Request_for_Proposal_BlueWingInn_P24CA024.pdf

REQUEST FOR PROPOSALS

FOR

Historic Style Event Space and Lodging

AT

Sonoma State Historic Park Sonoma County

Opening Date April 27, 2026

Closing Date

September 15, 2026

STATE OF CALIFORNIA – NATURAL RESOURCES AGENCY

DEPARTMENT OF PARKS AND RECREATION

PARTNERSHIPS DIVISION

715 P STREET, 13TH FLOOR

SACRAMENTO, CA 95814

RFP #P24CA024

NOTICE OF REQUEST FOR PROPOSALS

Notice is hereby given that the California Department of Parks and Recreation (State) is now accepting proposals for the concession operation described below.

Concession Name: Blue Wing Inn

Operation Category & Type Historic Style Event Space and Lodging

Operation Description Mixed Use Facility

Park Unit: Sonoma State Historic Park

Proposal Closing Time & Date: September 15, 2026, 2:00 PM

Proposal Submission Location: California Department of Parks and Recreation Partnerships Division 715 P Street, 13th Floor Sacramento, CA 95814

Contract Term: Fifty (50) Years

Annual Minimum Rent Bid: Guaranteed Annual Rent of $24,000 or eight percent (8%) of Gross Reciepts, whichever is greater.

Capital Outlay Requirement: Minimum expenditure of five million dollars ($5,000,000)

Special Account: Four percent (4%) of Gross Receipts

Proposal Bond (due at time of proposal submission):

Five thousand dollars ($5,000)

Performance Bond (due at time of Contract execution):

Twenty-four thousand dollars ($24,000)

Relevant Experience:

Five (5) years experience

Mandatory Pre-Proposal Meeting: May 18, 2026

Mandatory Tour of Concession Site:

May 18, 2026

For more information related to this RFP please contact Sasha Tokas at Sasha.Tokas@parks.ca.gov.

Armando Quintero, Director

TABLE OF CONTENTS

NOTICE OF REQUEST FOR PROPOSALS ................................................................... I

SECTION 1 - PROJECT SUMMARY

1.1 GOAL & OBJECTIVES

Department Mission Park Mission Goal of this Request for Proposal (RFP) Objectives of this RFP

1.2 GENERAL INFORMATION

Site Description Historical Significance Current Concession Operation Future Site Plans and Business Development Objectives

1.3 CONCESSION CONTRACT SUMMARY

SECTION 2 - THE RFP PROCESS

2.1 PROPOSAL PROCESS

Tentative Proposal Dates Pre-Proposal Meeting Tour of Concession Site Letter of Intent to Bid and RFP Content Questions Proposal Bond Proposal Submission Proposal Format & Content Confidentiality of Proposals Withdrawal of Proposals

2.2 EVALUATION PROCESS

Verification of Proposal Information State’s Right to Reject Proposals, Waive Defects and Requirements Supplemental Information Proposal Evaluation Concession Contract Award Board Concession Contract Award Protest of Award

2.3 CONTRACT EXECUTION

Preparation of Contract Performance Bond and Insurance Failure to Sign/Deliver Contract

SECTION 3 - THE PROPOSAL

3.1 INSTRUCTIONS FOR THE CONCESSION PROPOSAL

3.2 PROPOSAL EVALUATION CRITERIA

3.3 PROPOSAL EVALUATION SHEET

3.4 CONCESSION PROPOSER QUESTIONNAIRE, DPR 398

ATTACHMENT 1 – SCOPE OF WORK

ATTACHMENT 2 – PROJECTED REPAIR COST

ATTACHMENT 3 – SAMPLE CONCESSION CONTRACT

SECTION 1 - PROJECT SUMMARY

1.1 GOAL & OBJECTIVES

Department Mission The California Department of Parks and Recreation’s (“State”) mission is to provide for the health, inspiration, and education of the people of California by helping to preserve the state’s extraordinary biological diversity, protecting its most valued natural and cultural resources, and creating opportunities for high-quality outdoor recreation.

Park Mission The purpose of Sonoma State Historic Park (Sonoma SHP) is to provide an opportunity for people to view a group of historic structures from the Mexican and Early American periods of California’s history. The role of State at Sonoma SHP is to foster the proper management, treatment, stewardship, and interpretation of these structures; provide recreation opportunities; develop interpretive displays depicting the personalities and events associated with these structures and surrounding Native American and Euro- American context. The rich heritage that is embodied in these structures and grounds represents the significant role of the City of Sonoma in the history of California and the United States.

These structures represent religious, military, agricultural, mercantile, and domestic cultural values for the Sonoma area and for the State of California, dating from the founding of the Mission in 1823.

Goal of this Request for Proposal (RFP) The goal of this RFP is to award a fifty (50) year concession contract to an individual or business entity to develop, operate, and maintain a historic-style event and lodging space that enhances the park visitor recreational and educational experience at Sonoma SHP.

Objectives of this RFP

• Develop and operate a historic-style, high quality event and lodging space.

