Q&A.pdf
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- Attached to
- RFP- State Forest State Park Yurts and Huts
- Solicitation number
- RFP PMAA 20180000000000000019 6
- Issued by
- Kit Carson County, Colorado
About this file
This is a Questions and Answers document from the State of Colorado regarding a Request for Proposals (RFP) for yurt and hut concession operations at State Forest State Park, issued under PMAA 2018*0019. The RFP seeks a concessionaire to operate existing yurt and hut rental facilities at the park. The contract term is a minimum of ten years with an option for the State to extend an additional five years at its discretion, subject to State Controller approval. After the initial ten-year term and any five-year extension, the concession contract will return to public bid. The current contract is expiring, and the State intends to provide more competitive bidding opportunities by reducing the contract term from the previous fifteen-year arrangement (five years with two five-year options). Bids may include plans to either purchase the existing infrastructure or rebuild with new yurts and huts, though proposals incorporating purchase of existing infrastructure are preferred.
The purchase price for existing infrastructure and contents is $300,000, payable directly to the current concessionaire, with applicable Colorado sales taxes. Financial requirements include the infrastructure purchase price, a minimum of 7 percent of gross annual revenue, a $1,500 annual fee, a one-time $500 administration fee, a $5,000 performance deposit, and capital necessary to fund all operational, expansion, and improvement obligations. An itemized list of required repairs and replacements is provided as Exhibit 5, with yurt skins to be replaced every 20 years. Once purchased, the infrastructure becomes the property of the new concessionaire, who may dispose of it as desired upon contract conclusion, though assets must be removed from state property within 90 days or become state property. Bidders must provide financial statements, proof of insurance prior to the start date, and documentation of intent to acquire existing structures. Professional guiding and instruction services using the yurts and huts are encouraged and do not require additional permitting if approved as part of the bid proposal. Bidders may submit proposals via hard copy with electronic versions or solely through the VSS digital system.
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Other files
| File | Type | Posted |
|---|---|---|
| Exhibit 1_Part4.pdf | ||
| RFP Exhibit B.pdf | ||
| Exhibit 6.pdf | ||
| RFP Exhibit F.pdf | ||
| Exhibit 1_Part2.pdf | ||
| RFP Exhibit C.pdf | ||
| Amendment_1.pdf | ||
| Addendum _1.pdf | ||
| RFP State Forest State Park Yurts and Huts.doc.pdf | ||
| RFP Exhibit D.pdf | ||
| RFP Exhibit E.pdf | ||
| Exhibit 5_Part1.pdf | ||
| Exhibit 3.xlsx | XLSX spreadsheet | |
| Exhibit 4.xlsx | XLSX spreadsheet | |
| Exhibit 5_Part2.pdf | ||
| Exhibit 2.pdf | ||
| RFP Exhibit A.pdf | ||
| Exhibit 1_Part1.pdf | ||
| Exhibit 1_Part3.pdf |
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Text version
July 9, 2018
State Forest State Park Yurt & Hut RFP
PMAA 2018*0019
Q&A
1. Q: A ten (10) year contract is stipulated. Would the State be open to shorter or longer contracts for this RFP?
A: The State is looking for a minimum ten year commitment. The State, subject to State
Controller approval, may allow for a ten year contract with the option to extend the contract another five years at the State’s discretion.
2. Q: Can you provide a copy of the current contract for the yurt concession?
A: Please find the current contract attached as Exhibit 1.
3. Q: Can you provide inspection reports from the previous season for each yurt?
A: There are no reports as the inspections performed were verbal and not documented.
Please note that this does not mean that future inspections will be performed in the same manner.
4. Q: Can we obtain a copy of the yurt system appraisal as the justification for the purchase price?
A: Please find attached, labeled as Exhibit 2, a copy of the 2014 appraisal for the current concessionaire’s infrastructure listed for sale. Please note that additional structures were added after this appraisal was conducted.
5. Q: Section 3.2 (C) states that the furnishings at the yurt site are to be included with the purchase price, but then states they “may include” those items. Can you confirm the items that would be included in the cost?
A: Please find a list of items included with the sale of the yurts and huts attached and labeled as Exhibit 3.
6. Q: Is there an option to not purchase the current concessionaire’s assets and instead rebuild with new yurts and huts?
A: Bids that do not include plans to purchase existing infrastructure will be accepted, but those that incorporate plans to purchase existing infrastructure would be preferred
7. Q: Can we obtain the last year’s financial records and payment records submitted to the
State for the concession?
A: Please find records of previous payments to the State attached as Exhibit 4.
8. Q: Can the current concessionaire provide the average occupancy per yurt and average nightly rental cost for each yurt?
A: Please find records of occupancy attached in Exhibit 4. The current nightly rental costs may be found on the existing Concessionaire’s website.
