Brookshire_Golf_Course_Business_Plan_RFP_(Addendum_#2_Revision).pdf

CITY OF CARMEL

PROJECT MANUAL & PROPOSAL

PACKAGE

Brookshire Golf Course Business Plan RFP

Project No. RFP-2024-022

HAMILTON COUNTY, INDIANA

City of Carmel Parks & Recreation

One Civic Square

Carmel, Indiana 46032

Office: (317) 571 - 2441

Tuesday, February 25, 2025

TABLE OF CONTENTS

1. REQUEST FOR PROPOSALS

2. INSTRUCTIONS TO VENDORS

3. TERMS AND CONDITIONS

4. QUALIFICATIONS AND REQUIREMENTS

5. SCOPE OF WORK

6. SELECTION CRITERIA

7. VENDOR SUBMISSIONS

8. ATTACHMENTS

REQUEST FOR PROPOSALS

City of Carmel, Indiana

Department:

Parks & Recreation 1 Civic SquareCity of Carmel, Indiana 46032

Project: Brookshire Golf Course Business Plan RFP

Notice is hereby given that the City of Carmel, in collaboration with Carmel Clay Parks & Recreation, is requesting proposals for Brookshire Golf Course Business Plan RFP, during regular business hours, up to, but not later than 9:00 am local time

Wednesday, April 16, 2025 via the City's e-Procurement Portal at https://procurement.opengov.com/portal/carmelin. No late proposals will be accepted.

This request is for proposals from qualified vendors to develop a business plan for Brookshire Golf Course..

Proposals will be opened by Carmel Board of Public Works and Safety at the meeting starting at 10:00 am on Wednesday, April 16, 2025 on the 2nd floor of Carmel City Hall, One Civic Square, Carmel, IN.

The specifications are attached and set forth in detailed documents on file via the City's e-Procurement Portal at https://procurement.opengov.com/portal/carmelin.

Questions regarding this solicitation must be submitted to the portal prior to 2:00 pm on Wednesday, March 26, 2025. All questions and responses will be publicly posted to the portal.

No proposer may withdraw any proposal within a period of thirty (30) days following the date set for receiving proposals. The

City of Carmel reserves the right to hold any or all proposals for a period of not more than thirty (30) days and said proposals shall remain in full force and effect during said period. The City of Carmel reserves the right to reject all proposals or cancel this solicitation in whole or in part as specified in the solicitation when it is not in the best interests of the governmental body as determined by the purchasing agency in accordance with IC 5-22-18-2.

Contract will be awarded to the lowest responsive and responsible offeror.

https://procurement.opengov.com/portal/carmelin

INSTRUCTIONS TO VENDORS

1. DEFINITION OF KEY WORDS USED IN THE SOLICITATION

For purposes of this solicitation and subsequent contract, the following definitions shall apply:

City: The City of Carmel, IN

Contract: The legal agreement(s) executed between City and the Successful Vendor(s). The Contract will include all the conditions and requirements set forth in this solicitation and any Addenda to the solicitation. If for a Request for Proposal, any Special Terms and Conditions and standard terms and conditions contained in the sample Agreement attached to this solicitation, and all the terms of the response submitted by Vendor as finally negotiated and accepted by the City.

Contractor/Consultant: A Successful Vendor that enters into a Contract with the City.

Contract Representative: The City employee or employees who have specifically been designated to act as a contact person or persons to the Contractor, and is responsible for monitoring and overseeing the Contractor's performance under this Contract.

Board of Public Works and Safety: The purchasing agency for the City authorized to execute contracts and addenda thereto on the City's behalf.

May: Indicates something that is not mandatory but permissible.

Vendor: Each individual or entity that submits a response to this solicitation.

Will: The indicated party is promising to take the action or abide by the condition.

Must: The action or condition is required.

Should: Indicates something that is recommended but not mandatory. If the Vendor fails to provide recommended information, the City may, at its sole option, ask the Vendor to provide the information or evaluate the response without the information.

Portal: The City's eProcurement portal, OpenGov, located at https://procurement.opengov.com/portal/carmelin.

2. PRE-SUBMITTAL MEETING

If one is scheduled, a Pre-Submittal Meeting will be held at the date and time stated in the timeline of this solicitation. Attendance at this meeting is not mandatory, but written minutes and/or notes regarding the meeting will NOT be provided, so attendance is encouraged. The purpose of this meeting will be to clarify the contents of this solicitation in order to prevent any misunderstanding of the City's position.

3. INQUIRIES

Vendors must submit questions by the Question Submission Deadline. Telephone inquiries will not be accepted.

The City will respond as completely as possible to each question. If necessary, questions and answers will be posted as soon as available. The names of Vendors who submit questions will not be disclosed. All clarifications will be available in the Question and Answer and Addenda Sections in the portal, only the information in these sections should be used in preparing a response; verbal communications and other written documents intended to clarify and interpret will not legally bind the City. The City does not assume responsibility for the receipt of any clarifying information. Vendors must periodically check for updates.