• Improve the concession premises, including upgrades to ensure full compliance with the Americans with Disabilities Act (ADA) and all state and local government accessibility regulations.

• Provide public programming that does not interfere with the existing local museum programming adhering to California Historical Building Code (Title 24, Part 8), which refers to the Health and Safety Code, Part 2.7, Division 13, Sections 18950-18961..

• Provide reasonable financial compensation to support the State, including the park operations and interpretive activities.

• Improve premises guided by the historic structures report and historic research, reconstruct, and refurbish the exterior and interior, including the rear courtyard, to reflect the appropriate historical period. The Blue Wing Inn’s (BWI) interpretive period is from 1849 to 1856. The interpretive period's primary focus will be on those years when James C. Cooper operated a hotel and saloon in the building.

1.2 GENERAL INFORMATION

https://www.dgs.ca.gov/DSA/Resources/Page-Content/Resources-List-Folder/CHBC

Site Description No concessions are present at this location. The historic picturesque town of Sonoma is home to Sonoma SHP — site of the northernmost Franciscan mission in California and birthplace of the California State Bear Flag. Located in the heart of the beautiful wine country between Napa and Santa Rosa off Highway 12, the town surrounds a central plaza (the largest of its kind in California), filled with charming shops and restaurants.

Located within the City of Sonoma, Sonoma SHP has influences with a wide range of commercial, residential, institutional, and rural land uses and facilities surrounding the six separate parts of the park: the Blue Wing Inn, the Mission San Francisco Solano, Lachryma Montis (General Vallejo's American-period Home), the Toscano Hotel Complex, the Sonoma Barracks, and the site of the Casa Grande.

Sonoma Plaza, the heart of downtown Sonoma, is an entire square block containing city government offices, set in a wooded park. The interior block is surrounded by commercial establishments, making Sonoma SHP readily available to casual drop-in visitors. The BWI is half a block from the main downtown plaza shopping and fronts the south side of East Spain Street, with commercial establishments on each side.

Historical Significance The BWI is a historically significant two-story adobe building located at 131 East Spain Street in downtown Sonoma. It is to the northeast of the Sonoma Plaza and across the street from Mission San Francisco de Solano within the Downtown Unit.

Although it is not located directly on the Sonoma Plaza, it is a contributing element to the Sonoma National Historic Landmark District and National Register Historic District.

The BWI was one of the first hotels built in California north of San Francisco. The original structure was a one room adobe built in the 1830s. The property and adobe were purchased by James C. Cooper and Thomas Spriggs on August 15,1849. Cooper and Spriggs soon expanded the hotel into a gambling hall and a saloon, called the Sonoma House. It was re-named the Blue Wing Inn and became a popular location during the Gold Rush and into the late 1800s. This long two-story adobe building, just across from the mission chapel, had portions of the building that were originally constructed to house soldiers assigned to the Sonoma mission. These structures were joined together, and a second story added later. Numerous famous Americans associated with California and United States history were known to have stayed there, including Mariano Vallejo, John Fremont, Kit Carson, Lotta Crabtree and U.S. Army officer Ulysses S. Grant (later to become the eighteenth U.S. president). The building was acquired by the State in 1968.

Current Conditions The existing site was once an inn. It is a two-story adobe structure. Currently, one exterior stairway provides access to the second floor. There is a rear courtyard that may contain historic archaeological significance. The first level structure has three rooms, with two toilets, and one kitchen area. The second level has three rooms, each with a toilet and sink area. There is a smaller fourth room on the second floor with a sink. Each of these spaces will require various degrees of repair to create an operable facility. A comprehensive list of needed repairs will be provided at the site walk through and is included as Attachment 1 of this RFP. There is no parking at this site other than city managed street parking.

Current Concession Operation No concessions are currently operating at this location.

Future Site Plans and Business Development Objectives Other concession opportunities for this site include a catering kitchen, overflow restaurant, space for an art education, or gourmet food retailer.

Project Scope A successful proposal must include facility plans that address all issues described in Attachment 1, Scope of Work.

1.3 CONCESSION CONTRACT SUMMARY

This fifty (50) year concession contract will provide for the operation of a historic style event space and lodging. The intent of the concession contract is to provide the public with a high-quality event and lodging space at reasonable prices in an authentic manner and atmosphere that enhances the visitor’s experience and the interpretive, natural, and cultural resources of the park.

The following is a summary of important concession contract provisions. It is critical for proposers to understand all the terms and conditions of the Sample Concession Contract included herein. If a proposer is awarded a concession contract, the successful proposer has thirty (30) days to review and sign the awarded concession contract. The successful proposer shall be expected to accept the provisions of the Sample Concession Contract as written. If necessary, minor clarifications may be made prior to the concession contract execution.

At a minimum, the successful proposer will be required to:

1. Develop, equip, operate, and maintain a historic-style event space and lodging that reflects, as closely as possible, the primary historic period of 1851-1856 (hereinafter referred to as the “Interpretive Period”), with a variety of innovative services that rehabilitate, preserve, stabilize, and interpret the original historic landscape, features, buildings, objects, people, customs, and activities.