9. Q: Why is the bid happening? End of previous contract? Early termination of previous contract?
A: The current Concessionaire’s contract is expiring.
10. Q: The previous contract was for 15 years, correct? Why has the contract term been limited to 10 years?
A: The previous contract was for a five year term with two- five year options to extend.
The State would like to ensure that our contacting processes are fair and is therefore providing more opportunities for other businesses to bid and/or work with the State.
11. Q: Will there be an evaluation done to provide a cost estimate for the necessary improvements to the yurt concession as outlined in the RFP? Alternatively, will it be possible to obtain a list of specific items that need to be repaired/replaced and specific areas that need attention?
A: Please see the itemized list of repairs/replacements attached as Exhibit 5.
Additionally, Exhibit 6 lists the yurts with the age of their respective skins. State Forest
State Park Management would like the yurt skins replaced very 20 years.
12. Q: Is it correct to assume that the $300,000 price for existing infrastructure and contents will not be subject to any taxes such as state sales tax?
A: Taxes that apply to private sales within Colorado will also apply to this transaction.
13. Q: Have the current prices advertised for yurt and hut rental by Never Summer Nordic, Inc been reviewed and deemed the maximum recommended by the park?
A: The prices are reviewed annually by State Forest State Park management and have been determined to be reasonable, within trade standards; however, a maximum price has not been set. Prices need to remain within reasonable trade standards, but can be changed annually.
14. Q: Is firewood collection allowed within the park for yurt and hut use?
A: Commercial use harvesting (providing wood through a business for public use) of firewood is managed by the Colorado State Forest Service. Commercial wood can be harvested, but a permit must be obtained and fees apply.
15. Q: Will proof of necessary insurance be required by the project start date or ASAP following the awarding of the contract?
A: Proof of insurance will be required prior to the start date.
16. Q: What is the difference between the “financial statement” and the “statement regarding intended acquisition of existing structures”?
A: The financial statement is meant to illustrate the financial status of the business that the State is intending to contract with. The statement of intent to acquire the existing structures informs the State of the bidder’s intent to purchase those structures as part of its proposal.
17. Q: Is it correct that a successful bid/proposal will include the following 5 financial requirements/commitments? 1. $300,000 sales price for existing infrastructure and contents; 2. X% of gross annual revenue (minimum 7%); 3. $1500 annual fee; 4. One time administration fee of $500; 5. Capital necessary to achieve and fund all operation, expansion and improvement obligations outlined in 3.2A of the RFP.
A: The five listed financial requirements are correct; however, please see Amendment #1 as the RFP has been modified to include a performance deposit of $5,000.
18. Q: Regarding the end of the 10-year contract: Will the concessionaire set the sales price for infrastructure and contents; if not, how is this determined?
A: Once the existing infrastructure is purchased, it is the property of that purchaser and the sale and/or terms are at the sole discretion of the purchaser. Please note that the purchaser has no claim to the land the infrastructure is on. If the purchaser/concluding concessionaire does not wish to sell those assets to the next concessionaire, then they must remove them from state property within 90 days of termination or else those assets become state property.
19. Q: Is this amount paid directly to the concessionaire or to the state?
A: The $300,000.00 should be paid to the existing concessionaire.
20. Q: Is the infrastructure considered privately owned by the concessionaire for the concessionaire to do what they want with it, or is it to forever remain for public use in the park?
A: The existing infrastructure is privately owned by the concessionaire but use and/or operation of the structures are subject to the terms and conditions set forth in the agreement with the State. The concessionaire solely has the right to operate the concession. Please also see the response to question 18.
21. Q: Is there a strict 10-year limit per concessionaire, or assuming the concessionaire is in good standing can they/what would be required to request an extension of contract? Or will it be required to go to public bid for the following contract term?
A: Subject to the State Controller’s approval, there is an option for a 5 year extension which will be executed at the discretion of the Park Manager of State Forest State Park.
If exercised, upon expiration of that 5 year term the contract will go back out to bid.
22. Q: Can the current concessionaire or state provide information regarding the occupancy rate of all yurts and huts in the past year?
A: Information concerning occupancy may be found in Exhibit 4.
23. Q: You can either submit a hard-copy of the proposal or a digital copy through the bids system, but not both, is that accurate? Do you have to be a registered bidder regardless how the bid is submitted?
A: You can submit a paper copy with an electronic version (like a flash drive) or solely a digital copy through VSS. If you want to submit a hard copy with a flash drive, there is no need to register with VSS.
24. Q: Will professional guiding services or instruction of any sort, such as guided backcountry ski/splitboard tours and avalanche safety courses, be permitted using the yurts and huts as lodging/classrooms for participants? If so, would this require any additional permitting such as a Special Use Permit or similar?
A: State Forest State Park management encourages guide/tour services being provided as part of the bid process and those services would not need additional permitting so long as they are part of the bid and approved.
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