULES AND REGULATIONS

All work performed under this agreement shall be in strict compliance with local, State and Federal laws, rules and regulations. Proposer shall assume all liability for fines and penalties assessed by the authorities for any infractions.

5.18. NO COSTS

The City of Daytona Beach bears no responsibility for any costs incurred in the preparation of the

Proposal.

5.19. INTERNET/WEB SERVICES

For the purposes of this paragraph, any Services or products offered to the public via the internet or online must comply with WCAG 2.0 AA in order to be deemed ADA compliant. The City will provide Contractor with prompt written notice with respect to any ADA deficiencies of which the City is aware and Contractor will promptly correct such deficiencies. If the County, the Department of Justice, or other governmental entity tasked with the enforcement of the ADA ("Enforcement Agency") notes any deficiency in the facilities, practices, services, or operations of the Contractor furnished or provided in connection with this

Agreement, Contractor shall, at no additional charge or cost to the City, immediately cure any such deficiencies without delay to the satisfaction of such Enforcement Agency. Contractor further agrees that it shall, to the extent permitted by law, indemnify, defend, and hold harmless the City against any and all claims, sanctions, or penalties assessed against the City, which claims, sanctions, or penalties arise or otherwise result from the Contractor's failure to comply with the ADA or WCAG 2.0 AA, for online or internet services or products.

5.20. DRUG FREE WORKPLACE

The selected Proposer must provide the Drug Free Workplace Form in accordance with Florida Statute

287.087, prior to Contract award.

5.21. PROHIBITION OF LOBBYING

Except for negotiations authorized by the City Purchasing Code, the Consultants Competitive Negotiations

Act, or other state or federal law, lobbying by the Proposer, or the Proposer’s principals, officers, employees, attorneys, or other agents, is strictly prohibited during the Blackout Period. Lobbying in violation of this section may cause the Offer to be rejected. “Lobbying” means influencing or attempting to influence action or non-action in connection with this Solicitation or the Offer, through direct or indirect oral or written communication with the Mayor, any member of the City Commission, the City Manager, or any other City employee.

The following activities are not within the definition of “lobbying,” and are permitted: requests for clarification submitted to the Purchasing Agent in accordance with this Solicitation, discussions with the

Selection Committee as part of the selection process, the submission of additional information in response to a request by the…