2. Pay annual rent in the amount presented in the proposal, which, at a minimum, shall be the greater of twenty-four thousand dollars ($24,000) annually or eight percent (8%) of Gross Receipts.

3. Implement the Operation Plan, Facility Plan, and Interpretive Plan as described in the RFP, Section 3. The Proposal shall clearly demonstrate the proposer’s plan to provide accessible services and facilities that comply with federal, state, and local accessibility guidelines. The plans will become exhibits of the final concession contract subject to State review and approval.

4. Maintain the premises, facilities, furnishings, and equipment in good condition in accordance with state standards and concession contract provisions.

5. Provide a continuing performance bond in the amount of twenty-four thousand dollars ($24,000).

6. Pay four percent (4%) of Gross Receipts for facility improvements described and required in the sample concession contract.

7. Invest five million dollars ($5,000,000) on facility improvements as outlined in the sample concession contract.

8. Pay for all taxes applicable to the operation of the concession, including possessory interest taxes, and all utility services as required by the concession contract.

9. Provide and maintain valid insurance as required by the concession contract, including but not limited to commercial general liability, worker’s comp, and property insurance.

10. Obtain all necessary licenses, permits, and approvals as set forth in the concession contract and abide by all applicable health, safety, and environmental codes and regulations.

11. Comply with the letter and spirit of current and subsequent guidelines or plans, including Park Unit General Plan amendments or updates, management and interpretive plans, historic structure reports, and others that may apply.

12. Demonstrate compliance with labor laws as specified in the RFP.

Note: Rent waiver will be offered for the first four (4) years of the contract in order to utilize those funds toward the construction and renovation of the building.

The successful proposer will not:

1. Provide sales or services considered inappropriate, deemed objectionable, or denied by the State.

2. Charge prices in excess of those approved by the State.

3. Promote or participate in activities that are incompatible with the rules, regulations, guidelines, or the mission of the State.

Note: This concession contract summary is for general information only. Terms and conditions are set forth in detail in the Sample Concession Contract.

SECTION 2 - THE RFP PROCESS

2.1 PROPOSAL PROCESS

Tentative Proposal Dates

April 27, 2026 .................................................... Publication of the RFP May 18, 2026 ................................................... Pre-Proposal Meeting May 18, 2026 .................................................... Tour of Concession Site June 16, 2026 .................................................. Last day for proposers to submit Letter of

Intent to Bid and RFP questions.

July 15, 2026 .................................................... DPR written responses to questions September 15, 2026 .......................................... Deadline for proposal submission September 2026 – November 2026 ................. Evaluation of Proposals December 2026 ................................................ Notice of “Intent to Award Contract” January 2027 ................................................... Award of contract May 2027 ......................................................... 50-year contract begins

Note: This schedule does not consider unforeseen factors that could impact the timing of the project. It is the intent of the State to keep proposers apprised of changes in the schedule as they occur. Should the award of the concession contract be protested, additional time will be required to resolve the matter.

Pre-Proposal Meeting It is mandatory that the proposer or designated representative attend the pre-proposal meeting at 4:00 PM on May 18, 2026, at the Presidio of Sonoma (Sonoma Barracks), Sonoma SHP, 36 East Spain Street, Sonoma CA 95476. Failure to attend the meeting will cause the proposal to be rejected. There will be no exceptions to this requirement.

The meeting provides an equitable forum for all proposers to:

• Meet local State staff.

• Learn about the RFP process, including procedures for questions and answers, proposal submission, and concession contract award.

• Inspect the concession site and receive information on the park and facility history and State plans for the park and the concession.

• Review the RFP document.

Tour of Concession Site It is mandatory that the proposer or designated representative attend the tour of the concession site at 4:00 PM on May 18, 2026, at the Presidio of Sonoma (Sonoma Barracks), Sonoma SHP, 36 East Spain Street, Sonoma CA 95476. The tour provides an equitable forum for all proposers to:

• Walk the concession premises.

• See the layout of the concession building.

• See the existing conditions of the adjacent courtyard.

Letter of Intent to Bid and RFP Content Questions All proposers must submit a Letter of Intent to Bid as well as any questions related to the content of the RFP no later than 5 p.m. on Tuesday, June 16, 2026. Proposers who submit a proposal but fail to submit a Letter of Intent to Bid will be disqualified. To ensure fair competition, all proposers will receive the same information and materials;

no telephone or in-person inquiries about this RFP will be answered. The Letter of Intent to Bid and RFP content questions shall be submitted in writing to the State by mail, email or fax at the contact information listed below. A written compilation of all questions and answers, and any RFP errata, will be posted on Cal e-Procure at www.caleprocure.ca.gov (or emailed/mailed upon request). Questions will be answered as clearly and completely as possible without jeopardizing the competitiveness of the proposals. Proposers should send their Letter of Intent to Bid and RFP questions addressed to:

California Department of Parks and Recreation, Partnerships Division 715 P Street 13th Floor

