RFP _ 8_21_25 _ Operation of Ferry Service.docx

CITY OF ST. MARYS, GEORGIA

REQUEST FOR PROPOSALS

OPERATION OF FERRY SERVICE BETWEEN THE CITY OF ST. MARYS, GEORGIA, AND THE CITY OF FERNANDINA BEACH, FLORIDA

I. Introduction

The City of St. Marys, Georgia, is accepting competitive sealed proposals from vendors whose primary line of business is the operation and management of passenger vessels (i.e., Water Taxi Service) to operate a ferry between the City of St. Marys, Georgia, and the City of Fernandina Beach, Florida.

The City of St. Marys will receive sealed proposals at the location stated below up to 2:00 PM on August 21, 2025. Interested vendors are instructed to submit one original, six copies, and one electronic version (CD or thumb drive) of their proposals. The city will review the proposals and make a recommendation for selection.

SUBMISSION LOCATION:

City of St. Marys Attn: Sarah Lee or Charlie Williams 418 Osborne Street St. Marys, GA 31558

Any proposal received after the above-stated time and date will not be considered. It shall be the sole responsibility of the Submitter to have its submittal delivered to the City of St. Marys by U.S. Mail, hand delivery, or any other method available to him/her; however, facsimile or electronic submittals will not be accepted. Delay in delivery shall be the sole responsibility of the Submitter.

For specification questions during the proposal period, please submit inquiries in writing to:

Ms. Sarah Lee slee@stmarysga.gov 912.510.4045

You are required to email your business name, contact person, email address, physical address, phone number, and the project name or number to Sarah Lee, Purchasing Coordinator, at slee@stmarysga.gov, to be placed on the Plan holders list. Failure to do so will prevent you from receiving any addenda that are issued.

II. Proposal Requirements

Proposals should include the following information:

A. Cover Letter:

Please include a brief cover letter introducing the Submitter and summarizing their interest in and understanding of the project. An authorized representative of the Submitter should sign the cover letter.

B. Company Overview:

Provide a general overview of the company. Include information on the company’s organizational structure and relevant partnerships or subcontractors.

C. Experience and Qualifications:

Provide detailed descriptions of any relevant experience and qualifications.

D. Project Approach:

Include a detailed work plan outlining how the Submitter intends to operate the ferry service between St. Marys, Georgia, and Fernandina Beach, Florida. Provide information concerning the vessel(s) for the ferry service, including vessel capacity.

E. Staffing Plan:

Provide a detailed staffing plan, including qualifications and experience of key personnel who will be involved in operating the ferry service. Also, describe any training programs or safety protocols for staff.

F. Relevant Documents:

Include copies of any relevant licenses, permits, or certifications. Also, include any other documents that may assist the city in evaluating the proposal.

III. Ferry Service Expectations and Requirements

Once a proposal is selected, the City of St. Marys and the chosen vendor are expected to negotiate and enter into a contract that delineates the rights and obligations of both parties. However, the selected vendor is expected to provide ferry services in accordance with the following expectations and requirements.

A. Service Schedule

The ferry service must operate a minimum of three round trips per day. The ferry schedule should align with the Cumberland Island Ferry schedule to maximize passenger convenience. It is anticipated that the ferry service will adhere to the following schedule:

Or

This schedule may be adjusted by mutual agreement in response to seasonal constraints, inclement weather, or other natural events that could prevent vessel travel.

In addition to daytime service, the city desires the ferry service to include regularly scheduled evening operations, including but not necessarily limited to weekends, with return service from Fernandina Beach as late as 9:00 or 10:00 PM. The purpose of this evening service is to accommodate passengers visiting local restaurants, nightlife venues, and special events such as festivals and concerts. Respondents are encouraged to propose service models that will meet this goal B. Vessel Specifications:

The ferry must have a minimum passenger capacity of 24 and can accommodate up to 12 bicycles to support group rides. It must also comply with all U.S. Coast Guard regulations and have all necessary licenses and certifications.

C. Dock Usage:

The selected vendor will be allowed to use City-owned dock space for passenger loading and unloading. Dock fees will be waived for this purpose during the contract term. The selected vendor must maintain the dock space in a clean and orderly condition and is responsible for any damage caused by its use of the dock.

D. Passenger Reporting:

The selected vendor must provide monthly reports to the City of St. Marys and the City of Fernandina Beach detailing the ferry service’s operation. Reports must include the total number of trips, passenger counts per trip, and any service interruptions or issues encountered.

E. Financial and Operational Sustainability:

The selected vendor is expected to ensure that the ferry service is financially and operationally sustainable. It is anticipated that the selected vendor may receive financial support in the amount of up to $10,000 per year for the first two years of operation. This anticipated financial support is expected to be provided jointly by the City of St. Marys and the City of Fernandina, subject to budgetary approval by both cities.