4. ADDENDA TO REQUEST FOR PROPOSALS / QUALIFICATIONS

Solicitation Addenda, if any, will be posted to the project on the City’s portal. Vendor is responsible for checking the portal regularly for new solicitation addenda and must acknowledge each addenda to this solicitation in its response. Please note that vendors who have registered as a vendor at https://procurement.opengov.com/portal/carmelin and follow the project will receive email notifications of solicitation addenda.

5. UNDERSTANDING SCOPE OF SOLICITATION

If the solicitation is a Request for Proposals, before submitting a response to this solicitation, Vendor must familiarize itself with the Scope of the Solicitation, laws, regulations, physical conditions, and other factors affecting the obligations – including the expense and difficulty of fulfilling those obligations – that Vendor will have under the Contract if awarded to Vendor. No adjustment to the financial or other terms of the Contract will be justified by Vendor's failure to fully understand or appreciate the Contract requirements or other factors affecting Contract performance.

If the solicitation is a Request for Qualifications ("RFQ"), before submitting a response to this solicitation, Vendor must familiarize itself with the Scope of the Solicitation, laws, regulations, physical conditions, and other factors affecting the obligations – including the expense and difficulty of fulfilling those obligations – that

Vendor will have under the terms and conditions of this RFQ. No adjustment to the financial or other terms of this RFQ will be justified by Vendor's failure to fully understand or appreciate the RFQ requirements.

6. PREPARATION OF RESPONSE

A. Form and Organization. Vendor's response must be on the forms provided in this solicitation (as applicable) or through the portal. Supporting documentation must be arranged in a manner that follows and clearly refers to corresponding sections of the solicitation. Vendor may copy the response forms in order to complete them electronically but may not alter or rearrange them or change any paragraph designations.

B. Confidential Proprietary Information. Any proprietary information, such as financial statement, intellectual property, or business performance information, in its response that Vendor wishes to be treated as confidential must be clearly marked “CONFIDENTIAL.” Please note that unless specifically indicated, answers to the Vendor questionnaire are not considered confidential information and will be available for public review.

C. Response Contents. Vendor must complete all the forms contained in and respond to all sections of the solicitation. Vendor must attach any requested supporting documentation.

D. Signatures. Vendor must include in their response signed copies of the Response and Acceptance page.

Any cover letter accompanying the response documents must be signed. Vendor must initial each erasure, interlineation or other modification in the response. The person signing and initialing on behalf of Vendor must be a person authorized to legally bind Vendor.

E. Prices. Where a unit price is provided it will govern over any erroneous extension of the price.

F. Time Periods. Periods of time, stated as a number of days, will be calendar days unless specifically stated otherwise.

G. Accuracy. Mistakes in preparation of its response confers on Vendor no right to modify or withdraw its response after the Submittal Deadline.

H. Cost of Preparation. The City will not reimburse Vendor for the cost of developing, presenting, submitting or providing any response to this solicitation.

I. Subcontractors. Vendor must, in their response, list any subcontractors that it will utilize in the performance of the Contract if they are awarded the Contract and must describe their qualifications in detail.

J. Incomplete Information. Failure to include all requested information may deem Vendor's response unresponsive.

7. SUBMISSION REQUIREMENTS

Each Vendor must carefully examine all solicitation documents and become thoroughly familiar with all requirements prior to responding to ensure the response meets the intent of this solicitation.

Vendor is responsible for making all investigations and examinations that are necessary to ascertain conditions affecting the requirements of this solicitation. Failure to make such investigations and examinations will not relieve the Vendor from obligation to comply, in every detail, with all provisions and requirements of the solicitation.

Responses must be in PDF or Excel format ONLY. Other formats uploaded may be deemed non-responsive.

Responses may be submitted any time prior to the Submission Deadline. Vendors may modify responses that have already been submitted, before the Submission Deadline. Recording of response submission time and date will occur via the portal. To satisfy any required public opening, the Vendor list is made available in the portal after the Submission Deadline.

8. PAYMENT DISCOUNTS

Payment discount periods shall be computed from the date of receipt of the material/service or correct invoice, whichever is later, to the date City’s payment warrant is mailed. Unless freight and other charges are itemized, any discount provided shall be taken on full amount of invoice. Payment discounts of twenty-one calendar days or more shall be deducted from the proposed price in determining the price points. However, the City shall be entitled to take advantage of any payment discount offered by a vendor provided payment is made within the discount period. The payment discount shall apply to all purchases and to all payment methods.

9. TAXES

The City is exempt from federal excise tax, including the federal transportation tax. The City is exempt from sales tax.