Sacramento, CA 95814 Attn: Sasha Tokas

Email: Sasha.Tokas@parks.ca.gov

Proposal Bond Proposals must be accompanied by a proposal bond or cashier’s check payable to the State of California, Department of Parks and Recreation, in the amount of five thousand dollars ($5,000). By submitting a proposal bond the proposer agrees that the bond may be cashed and retained by the State. If a cashier’s check is submitted, it will be cashed by the State. In the event the proposer fails to execute the concession contract, the bond or cashier’s check will be retained by the State. Further, by submitting a proposal, proposer agrees that the State will suffer costs and damages not contemplated otherwise should proposer be awarded the concession contract but fail to execute and proceed with the concession contract, the exact amount of which will be difficult to ascertain. Accordingly, it is agreed that such retained sums shall not be deemed a penalty, but, in lieu of actual damages, shall represent a fair and reasonable estimate of damages to the State for failure of the proposer to execute and proceed with the concession contract upon notification of award by the State. Bonds will be returned to all proposers once the concession contract is executed with the best responsible proposer.

Proposal Submission The proposal, including the proposal bond, must be received by 2:00 PM on September 15, 2026 at:

California Department of Parks and Recreation, Partnerships Division 715 P Street 13th Floor

Sacramento, CA 95814

Proposal Format & Content The proposal package must be sealed and clearly marked on the outside with “RFP #P24CA024 for Historic Style Event Space and Lodging at the Blue Wing Inn”. Please submit one (1) original plus one (1) copy of the proposal in 8.5” x 11” three-ring binders.

http://www.caleprocure.ca.gov/

All material should be presented in an 8.5” x 11” portrait format with tabs for each section. Larger formatted graphic exhibits are acceptable if folded to fit within the 8.5” x 11” three-ring binder. All proposals must be typed. Hand-written proposals (aside from conceptual drawings) will not be accepted. The original proposal binder must also include the following:

• A complete Concession Proposer Questionnaire (DPR 398) Checklist

• An electronic version of the DPR 398 and all supplemental information saved to an enclosed USB in Microsoft Word or comparable format.

If the requested information is not provided, the proposal will be determined to be not responsive and will be rejected.

Confidentiality of Proposals All proposals submitted to an RFP, which include the DPR 398 and applicable plans, are considered components of the “standard form of questionnaire” as references in Public Resources Code Section 5080.08(a) and become the property of the State. The proposals are subject to the requirements of the California Public Records Act (California Government Code Section 7290 et. seq.). The proposer must clearly identify in writing, within the body of the proposal, all copyrighted material, trade secrets, or other proprietary information the proposer claims are exempt from disclosure under the Public Records Act, this includes denoting where the confidential material begins, ends, and the specific reason(s) for the exemption. Proposers claiming exemption must include the following statement in their proposal:

The proposer agrees to indemnify and hold harmless the State, its officers, employees, and agents from any claims, liability, or damages against the State, and to defend any action brought against the State for proposer’s refusal to disclose such material, trade secrets, or other proprietary information to any party. Proposer acknowledges and understands that State may release information in the proposal claimed by proposer to be exempt from disclosure under the Public Records Act, and that proposer waives any claims against the State for this release.

Failure of the proposer to include this statement and/or identify in writing the claimed exempt material shall be deemed a waiver of any exemption from disclosure under the Public Records Act. In the event of a protest to the State’s Notice of Intent to Award a concession contract, State may, in its sole discretion, release any or all of the contents of the proposals to the proposers for purposes of hearing and adjudicating the protest. Requests by proposers to review the winning proposals will be allowed, with the exception of financial statements, for purposes of protesting the Notice of Intent to Award and only within the 10 days following said Notice. Once a fully executed concession contract is signed and approved by the State the contract is open to public inspection. Pursuant to Public Resources Code Section 5080.08(b), the proposal questionnaire and financial statements will not be open to public inspection unless they are to be referenced as a result of a civil action or criminal prosecution by the State.

Withdrawal of Proposals Proposals may be withdrawn at any time prior to the proposal closing date and time provided that a written request executed by the proposer or his/her duly authorized representative for the withdrawal of such proposal is filed with the State. The withdrawal of a proposal shall not prejudice the right of a proposer to file a new proposal prior to the proposal closing date and time. However, once the proposal closing date and time has passed, proposals shall be irrevocable.

2.2 EVALUATION PROCESS

Verification of Proposal Information The State may obtain credit reports and verify tax form information to further establish the qualifications of any proposer. All proposers may be subject to a personal interview and inspection of his/her business premises prior to award. Proposers should notify bank and business references in writing that a representative from the State will be contacting them concerning the financial and credit information furnished to the State with the proposal.

State’s Right to Reject Proposals, Waive Defects and Requirements The State reserves the right to accept or reject any or all proposals, and waive any or all immaterial defects, irregularities, or requirements in the RFP for the benefit of the State, so long as such waiver does not give any proposer a material advantage over other proposers. A proposer shall not be relieved of his/her proposal nor shall any change be made in his/her proposal due to a proposer error.