Any financial support provided will be contingent upon the vendor meeting defined service and performance standards and fully complying with all contractual obligations and other requirements as set forth in this Request for Proposals. Neither the City of St. Marys nor the City of Fernandina makes any guarantee of financial support, and any payments will be subject to the availability of funds and satisfactory performance by the selected vendor.

F. Safety and Compliance:

The selected vendor must adhere to all safety regulations and best practices, including U.S. Coast Guard requirements, to ensure passenger safety. The vendor must also implement and maintain safety protocols, including staff training, emergency procedures, and regular vessel inspections.

G. Insurance and Indemnification:

The selected vendor must maintain comprehensive insurance coverage throughout the term of the contract, including, but not limited to, the following:

· Commercial General Liability Insurance: Minimum coverage of $1,000,000 per occurrence, including coverage for premises, operations, products, completed operations, independent contractors, and contractual liability. The policy must cover personal injury, bodily injury, and property damage. If umbrella or excess liability coverage is used to meet these requirements, it shall not be more restrictive than the underlying policy coverage.

· Workers’ Compensation and Employer’s Liability Insurance: Coverage must be provided for all employees in compliance with applicable state and federal laws.

· Errors and Omissions Insurance: Coverage not less than $1,000,000 per occurrence to cover liability for any damage or non-performance due to errors, omissions, or negligence by the selected vendor, its employees, agents, or subcontractors.

Additionally, the selected vendor must ensure subcontractors maintain similar insurance coverage for their employees or provide proof that such employees are covered under the chosen vendor’s policy.

The City of St. Marys must be named as an additional insured on all policies except for Workers’ Compensation Insurance. The selected vendor’s insurance shall be primary and non-contributory with any insurance the City maintains. Further, the selected vendor must provide proof (in a form deemed acceptable by the City) that the required coverage is in effect before commencing operations under the contract.

IV. Evaluation Process

Proposals will be evaluated based on the Submitter’s ability to meet the City’s needs and the quality of their submission in the following areas:

A. Quality of Firm and Experience (30%)

· Evaluation will consider the vendor’s history, relevant experience, and proven ability to manage and operate ferry or water taxi services.

· Vendors with experience in similar projects, particularly those involving local government or municipal partnerships, will receive special consideration.

B. Qualifications of Staff (30%)

· The evaluation will assess the qualifications, experience, and expertise of key personnel involved in the project.

· Proposals should include detailed resumes or profiles of staff members, highlighting their roles in similar projects and their qualifications to meet the City’s needs.

C. Project Approach (30%)

· Evaluation will focus on the Submitter’s understanding of the project requirements and the proposed approach to accomplishing the work.

· Proposals should outline a comprehensive work plan that meets or exceeds the expectations and requirements listed in this RFP, including operational plans, schedules, and innovative strategies.

D. Demonstrated Government Experience (10%)

· Evaluation will consider the Submitter’s experience working on projects with local governments or public entities.

· Assessment will include past performance in terms of timeliness, adherence to budget, and overall quality of work on previous local government projects.

Proposals will be evaluated and ranked according to the above criteria, with a total possible score of 100%. Proposals may be evaluated by City staff or, if the city so chooses, by a committee formed for this purpose. The City reserves the right to accept or reject any proposals and request additional information or clarifications from Submitters as needed.

V. Miscellaneous Provisions

A. Required Licenses and Certifications:

· Coast Guard License: Vendors must include a copy of the U.S. Coast Guard license for the boat(s) and captain(s) to be used in the ferry service with their submission.

· Occupational Tax Certificate: The vendor selected to provide the ferry service must possess a valid occupational tax certificate (or business license, as applicable) from the jurisdiction where its principal office is located.

B. Current Operations and Marketing Capabilities:

Submitters should briefly describe their current passenger vessel operations, including owner information and existing marketing capabilities. This description should highlight the Submitter’s ability to effectively promote and sustain a ferry service.

C. Independent Contractor Status:

The vendor selected to provide the ferry service shall have the status of an independent contractor. Nothing in this RFP or any contract for ferry services shall create or be construed as creating a partnership or agency relationship between the City of St. Marys and the selected vendor.

D. Indemnity:

Any vendor selected to provide the ferry services must agree to indemnify, hold harmless, and defend the City of St. Marys, its officers, employees, agents, and attorneys from any claims, demands, damages, actions, or suits arising out of or in connection with any negligent or deliberate act or omission by the vendor, its officers, employees, agents, or representatives. This obligation shall survive the termination of the agreement.