10. RESPONSE SUBMITTAL FORMAT

A response should be submitted on the forms and in the format specified in this solicitation and these instructions.

11. PUBLIC RECORD

The information supplied by the Vendor as part of this solicitation will become part of the City. Except as set forth below with respect to Confidential Information, submitted responses to the solicitation will be available to interested parties in accordance with the Indiana Access to Public Records Act (IC 5-14-3).

12. CONFIDENTIAL INFORMATION

The City is obligated to abide by the Access to Public Records Act (APRA), Indiana Code 5-14-3. If Vendor believes that any portion of its response contains information that is confidential and subject to being withheld from disclosure under APRA, Vendor must, when the record is submitted, provide the City written notification of that fact. The records or portions of records that Vendor wishes to be treated as confidential must also be clearly marked “CONFIDENTIAL” on their face. Pricing will not be treated as confidential. Please note that unless specifically indicated, answers to the solicitation questionnaire are not considered confidential information and will be available for public review.

If the City, after award notification, receives a public-records request to which a Contractor record marked

“CONFIDENTIAL” is responsive, City will notify Vendor in writing. Unless Vendor, within 10 days after the date of that notice, obtains and provides to City an order from a court of competent jurisdiction prohibiting the

City from releasing the records, the City may release the records without any liability to Vendor.

13. CERTIFICATION OF NONCOLLUSION; CONFLICTS OF INTEREST

By submitting a response, Vendor warrants that:

A. Preparation and submission of the response did not involve collusion or other anti-competitive practices.

B. Vendor has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, meal or service to a public servant in connection with this solicitation.

C. No person has been employed or retained to solicit or secure a Contract under this solicitation upon a promise of a commission, percentage, brokerage, or contingent fee.

D. No member of the City, Mayor and Council or any employee of the City or Carmel Clay Parks &

Recreation involved in this solicitation process has any financial interest in Vendor's entity.

The City may disqualify Vendor from further participation in the solicitation process if the City determines that

Vendor has an actual or apparent conflict of interest or has engaged in any collusion or anti-competitive practices.

14. WHEN AND HOW TO SUBMIT RESPONSES

In order to be considered, Vendor must, no later than the Submittal Deadline, submit its response electronically through the portal at https://procurement.opengov.com/portal/carmelin.

NOTE: THE ENTIRE RESPONSE MUST BE IN "SUBMITTED" STATUS IN THE PORTAL IN ORDER

TO BE CONSIDERED. RESPONSES THAT HAVE BEEN DRAFTED IN THE SYSTEM, BUT THAT ARE

NOT IN "SUBMITTED" STATUS BY THE SUBMITTAL DEADLINE WILL NOT BE CONSIDERED.

15. RESPONSE AND ACCEPTANCE PERIOD

In order to allow for an adequate evaluation, the City requires a response to this solicitation to be valid and irrevocable for ninety (90) days after the solicitation due date and time.

16. WITHDRAWAL OF RESPONSE; BINDING RESPONSE

By submitting a response to this solicitation, Vendor is offering to enter into the Contract with the City. Vendor may withdraw a submitted response at any time prior to the Submittal Deadline. Responses can be withdrawn by clicking "unsubmit response" in the portal.

17. DISCUSSIONS/CLARIFICATIONS

After opening responses, the City may, at its discretion, conduct discussions with Vendor for the purpose of eliminating minor irregularities, informalities, or apparent clerical mistakes in Vendor's response in order to clarify the response and assure full understanding of, and responsiveness to, solicitation requirements.

18. VENDOR REGISTRATION

In order to be eligible for award of a Contract, Vendor must:

A. Register for the portal with the City’s Finance Department as a vendor. Registration can be completed at https://www.carmel.in.gov/government/clerk-of-the-city/bid-opportunities by clicking on View

Procurement Portal and signing up. Please note that email notifications of newly published solicitations and addenda will be provided to those vendors that opt in to receive notifications.

19. UPON NOTICE OF INTENT TO AWARD

If the solicitation is a Request for Proposals, the apparent successful Vendor shall sign and file with the City, within five (5) days after Notice of Intent to Award, all documents necessary to the successful execution of the

Contract.

20. AWARD OF CONTRACT

If this solicitation is a Request for Proposals, notwithstanding any other provision of the Request for Proposals, the City reserves the right to award based on whose proposal is determined to be the most advantageous to the

City, considering the criteria set forth in the solicitation. The award may be based on factors such as price, quality, qualifications, experience, and the ability to meet project requirements. The City reserves the right to:

A. waive any immaterial defect or informality; or

B. reject all Proposals; or

C. cancel the solicitation and reissue the Request for Proposals.

A response to this Request for Proposals is an offer to contract with the City based upon the terms, conditions and Scope of the Solicitation contained in the City's Request for Proposals, any issued Addenda, and standard terms and conditions contained in the attached sample Agreement. Responses do not become contracts unless and until they are executed by the City's Board of Public Works and Safety or an authorized entity within the

City.

https://www.carmel.in.gov/government/clerk-of-the-city/bid-opportunities

21. SOLICITATION RESULTS

If this solicitation is a Request for Proposals, the name(s) of the successful Proposer(s) will be posted on the

City's portal at https://procurement.opengov.com/portal/carmelin upon issuance of a Notice of Intent to Award or upon final contract execution.