Supplemental Information At its sole discretion, the State reserves the right, but does not have the obligation, to seek supplementary information or clarification from any proposer at any time between the dates of proposal submission/acceptance and the concession contract award. The State may obtain credit reports and/or make background inquiries to further establish the qualifications of any proposer. Proposers may be required to make a presentation to the Concession Contract Award Board.

Proposal Evaluation All proposals received shall be evaluated for form and content in accordance with the requirements of this RFP. Upon receipt of only one proposal for this concession and at the State’s discretion, a Concession Contract Award Board may be convened to evaluate and score the proposal. Upon receipt of more than one proposal, a Concession Contract Award Board will evaluate and score each eligible proposal pursuant to the point system and selection criteria as described in the Proposal Instructions and Proposal Evaluation Sheet. Proposals that do not pass Evaluation Level I will be disqualified from further consideration. Proposals that pass Evaluation Level I but do not pass Evaluation Level II may be considered by the Concession Contract Award Board provided more than one proposal is received.

Concession Contract Award Board Concession Contract Award Boards are appointed by the Director of the California Department of Parks and Recreation, or his or her representative, and convened to review, evaluate, and rate each proposal received to make a recommendation to the

Director regarding the selection of the “Best Responsible Proposer”. If an Award Board is convened for this RFP, the members may include park staff with related expertise, such as Field Division Chief, Deputy Director, Park Design and Construction staff, or District Superintendent, and representatives from other public agencies or the private sector. The Award Board cannot consist of individuals associated with the District that is advertising the RFP.

Concession Contract Award If an award is made, the award for a concession contract will be to the “Best Responsible Proposer” in accordance with California Public Resources Code Section

5080.23. The “Best Responsible Proposer” will be the proposer whose proposal passes each of the required elements and receives the highest total score as determined by the Concession Contract Award Board and as approved by the Director. In the event of only one proposal for this concession contract, the State may award the contract upon determining the one proposal passes each of the required RFP elements. Execution of the awarded concession contract is subject to approval by controlling agencies of the State, which include the Department of General Services and the Attorney General and will not be binding on the State or the successful proposer until such approval is obtained. In the event the State does not identify a “Best Responsible Proposer” through the bid process, the State may negotiate a concession contract under the provisions of California Public Resources Code Section 5080.16(a).

Protest of Award Based on California Code of Regulations, Title 14, Division 3, Chapter 3, Section 4400 and California Department of Parks and Recreation policy, within ten (10) days after the State has issued a notice of intent to award a concession contract for a term in excess of two (2) years following a RFP, any proposer who submitted a proposal for that specific RFP may file a written statement of protest against awarding of the contract with the Director of the California Department of Parks and Recreation. The statement shall be signed by the protestor, shall specify the grounds for the protest and may include a demand for a hearing. Failure to file a verified petition within the ten (10) day period shall constitute a waiver of the right to protest. Protests must be sent to:

The Department of Parks and Recreation

Attention: Director Armando Quintero 715 P Street, 14th Floor Sacramento, CA 95814

Partnerships@parks.ca.gov

A copy of the protest must be served on the Attorney General within the ten (10) day period by the proposer. Serve the Attorney General at:

State of California Department of Justice

Office of the Attorney General Land Law Section

1300 I Street Sacramento, California 95814

(916) 445-9555

If a protest is timely served and a hearing is demanded, or if the Director, on his or her own motion orders a hearing, proceedings shall be conducted according to the Administrative Procedure Act, and the protest statement shall be treated as a Statement of Issues (Govt. Code 11504). Issues not raised in the protest statement are deemed waived. The filing of a protest does not prevent the State from awarding the contract.

Any recommendation or decision of the hearing officer shall be submitted to the Director for approval, adoption, modification, disapproval, or other interlocutory or final action. If a hearing is not so demanded or ordered, the action of the Director shall be final.

2.3 CONTRACT EXECUTION

Preparation of Contract Subsequent to the award of a contract, if an award is made, the State will prepare a final contract for execution. The contract will contain "exhibits" developed from the selected proposal including the proposal’s Operation, Facility, and Interpretive Plans, as required. Minor changes or modifications to the contract, proposal plans, and contract exhibits may be made prior to execution based on agreement between the State and concessionaire. However, no material changes to the concession contract or its exhibits as presented in the RFP and in the selected proposal may be made.

Performance Bond and Insurance The successful proposer will be required to submit a performance bond (or other approved surety) and evidence of insurance required under the contract. Failure to submit the bond and/or insurance verification within the time limit presented may be treated as a refusal to execute, if the State so elects, and the State may take the proposal bond and select the next Best Responsible Proposal.

Failure to Sign/Deliver Contract A failure of the successful proposer to sign and deliver the contract within thirty (30) days of receipt may be treated as a refusal to execute, if the State so elects, and the State may retain the proposal bond and select the next Best Responsible Proposal.

