8-7. 26-0149 Scope of Work.pdf

RFP 26-0149 Kayak and Paddleboard Self-Service Rental Units and Program

Management

Scope of Work

SECTION 1 – INTRODUCTION AND NOTICE TO PROPOSERS

The City of Arlington, Texas (the “City”), through its Purchasing Department, is soliciting sealed proposals from qualified and experienced firms (“Proposers”) to provide a turnkey self‑service kayak and paddleboard rental program, including design, fabrication, delivery, installation, operation, maintenance, customer service, and removal or relocation of equipment at City‑designated park locations.

This Request for Proposals (“RFP”) is issued in accordance with the Texas Local Government Code, including Chapters 252 and 271, and the City of Arlington’s procurement policies. The City intends to award a contract to the proposer whose proposal represents the best overall value to the City.

SECTION 2 – PROGRAM OVERVIEW AND OBJECTIVES

The City seeks to enhance recreational amenities, activate public park and waterway spaces, and provide innovative, self‑service recreation opportunities for residents and visitors. The program is intended to offer safe, accessible, and environmentally responsible kayak and paddleboard rentals through automated or self‑service units located within City parks.

The City anticipates installation at up to three (3) locations; however, the City reserves the right to modify the number or locations based on operational needs, funding, or site conditions.

SECTION 3 – LOCATIONS AND INSTALLATION REQUIREMENTS

Initial City‑approved locations include:

Richard Simpson Park – 6300 W Arkansas Ln, Arlington, TX 76016

Bowman Springs Park – 7003 W Poly Webb Rd, Arlington, TX 76016

Richard Greene Linear Park – 1601 E Randol Mill Rd, Arlington, TX 76011

Units must be designed for fixed but relocatable installation with minimal site impact. Final placement within each park will be coordinated with the City’s Parks and Recreation Department. The Contractor shall be responsible for all installation activities, including coordination, site preparation (if required), and compliance with applicable regulations.

SECTION 4 – SCOPE OF WORK

The Contractor shall provide a fully operational, turnkey program, including but not limited to:

Design, fabrication, and delivery of self‑service rental units

Installation and commissioning of units

Daily operation and customer service

Routine and emergency maintenance and repairs

Provision of required safety equipment and signage

Monitoring, payment processing, and reporting systems

Relocation or removal of units if required by the City

Restoration of sites upon removal

All work shall be performed in compliance with applicable federal, state, and local laws and regulations.

SECTION 5 – SAFETY, ADA, AND REGULATORY COMPLIANCE

The Contractor shall ensure that all systems comply with:

Americans with Disabilities Act (ADA) requirements

Applicable Texas Parks and Wildlife Department regulations

U.S. Coast Guard safety standards, as applicable

City of Arlington Parks and Recreation safety policies

Contractor shall provide clear safety instructions, emergency contact information, and required personal flotation devices. The Contractor shall be solely responsible for user safety related to the operation of the system.

SECTION 6 – MINIMUM QUALIFICATIONS

At a minimum, Proposers must:

Demonstrate experience operating similar self‑service or automated rental systems

Provide references for comparable municipal or park‑based installations

Demonstrate financial capacity to perform the work

Be authorized to do business in the State of Texas

Be capable of meeting the City’s insurance and indemnification requirements

Failure to meet minimum qualifications may result in disqualification.

SECTION 7 – FINANCIAL STRUCTURE

Proposers may submit one or more of the following models:

1. Revenue‑Sharing Concession Model – Proposer funds, installs, and operates the system and remits a percentage of gross revenues to the City.

2. City‑Funded Model – City funds capital costs and compensates the Contractor through an operational fee structure.

Proposals shall clearly define assumptions, pricing, revenue sharing percentages, reporting methods, and benefits to the City.

SECTION 8 – INSURANCE AND INDEMNIFICATION

The successful Contractor shall maintain insurance coverage meeting City requirements, including but not limited to:

Commercial General Liability

Automobile Liability

Workers’ Compensation

Umbrella/Excess Liability

The City shall be named as an Additional Insured. Contractor shall indemnify and hold harmless the City in accordance with the final contract terms.

SECTION 9 – REPORTING AND AUDIT RIGHTS

The Contractor shall provide regular financial and operational reports, including revenue, usage statistics, maintenance activities, and incident reports. The City reserves the right to audit Contractor records related to this agreement.

SECTION 10 – PROPOSAL SUBMISSION REQUIREMENTS

Proposals shall be organized and include, at a minimum:

Company profile and qualifications

Technical description of proposed system

Operations, maintenance, and safety plan

Financial proposal

Implementation timeline

References

Submission instructions, deadlines, and format requirements shall be strictly followed.

SECTION 11 – EVALUATION CRITERIA

Proposals will be evaluated by a City-appointed evaluation committee using a best-value approach. Evaluation will be based on the criteria and weighting outlined below. The City reserves the right to request additional information, conduct interviews, or require demonstrations as part of the evaluation process.

Evaluation Criteria and Weighting

1. Proposer Experience and Qualifications (25 Points) o Demonstrated experience operating self-service or automated kayak, paddleboard, or similar recreational rental systems o Experience with municipal, park, or waterfront installations o Qualifications of key personnel and organizational capacity

2. Technical Approach and System Quality (30 Points) o Quality, durability, and functionality of the proposed rental units o Ease of use, accessibility, and ADA compliance o Safety features, security, and reliability of the system o Flexibility of the system, including relocation capability

3. Operations, Maintenance, and Safety Plan (15 Points) o Day-to-day operations and customer service approach o Preventive and corrective maintenance procedures o Safety protocols, emergency response procedures, and risk mitigation o Compliance with applicable laws and regulations

4. Financial Proposal and Value to the City (20 Points) o Proposed revenue-sharing percentage or cost structure o Financial sustainability of the proposed model o Transparency of assumptions and reporting methodology o Overall financial benefit and risk allocation to the City

5. References and Past Performance (10 Points) o Quality of references for similar projects o Demonstrated record of successful implementation and operation o History of contract compliance and performance

Total Possible Points: 100

The City may, at its discretion, short-list proposers for interviews or presentations. Interviews, if conducted, may be scored or used to clarify proposals. The City reserves the right to negotiate with one or more proposers prior to final award.

SECTION 12 – TERM AND TERMINATION

The initial term of the contract shall be two (2) years, with the option for the City to renew for up to four (4) additional one‑year terms at the City’s sole discretion. The City may terminate the contract for convenience or default in accordance with contract terms.

SECTION 13 – GENERAL TERMS AND CONDITIONS

The City reserves the right to reject any or all proposals, waive informalities, negotiate terms, and award a contract in the best interest of the City. Submission of a proposal constitutes acceptance of all requirements contained herein.