If this solicitation is a Request for Qualifications, a list of the Vendor(s) who were shortlisted will be posted on the City's portal at https://procurement.opengov.com/portal/carmelin after the qualifications are evaluated.

22. PROTESTS

If this solicitation is a Request for Proposals, a protest shall be in writing and shall be filed with the Board of

Public Works and Safety. A protest of a solicitation shall be received at the Board of Public Works and Safety not less than five (5) working days before the solicitation due date. A protest of a proposed award or of an award shall be filed within ten (10) days after issuance of notification of award or issuance of a notice of intent to award, as applicable. A protest shall include:

A. The name, address, and telephone number of the protestant;

B. The signature of the protestant or its representative;

C. Identification of the solicitation or Contract number;

D. A detailed statement of the legal and factual grounds of protest including copies of relevant documents;

and

E. The form of relief requested.

TERMS AND CONDITIONS

1. STANDARD TERMS AND CONDITIONS

A. The City reserves the right to (1) accept or reject any and all proposals and to waive any technicalities or irregularities involving any proposal and to cancel the Request for Proposal ("RFP") process at any time prior to entering into a formal contract, (2) not award a contract for any or all of the specified services that are the subject of this RFP process, (3) award contracts for the specified services to separate contractors, (4) negotiate contract terms acceptable to the City with the successful Vendor(s), (5) disregard all nonconforming, non-responsive or conditional proposals, and (6) reject the response of any

Vendor which does not submit a proposal to the City’s satisfaction.

B. Respondents to this RFP may be requested to provide supplemental information or to make a presentation in addition to their proposal. The City reserves the right to request additional information and/or presentations from any organization. Additional information may be presented in writing during a pre-selection interview if one is conducted.

C. The obligation and the performance of the Vendor to whom the Contract is awarded shall be subject to compliance with the provisions of Indiana Code 5-13 and all other applicable laws, rules, regulations, and local ordinances.

D. If a successful Vendor does not execute a contract within thirty (30) calendar days after the award, the

City may give notice to such Vendor of intent to award the contract to the next most qualified Vendor or to call for new proposals and may proceed to act accordingly. The City assumes no cost by the Vendor in preparation, submission or presentation of their proposal.

E. All proposals shall be guaranteed for the entire duration of the contract. It is the intention of the City to engage the Vendor for a one year term with optional extensions of N/A.

F. The City reserves the right to terminate with 90-days written notice any contract arising from this RFP.

Furthermore, the City may terminate the contract without prior written notice upon the failure of the successful Vendor to comply with the terms and conditions of the proposal. Under no circumstances will any damages be paid by the City because of the termination of this contract.

G. The successful Vendor agrees that it will charge only for goods and/or services contained in the proposal or negotiated with the City. Goods and/or services not contained in the proposal will not be rendered or charged without the prior written consent of the City.

H. Sub-contracting by the Vendor without written consent of the City is prohibited unless specifically authorized by the RFP or the City.

I. Vendor will give the City, or its authorized representative, the privilege of inspecting, examining, and auditing, with or without notice, during normal business hours, such business records which are directly relevant to any financial arrangement arising from this RFP.

J. The successful Vendor shall agree to hold the City harmless from any claims and related expenses arising from your employees or agents providing the services agreed upon and arising from this process.

This includes but is not limited to property damage, bodily injury, personal injury to third parties, and damage to premises of the City. Resolution of any disputes arising from this process will be subject to and conducted in accordance with the laws of the State of Indiana.

K. All proposals and related reference information submitted in response to this RFP will become the property of the City and will not be returned to the respondent. Each entity submitting a proposal waives any right of confidentiality as to the proposal documents. If an entity submitting a proposal considers certain material in the proposal confidential proprietary information, it shall clearly designate those portions of the proposal it wishes to remain confidential. As a public entity, the City is subject to making records available for public disclosure. The City will attempt to maintain the confidentiality of material marked proprietary; however, it cannot guarantee that information will not be made public if required to be disclosed pursuant to the Access to Public Records Act (APRA), Indiana Code 5-14-3 or an order of the court of competent jurisdiction.