SECTION 3 - THE PROPOSAL

3.1 INSTRUCTIONS FOR THE CONCESSION PROPOSAL

A completed Concession Proposer Questionnaire Checklist, Concession Proposer Questionnaire form (also known as DPR 398) and a proposal bond will constitute the proposal. Proposer must complete all sections, respond to all questions, and fill in all blanks within the form. Inapplicable questions or blanks should be marked “N/A” or “Not Applicable”. Failure to properly complete the form may disqualify the proposal.

The proposal must be clear and unambiguous. It should clearly commit the proposer to enter into a contract with the State to provide the services and other concession improvements as required by this RFP and offered in the proposal. Financial commitments must be made and conditional only on contract execution.

The submission of a proposal shall be deemed evidence that the proposer is aware of the responsibilities of being a concessionaire and has carefully examined state laws relating to California State Park concessions; possessory interest tax as related to concessions; the site(s) selected for said concession; obligations and responsibilities related to local control agencies and permitting requirements; and the proposal instructions, proposal form, and the sample concession contract included herein.

I. PROPOSER INFORMATION

A. Proposer Identification This section should be completed to reflect contact information for the business, proposer, and a point of contact.

Small Business Status If the business is a Small Business (SB) or Disabled Veteran Business Enterprise (DVBE) they must enter their Office of Small Business (OSB) identification number and the proposal must include a copy of the Small Business Certification.

To ensure a certifiable document, applications should be submitted to OSB well before the proposal closing day and properly identify a business type consistent with this RFP.

It is the proposer’s responsibility to contact OSB to verify the completeness of the application. Incomplete documents are not certifiable. Proposers may obtain an application for Small Business Certification from:

Office of Small Business and DVBE Certification 707 Third Street, 1st Floor, Room 400

West Sacramento, CA 95605

(800) 559-5529 or (916) 375-4940

Fax: (916) 374-4950

A non-profit organization may qualify for the same preference points as a small business if registered with the OSB.

B. Business Information Select the type of business that describes the proposing entity (Sole Proprietorship, Partnership, Joint Venture, Limited Liability Company or Corporation) and provide the requested information. The type of business must be established prior to submitting a proposal. All proposals must include documentation that they can do business within the State of California.

• Sole Proprietorships: If operating under a fictitious business name or trade name, it is mandatory to include proof of registered fictitious business name and a copy of current business license or other proof that the business can operate in California

• Partnerships: shall include a copy of the partnership agreement which clearly describes the role of each partner.

• Joint Ventures: shall include a copy of the joint venture statement/agreement which clearly describes the role of each member in the joint venture.

• Limited Liability Companies (LLC): shall include a copy of its Articles of Organization with the California Secretary of State seal (LLC-1 or LLC-5) and the Statement of Information (LLC-12) to identify the managing member or members of the organization.

• Corporations: shall include a copy of the articles of incorporation with the California Secretary of State seal, and a board resolution to authorize the concession proposal and identify the individual authorized to act on behalf of the corporation.

C. Individual Information This section must be completed by each individual, partner, and member of the joint venture; CEO, officers, and holders of 25% or more of the company’s shares for corporations; concession manager; and the managing member(s) of the organization identified on the LLC-12 for a limited liability company. The aforementioned identified individual(s) must also complete and sign the Authorization to Release Information in Section IV.

Personal History: Proposers must provide their legal name, social security number, address, phone number and answer each of the questions. If the proposer answers yes to any question they must provide additional information.

• If the proposer had a bond or surety canceled or forfeited within the past ten (10) years they must list the bond company, date, amount, and explain why it was canceled or forfeited.

• If the proposer has been involved in, pleaded guilty or no contest to, or been convicted of committing any crime other than minor traffic violations, they must list violation or crime, the dates it occurred, and the locations.

• If the proposer has ever declared bankruptcy, been declared insolvent or bankrupt, filed for bankruptcy, or been reorganized under federal or state laws they must list the dates, court jurisdictions, and amounts of liabilities and assets.

• If the proposer is involved in any pending litigation they must list the violations, dates, and locations.

Experience: For the purpose of this RFP, proposers must have a minimum of five (5) years’ experience owning, managing or operating a business of similar type, size and scope as the concession operation set forth and described in this RFP. Proposals with less than the minimum experience will be disqualified. More points will be apportioned from the total available for years of experience exceeding the minimum requirement.

Provide a narrative describing in detail the duration, extent, and quality of the proposer’s education and business experience with special emphasis on the experience and qualifications related to the subject concession. Be specific with respect to the type and dates of experience, the proposer’s management role and specific duties, type and size of operation, quality of operation, public agency involvement, contractual relationships, and other factors demonstrating ability to successfully operate the proposed concession. If previous experience includes being a concessionaire with California State Parks, you must include your performance evaluations under section D. Business References. Include additional information as needed.

Certification: Proposers must sign and date the certification at the bottom of the page certifying that all information provided is true and accurate.

D. Business References Client and vendor references are used to confirm information provided by proposers and to evaluate the proposer’s quality of experience and past performance. Proposers should submit at least one reference letter including contact information (phone number, email address, and physical address) for each reference type required below. These references should be familiar with the business. Proposers should notify their references in writing that a representative from the State will be contacting them.