2. DATA AND INFORMATION PROTECTION

A. Definitions. Capitalized terms used in this Section shall have the meanings set forth, below:

"Authorized Persons" means (i) the Vendor's employees; and (ii) the Vendor's subcontractors and agents who have a need to know or otherwise access Personal Information to enable the Vendor to perform its obligations under this Addendum and the Agreement, and who are bound in writing by confidentiality and other obligations sufficient to protect Personal Information in accordance with the terms and conditions of this Addendum and the Agreement.

"Highly Sensitive Personal Information" means an (i) individual's government-issued identification number

(including Social Security number, driver's license number, or state-issued identification number); (ii) financial account number, credit card number, debit card number, or credit report information, with or without any required security code, access code, personal identification number, or password that would permit access to an individual's financial account; or

(iii) biometric, genetic, health, medical, or medical insurance data.

"Personal Information" means information provided to the Vendor by or at the direction of the City, information which is created or obtained by the Vendor on behalf of the City, or information to which access was provided to the Vendor by or at the direction of the City, in the course of the

Vendor's performance under this Addendum and the Agreement that: (i) identifies or can be used to identify an individual (including, without limitation, names, signatures, addresses, telephone numbers, email addresses, and other unique identifiers); or

(ii) can be used to authenticate an individual (including, without limitation, employee identification numbers, government-issued identification numbers, passwords or PINs, user identification and account access credentials or passwords, financial account numbers, credit report information, student information, biometric, health, genetic, medical, or medical insurance data, answers to security questions, and other personal identifiers), in case of both subclauses (i) and

(ii), including, without limitation, all Highly Sensitive Personal

Information.

"Security Breach" means (i) any act or omission that compromises either the security, confidentiality, or integrity of Personal Information or the physical, technical, administrative, or organizational safeguards put in place by the Vendor or any Authorized Persons, or by the City should the

Vendor have access to the City's systems, that relate to the protection of the security, confidentiality, or integrity of Personal Information, or (ii) receipt of a complaint in relation to the privacy and data security practices of the

Vendor or any Authorized Persons or a breach or alleged breach of this Addendum and/or Agreement relating to such privacy and data security practices. Without limiting the foregoing, a compromise shall include any unauthorized access to or disclosure or acquisition of Personal Information.

B. Standard of Care:

i. Vendor acknowledges and agrees that, during the term of the Agreement, Vendor may create, receive, or have access to Personal Information. For any Personal Information, Vendor shall comply with this Section in its creation, collection, receipt, transmission, storage, disposal, use, and disclosure of such Personal Information and be responsible for any unauthorized creation, collection, receipt, transmission, access, storage, disposal, use, or disclosure of Personal Information under its control or in its possession by all Authorized Persons.

Vendor shall be responsible for, and remain liable to, the City for the actions and omissions of all Authorized

Persons concerning the treatment of Personal Information.

ii. Personal Information is deemed to be Confidential Information of the City and is not Confidential

Information of Vendor.

iii. Vendor agrees and covenants that it shall:

iv. Keep and maintain all Personal Information in strict confidence, using such degree of care as is appropriate to avoid unauthorized access, use, or disclosure;

a. Not create, collect, receive, access, or use Personal Information in violation of law;

b. Use and disclose Personal Information solely and exclusively for the purposes for which the Personal

Information, or access to it, is provided pursuant to the terms and conditions of this Addendum and the

Agreement, and not use, sell, rent, transfer, distribute, or otherwise disclose or make available Personal

Information for Vendor's own purposes or for the benefit of anyone other than the City, in each case, without the City's prior written consent; and

c. Not directly or indirectly, disclose Personal Information to any person other than Authorized Persons, without the City's prior written consent.

v. Vendor shall implement and maintain a written information security program, including appropriate policies, procedures, and risk assessments.

vi. At a minimum, Vendor's safeguards for the protection of Personal Information shall include:

i. limiting access of Personal Information to Authorized Persons; (ii) securing business facilities, data centers, paper files, servers, backup systems, and computing equipment, including, but not limited to, all mobile devices and other equipment with information storage capability; (iii) implementing network, application, database, and platform security; (iv) securing information transmission, storage, and disposal;

(v) implementing authentication and access controls within media, applications, operating systems, and equipment; (vi) encrypting Highly Sensitive Personal Information stored on any media; (vii) encrypting

Highly Sensitive Personal Information transmitted over public or wireless networks; (viii) strictly segregating Personal Information from information of Vendor or its other customers so that Personal Information is not commingled with any other types of information; (ix) conducting risk assessments, penetration testing, and vulnerability scans and promptly implementing, at

Vendor's sole cost and expense, a corrective action plan to correct any issues that are reported as a result of the testing; (x) implementing appropriate personnel security and integrity procedures and practices, including, but not limited to, conducting background checks consistent with applicable law; and (xi) providing appropriate privacy and information security training to Authorized Persons.

C. Security Breach. Vendor shall:

i. Notify the City of a Security Breach as soon as practicable, but no later than 48 hours after the Vendor becomes aware of it.

ii. Vendor agrees shall make available all relevant records, logs, files, data reporting, and other materials required to comply with applicable law, regulation, or industry standards.

iii. Vendor shall, at its own expense, use best efforts to immediately contain and remedy any Security Breach and prevent any further Security Breach, including, but not limited to taking any and all action necessary to comply with applicable privacy rights, laws, regulations, and standards.

Vendor shall reimburse the City for all actual costs incurred by the City in responding to, and mitigating damages caused by any Security Breach, including all costs of notice and/or remediation.

iv. Vendor agrees to maintain and preserve all documents, records, and other data related to any Security

Breach.

v. Vendor agrees to fully cooperate, at its own expense, with the City in any litigation, investigation, or other action deemed necessary by the City to protect its rights relating to the use, disclosure, protection, and maintenance of Personal Information.

D. Return or Destruction of Personal Information. At any time during the term of the Agreement, at the

City's written request or upon the termination or expiration of the

Agreement for any reason, Vendor shall, and shall instruct all Authorized Persons to, promptly return to the City all copies, whether in written, electronic, or other form or media, of Personal Information in its possession or the possession of such Authorized Persons, or securely dispose of all such copies, and certify in writing to the City that such

Personal Information has been returned to the City or disposed of securely. Vendor shall comply with all directions provided by the City with respect to the return or disposal of

Personal Information.

E. Cyber Liability Insurance. Vendor shall maintain cyber liability insurance coverage of not less than

$1,000,000 each claim and annual aggregate providing coverage for damages and claims expenses, including notification expenses, arising from (1) breach of network security, (2) alteration, corruption, destruction or deletion of information stored or processed on a computer system, (3)invasion of privacy, including identity theft and unauthorized transmission or publication of personal information, (4) unauthorized access and use of computer systems, including hackers (5) the transmission of malicious code, and (6) website content, including claims of libel, slander, trade libel, defamation, infringement of copyright, trademark and trade dress and invasion of privacy.

QUALIFICATIONS AND REQUIREMENTS

All responses to this RFP will be evaluated by the City of Carmel and Carmel Clay Parks & Recreation in its sole judgment based on the offeror’s demonstrated ability to provide the services herein.

It is anticipated that the services will be awarded to the offeror who best meets the criteria stated herein and will best fulfill the needs for providing the necessary services.

The consultant must demonstrate the following:

A. Ability to provide services based on the contemplated scope of work.

B. Experience of the firm(s), individual team members, and project team.

C. Innovative strategies or solutions that add value to the project.

D. Past success in engaging with and obtaining feedback from key stakeholders.

E. Examples of relevant projects produced by the firm/team.

F. References from current and past clients.

G. Previous experience (if applicable) with the City of Carmel or Carmel Clay Parks & Recreation.

H. Value of experience and services as relates to the proposed cost of services.

I. Other information as appropriate.

The applicant must provide the following information to be considered:

A. A letter of interest from the prime firm, signed by the principal professional intended to lead the planning effort. The letter should indicate the availability of all members of the team to conduct the services within the scheduled constraints established by the City of Carmel.

B. A concise summary of your team's approach if selected to develop the Brookshire Golf Course Business

Plan, including a preliminary timeline of major tasks to be completed and description methods used to successfully engage with and obtain feedback from key stakeholders identified in Section 5 - Scope of

Work.

C. Identification of key firms and individuals proposed to make up your planning team, including an explanation of how this team will be organized and managed.

D. Background resumes demonstrating the expertise of key professionals making up the proposed team.

E. Description of at least three (3) successful planning projects of similar nature for municipally-owned golf courses completed by your team members, including their locations, and client contact information that the City of Carmel and Carmel Clay Parks & Recreation may use as a reference.

SCOPE OF WORK

1. Purpose

The City of Carmel seeks proposals from qualified vendors to develop a business plan for Brookshire Golf

Course. Through a comprehensive planning process, the consultant will assess current operations and identify strategies to position this municipal golf course to achieve long-term financial self-sufficiency. Brookshire Golf

Course is an 18 hole facility with driving range and a practice area and was built in 1971, predominantly in flood zones. The facility has been operated by the City of Carmel since 2007 with recent annual rounds of

35,000-40,000 and revenues around $1.6 million. The clubhouse was built in 2019 and has a snack bar, banquet room and cart storage for 68 golf carts.

2. Scope of Work

Market Analysis

Consultant must assess local demographics and the competitive market, along with local, state, and national trends in golf, to identify Brookshire Golf Course’s current market position and potential for growth. Identify any potential market risks to Brookshire’s long-term viability.