For the purposes of this RFP, proposers should provide references from the following sources within the DPR 398:

1. Client or Business Reference: Name clients or other persons that most accurately reflect the business performance and ability to fulfill contract obligations with other entities for the provision of goods and services. NOTE: Proposers must provide a California State Park reference if they have operated a concession within California State Parks in the past five (5) years. Failure to provide the reference may result in proposal disqualification.

Must provide a reference from a public agency in order to receive additional points under 3.2 PROPOSAL EVALUATION CRITERIA - Experience If current or previous concessionaire with California State Parks, you must provide the last three years of Performance Evaluations (DPR Form 531).

2. Vendor Reference: Proposers should provide vendor references if they are a pre-existing business currently utilizing vendors.

In addition to the references above, proposers must provide their Insurance Provider(s):

List name(s), address, phone number, and contact person of insurance carrier(s) who will provide your insurance (liability, vehicle, watercraft, workers compensation, etc).

A reference letter is not needed from your insurance provider(s). A quote for each insurance type as required in the sample contract must be provided as stated under C.

Financial References and Credit Worthiness of the DPR 398.

II. THE PROPOSAL

Provide an Operation, Facility, and Interpretive Plan (as required) that addresses each of the checked elements in the Concession Proposer Questionnaire form (DPR 398).

Each element of the DPR 398 is described below. Proposers may submit additional information to describe and enhance their proposal.

As a condition of the contract award, the successful proposer may be required to revise or further develop these plans to the satisfaction of the State and prior to the execution of the contract. If and when it is accepted, the final plans will be incorporated as exhibits to the contract and become an obligation of the concessionaire.

The Proposal Plans shall be submitted on a USB device concurrent with the proposal.

The plans provided on the USB must be available in Microsoft Word format so they can easily be incorporated as exhibits in the final contract.

A. Rental Offer The concessionaire will be required to pay as annual rent a guaranteed amount (Rental Guarantee) or a Percentage of Gross Sales, whichever is greater. Proposers shall bid both the Rental Guarantee, and the Percentage of Gross Sales as specified in the DPR

398. For the purposes of this RFP, the Rental Guarantee must be at least the sum of twenty-four thousand dollars ($24,000) annually or eight percent (8%) of Gross Receipts, whichever sum is greater. The flat fee of twenty-four thousand dollars ($24,000) is waived for the first four (4) Contract Years once Term the term begins and shall become effective commencing Contract Year five (5). This waived rent will be utilized for renovations and construction phases as described in the Sample Concession Contract, Attachment 3. Any offer below the minimum rent requirements will result in proposal disqualification.

B. Operation Plan The Operation Plan shall address the following elements and must demonstrate an understanding of and commitment to achieving the objectives of this RFP. The proposal must also adhere to the operational requirements as described in the Sample Concession Contract. The following sections and the items listed in each section are required in the operation plan.

Executive Summary As a condition of the contract award, the successful proposer may be required to revise or further develop the Operation Plan to the satisfaction of the State and prior to the execution of the contract. If and when it is accepted, the final plan will be incorporated as an exhibit to the contract and become an obligation of the concessionaire thereunder. In addition to the Operations Plan, the successful proposer also must adhere to the operational requirements as described in the Sample Contract. The operation Plan should address each of the following elements:

Vision/Mission Statement Provide a Vision/Mission Statement that aligns with the California Department of Parks and Recreation’s and the Sonoma State Historic Park’s missions as described in the general plan, as well as the proposer’s goals and objectives for the concession business.

Organizational Structure Provide an organization chart and staffing plan that can guide the operations and ongoing management of the concession business. The plan should identify the proposed concession manager; position titles and salaries for all job classifications with a summary of the required job skills, qualifications and duties; and the number of existing or proposed employees in each job classification to support the operation.

Transition/Business Start-Up Provide a plan and timeline for starting concession operation. Since no concession currently exists in this location, there is no need to consider provisions for the retention of employees of an existing concessionaire who may become displaced during the transition to a new concession operator.

Maintenance and Housekeeping Provide a comprehensive plan to maintain the concession facilities in a first-class condition throughout the term of the contract. The maintenance plan must describe staffing noting required skills or qualifications, any subcontracted services, housekeeping and maintenance schedules, repairs and annual budget allocation to maintain the equipment, facilities and structures in good, safe and sanitary condition in accordance with all standards set forth in the Sample Concession Contract, Attachment 3, Maintenance.

Customer Service Describe a clear commitment to successfully implement an effective customer service program. The plan should include, but is not limited to, previously established and effective customer service program models, adequate employee staffing and management oversight, hours of operation equal to or greater than required by this RFP, and a customer satisfaction feedback survey program.

Employee Staffing and Training Describe personnel policies and training program for all employees including, but not limited to, hiring practices; probationary period; health, safety, and grievance policies and procedures; performance monitoring; uniform requirements and/or dress code;

business orientation; job training; and park orientation training. Such programs must provide sufficient staffing with the skills and knowledge to ensure the provision of high-quality services, as well as the ability to respond to public inquiries regarding state parks in the area and answer basic questions about the park’s interpretive themes.