Operations Assessment

This assessment will provide a critical review of current operations at Brookshire Golf Course involving all business elements including, but not limited to:

• Services and programs offered

• Clubhouse/Pro Shop operations

• Utilization of technology

• General operational procedures

• Maintenance plan and practices

• Maintenance equipment and inventory

Community Needs Assessment

Conduct surveys/focus groups with residents to evaluate perceptions of Brookshire and propose initiatives (e.g., free clinics, charity tournaments) to strengthen civic engagement.

Public Private Partnerships

Recommend partnerships with local schools, hotels, and businesses to drive foot traffic (e.g., bundled stay and play packages, co-branded events).

Demographic & Economic Impact Study

Identify under-served community segments (e.g., youth, seniors, corporate groups) and model ROI from targeted programs (e.g., junior golf leagues, twilight pricing).

Organizational Assessment

The assessment will review the existing organizational structure against industry best practice. This evaluation should include at least the following:

• Management structure and alternatives

• Food service operations, including personnel requirements for sufficient staff levels

• Existing and recommended staffing levels

• Compensation assessment based on local, state and national marketing

Additionally, the City of Carmel is currently evaluating the feasibility of transferring management and oversight of Brookshire Golf Course to Carmel Clay Parks & Recreation (CCPR). This assessment should include anticipated organizational impacts and required adjustments as it pertains to:

• Human Resources, including staff recruitment and hiring needs, personnel policies, compensation, and paid leave.

• Marketing, including identification of any additional staffing or contractual needs.

Marketing Strategy

The business plan must include an assessment of current marketing efforts to attract and retain customers and provide recommendations to help Brookshire meet established financial goals.

Competitor ROI Bench-marking

Analyze competitors’ revenue per square foot, membership retention rates, and event profitability to identify high

ROI opportunities.

ROI Focused Revenue Levers

Dynamic pricing models for peak/off-peak hours, and events.

Financial Assessment

The consultant must evaluate Brookshire's current and historical financial performance and assess the feasibility and recommended actions to achieve long-term financial self-sufficiency. This review should include an assessment of:

• Individual profit centers

• Fee structures

• Alternative revenue sources

• Current capital lease agreements

Capital Assets Assessment

The consultant should perform an assessment of the golf course’s existing conditions and identify anticipated capital repairs and replacements required to achieve financial goals. As part of this evaluation, identify impacts of existing conservation easements that limit Brookshire’s current play-ability and identify recommended changes to pursue with regulatory agencies.

Implementation Plan

A strategy for implementation of the business plan must be provided, including specific steps to be followed within the next five years to achieve the recommendations identified in the plan.

Stakeholder Involvement

The business plan should be grounded on stakeholder input. Please describe in the proposal the consultant’s approach to obtaining input from key parties, including:

• Golfers

• Brookshire Golf Course management and staff

• Mayor and executive staff

• City Councilors and Park Board members

3. Specifications

In addition to the specifications in this section, please reference the ATTACHMENTS for any additional specifications.

https://procurement.opengov.com/portal/carmelin/projects/142411/document?section=1287407

SELECTION CRITERIA

The City of Carmel reserves the right to determine the relative importance of each criterion during the evaluation process.

The final selection will be based on the response that meets the outlined evaluation criteria and best aligns with the goals, priorities, and operational needs of the City of Carmel and Carmel Clay Parks & Recreation. Vendors are encouraged to provide thorough yet succinct responses and ensure all required documentation is included to facilitate an efficient evaluation process.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Experience and Qualifications

Demonstrated experience and effectiveness in providing like services for organizations of a similar scope and complexity. Proven track record supported by references. Relevant certifications, licenses, or industry recognition.

0-5 Points 35 (35% of Total)

2. Approach and Methodology

The submission demonstrates a clear understanding of the tasks to be undertaken and addresses all required services. Innovative strategies or solutions that add value to the project. Feasibility of the proposed timeline and key milestones.

0-5 Points 35 (35% of Total)

3. Cost and Value

Overall cost-effectiveness, including a transparent pricing structure, provides a breakdown of costs, and identification of potential add-ons or optional services.

0-5 Points 10 (10% of Total)

4. Technical Capabilities and Resources

Ability to meet all specifications and requirements, including personnel to complete the project, and resources needed to address potential challenges.

0-5 Points 10 (10% of Total)

5. Compliance and Responsiveness

Form is complete and the contractor demonstrates a track record of timely performance, and adheres to RFP instructions, including timely submission and completeness of the proposal. Willingness to comply with all stated terms, conditions, and legal requirements. Responsiveness to follow-up questions or requests for additional clarification, including information provided during any applicable interview.

0-5 Points 10 (10% of Total)

VENDOR SUBMISSIONS

Submissions must be in PDF or Excel format ONLY. Other formats uploaded will be deemed non-responsive.

1. I certify that I, the individual responding to this RFP, am an authorized representative with the authority to certify and submit the following legally binding statements in this Response on behalf of my company.*

☐ Please confirm

*Response required

2. Experience/Qualifications*

Submit detail outlining the project manager and key staff members and a clear indication as to their involvement in the project. Brief resumes of staff members, including field staff, must be included.