Marketing and Advertising Describe proposed marketing and advertising methods; identify media sources and sample advertising materials, schedules, brochures, signage; plans to collaborate and co-brand with the department; and specify an annual marketing budget allocation.

Favorable consideration will be given to proposals indicating focused efforts to increase visitors from California’s multi-ethnic and disadvantaged populations.

Community Involvement Describe commitment to create added value and benefits to the surrounding community and park visitors. This may include special events, educational programs, community service activities, and recognition of local stakeholders and interest groups. In addition, proposer should identify any special skills, knowledge, and resources needed and available to implement the plan.

Products, Merchandise, and Services Provide a detailed description of the proposed products and services to be provided by the concession operation. The products and services offered should meet or exceed the needs of the park users and be compatible with and complementary to the mission of the park and in alignment with the interpretive period from 1849 to 1856.

Prices and Pricing Policies Provide a price schedule for a representative sample of the proposed products and services. The policies should include an explanation of the process to be used to establish prices for products and services. Such policies should provide park visitors with quality products at reasonable prices considering the competition of comparable markets for similar products, services and the cost of doing business.

Conservation and Recycling Outline the proposer’s approach to solid waste management, including reduction, re-use, and recycling, use of post-consumer recycled products, water and energy conservation, pest management, hazardous materials handling, air quality, and other applicable facets of resource conservation and environmental protection that are applicable to the concession operation. The plan should clearly commit proposers to a program that will minimize negative impacts on the environment and encourage park visitors to do the same. Additional requirements can be found in the Sample Contract under Section 13. Resource Conservation, for facilities serving fresh food. “Greening” of concession operations is encouraged. Additional points will be awarded to proposer including greening concepts in the concession operations plan.

Accessibility Describe commitment to ensure that visitors with disabilities will have access to all of the events and services provided through the concession operation in accordance with the Americans with Disabilities Act of 1990, the Rehabilitation Act of 1973, and California Government Code Sections 4450 et. Seq. and 7250 while also adhering to California Historical Building Code (Title 24, Part 8), which refers to the Health and Safety Code, Part 2.7, Division 13, Sections 18950-18961.Additional accessibility resources are available at www.ada.gov; http://www.parks.ca.gov/?page_id=21944;

(State Parks Accessibility Program) and http://www.parks.ca.gov/?page_id=22651 (All Visitors Welcome handbook).

Healthy Foods Initiative Describe commitment to promote a healthy lifestyle in an environmentally sustainable manner. Proposers should consider providing traditional menu items either updated to conform to the State’s healthy food requirements, or the addition of healthy food menu options and locally sourced ingredients.

Safety and Security Provide a detailed description of the safety and security procedures that are provided and available on the premises and how this will be upheld to ensure that a good safety record is maintained.

https://www.dgs.ca.gov/DSA/Resources/Page-Content/Resources-List-Folder/CHBC https://www.dgs.ca.gov/DSA/Resources/Page-Content/Resources-List-Folder/CHBC http://www.ada.gov/ http://www.parks.ca.gov/?page_id=21944 http://www.parks.ca.gov/?page_id=22651

GenAI Requirement The State of California seeks to realize the potential benefits of GenAI, through the development and deployment of GenAI tools, while balancing the risks of these new technologies. For purposes of this Contract, GenAI means the definition set forth in Government Code section 11549.64.

Concessionaire must notify the State in writing if it: (1) intends to provide GenAI as a deliverable to the State; or (2), intends to utilize GenAI, including GenAI from third parties, to complete all or a portion of any deliverable that materially impacts: (i) functionality of a State system, (ii) risk to the State, or (iii) Contract performance. For avoidance of doubt, the term “materially impacts” shall have the meaning set forth in State Administrative Manual (SAM) § 4986.2 Definitions for GenAI.

Failure to report GenAI to the State may result in disqualification or termination of this contract. The State reserves the right to seek any and all relief to which it may be entitled to as a result of such non-disclosure.

Upon notification by a Concessionaire of GenAI as required, the State reserves the right to incorporate GenAI Special Provisions into this contract or reject bids/offers that present an unacceptable level of risk to the State.

Government Code 11549.64 defines “Generative Artificial Intelligence (GenAI)” as an artificial intelligence system that can generate derived synthetic content, including text, images, video, and audio that emulates the structure and characteristics of the system’s training data.”

The Concessionaire must indicate in their operation plan whether they do or do not plan on using GenAI. If Concessionaire does plan on using GenAI, they must indicate how GenAI will be used.

As a condition of the contract award, the successful proposer may be required to revise or further develop the Operation Plan to the satisfaction of the State and prior to the execution of the contract. If and when it is accepted, the final plan will be incorporated as an exhibit to the contract and become an obligation of the concessionaire.

C. Facility Plan The Facility Plan should address the following elements and…