Substitutions for essential personnel involved will not be allowed without City of Carmel's prior approval and resulting delays will be the responsibility of the Contractor. City of Carmel retains the right to request the removal of any personnel found, in City of Carmel’s opinion, to be unqualified to perform the work.

Submit additional information Respondent deems pertinent to demonstrating qualifications and/or experience to perform the services being requested such as memberships in any professional associations, documents, examples, and others.

*Response required

3. Please upload your proposal here*

Submissions must be in PDF or Excel format ONLY. Other formats uploaded will be deemed non-responsive.

*Response required

4. Cost Proposal/Pricing*

Submit a detailed breakdown of pricing for all services, proposed fees, and reimbursable expenses and/or rates.

Any travel associated expenses that may be incurred for additional offered services must be priced separately and cannot exceed current U.S. General Services Administration established rates. For more information please visit: https://www.gsa.gov/travel-resources

*Response required

5. Non-Collusion Affidavit*

Please download the below documents, complete and have notarized. An online notarization option will be provided for you when responding.

• Non-Collusion_Affidavit.pdf

*Response required https://www.gsa.gov/travel-resources https://government-project.s3.us-west-2.amazonaws.com/126738/cc58e012-6208-4c4c-a24b-ee6c0092cb12_Non-Collusion_Affidavit.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4CU6GHAY3%2F20250310%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250310T172518Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEEkaCXVzLXdlc3QtMiJGMEQCIGp40VgCYkPgf4BYvEj354NCM40FtfdOCcAJhB2rKsJGAiB9Kg9QNvhj2VeUNSZhT0N4mAy6kkTtoykS3ycV%2Bc3f6yqMBQiS%2F%2F%2F%2F%2F%2F%2F%2F%2F%2F8BEAIaDDg5MjM2NDY4NzY3MiIMOG3i5%2FTyQ8SxUMzyKuAErJyWhAtqfXxrh3leI4eyZXRrJ6xf9Nnl5tcomki5umrv4P%2B4oMa7KNclM2Axdxp5a%2B%2FwkG3zu9XYiGxT3YO3cv0V4YG9kNXOAf6XaZXIgTokMZOpETKaVq96EXA%2BtTNqeYTrz%2FF3Q7iGwG3oYKzFp9b5geDIZeHKMrW5k%2BHCHPTDJoDGhsDg5i6mVcK82uPpvcVJRbKVeGAvhbSxFNYFxyEa5Z6dOtI23OqxQm5prZAYdTTGHmGabLpWWVnf7mvrNNe2j2lUBzfwqrYDS8dL3aljENRUwMoVW%2B56SKzH%2FGYdrVFA8iDhDaZds6ILG%2BmER5wtTwlso8irCw7D6k3Xh9TexPfP4XDMWDtrhRxyg9eJk84smUbYhljCMQw7KJbbSrvCRctSItwMXCNbJzbELzRaLIE8cLCrM7NpSXec3pXJyvs1h2oyY0%2FuJ6WCqKjQfxckrR0LQjXZrUZCk9CMJzHRWPxsHUbvgxQ8xSIid7OBaUJZh2y6QOQYH0pwvSZB4YrUJXkeW%2FVpUYCAs0wcmnvtoggn8%2FGr4QtCVFDQhYi4S5GLdwdB8W8sjWzroFVOn480pSyceEBAIahqwpDswzD0ripBayKgaaDT6mkuEmIFKPCmwOcavwoLoCsCzg9EPhRWxlA9ZKIBvoyaAdSIICq%2FbirfFDi6BuPwBiUkpsHV5WOVWlBTADwsrGhUM4Zp8e3CbOu8Fmc1eDaeZawg2vI1RO%2FXrt2n6ofrwuCuL0NjrUh77H6wskd6IOc6mQI9%2FgjdUN3rAoGIIXGJCEQ9uVd7eJBHX8YHzP187GGYcTswjby8vgY6nAG5tqO2hf7b3U67%2BVj13%2Fc1jCOHZ0AZkFydcwJJI6NdQBreaZ%2B%2F5vsrEELbHgb2h0vB7Esn2LOJn89EpNGotdxOG8N3Hd1lJgt8j9VfP6pw7dFXuh%2FLuBs5Li%2BaT226qYIHzxqrgg%2BtrR8FFdqmWIXUVUTTMRzSBU0owUyx6yurqcf1egoE%2FmYNXcRCWyTf5Bq2iP0qQz4%2Fb2TA8TE%3D&X-Amz-Signature=5578d81591a2353eebd0273f1a11124a0175f041b229c97be8dc737230f86de5&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Non-Collusion_Affidavit.pdf%22&x-id=GetObject