E. Liquidated Damages

Any contract awarded to the chosen vendor will include a liquidated damages clause. This clause will require the vendor to pay liquidated damages to the City of St. Marys in an amount of not less than one hundred dollars ($100) per day for each day that the ferry service is not operational after the agreed-upon start date of the ferry services.

IMMIGRATION AND SECURITY FORM

(GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT AFFIDAVIT)

Contractor’s Name:

CONTRACTOR AFFIDAVIT

By executing this affidavit, the undersigned Contractor verifies its compliance with O.C.G.A. §13-10-91, stating affirmatively that the Contractor identified above has registered with and is participating in a federal work authorization program*, in accordance with the applicability provisions and deadlines established in O.C.G.A. 13-10-91.

The undersigned further agrees that, should it employ or contract with any subcontractor(s) in connection with the physical performance of services pursuant to this contract with the State Entity, Contractor will secure from such subcontractor(s) similar verification of compliance with O.C.G.A. § 13-10-91 on the attached Subcontractor Affidavit. Contractor further agrees to maintain records of such compliance and provide a copy of each such verification to the State Entity at the time the subcontractor(s) is retained to perform such service.

EEV / E-VerifyTM Company Identification Number

BY: Authorized Officer or Agent Date (Contractor Name)

Title of Authorized Officer or Agent of Contractor

Printed Name of Authorized Officer or Agent SUBSCRIBED AND SWORN

BEFORE ME ON THIS THE

DAY OF , 20

[NOTARY SEAL]

Notary Public My Commission Expires:

*any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), P.L. 99-603

OPERATION OF FERRY SERVICE

Contractor’s Name:

Solicitation Name or Contract No.:

Operation of Ferry Service

ADDITIONAL INSTRUCTIONS TO CONTRACTOR: Identify all subcontractors used to perform under the state contract. In addition, you must attach a signed and notarized affidavit (attached) from each of the subcontractors listed below. The contractor is responsible for providing a signed and notarized affidavit to the State Entity within five (5) days of the addition of any new subcontractor used to perform under the identified state contract.

Contractor’s Name:

Subcontractors:

Contractor’s Name:

Subcontractor’s (Your) Name:

Solicitation Name or Contract No.:

Operation of Ferry Service

SUBCONTRACTOR AFFIDAVIT

By executing this affidavit, the undersigned Subcontractor verifies its compliance with O.C.G.A. §13-10-91, stating affirmatively that the Subcontractor which is engaged in the physical performance of services under a contract with the Contractor identified above on behalf of the State Entity identified above has registered with and is participating in a federal work authorization program*, in accordance with the applicability provisions and deadlines established in O.C.G.A. 13-10-91.

EEV / E-VerifyTM Company Identification Number

BY: Authorized Officer or Agent Date (Subcontractor Name)

Title of Authorized Officer or Agent of Contractor

Printed Name of Authorized Officer or Agent SUBSCRIBED AND SWORN

BEFORE ME ON THIS THE

DAY OF , 20

[NOTARY SEAL]

Notary Public My Commission Expires:

*any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), P.L. 99-603

City of St. Marys Affidavit Verifying Status For City Public Benefit Application

By executing this affidavit under oath, as an application for a City of St. Marys, Georgia Business License or Occupation Tax Certificate, Alcohol License, Taxi Permit or other public benefit as referenced in O.C.G.A. Section 50-36-1, I am stating the following with respect to my application for:

Taxi Permit or Other public benefit Please check one Name:

Name of natural person applying on behalf of individual, business, corporation, partnership, or other private entity

qualified alien or non-immigrant under the Federal Immigration and Nationality Act 18 years of age or older and lawfully present in the United States. * In making the above representation under oath, I understand that any person who knowingly and willfully makes a false, fictitious, or fraudulent statement or representation in an affidavit shall be guilty of a violation of the Official Code of Georgia Section 16-10-20.

Signature of Applicant Date

SUBCRIBED AND SWORN

Alien Registration number for non-citizens Notary Public

My Commission Expires:

*Note: O.C.G.A. § 50-36-1 (e)(2) requires that aliens under the Federal Immigration and Nationality Act, Title 8 U.S.C., as amended, provided their alien registration number. Because legal permanent residents are included in the federal definition of “alien,” legal permanent residents must also provide their alien registration number. Qualified aliens that do not have an alien registration number may supply another identifying number below:

OPERATION OF FERRY SERVICE

DEPARTMENT OF PUBLIC WORKS

418 OSBORNE STREET * ST. MARYS, GEORGIA 31558

NOTICE OF AWARD

TO: PROJECT NAME:

Operation of Ferry Service

The Owner has considered the Bid submitted by you on , 2025, for the above-described Work in response to its Advertisement Request for Bids.

You are required by the Information for Bidders to execute the Agreement and furnish the required Documents per the Contract Documents for the Operation of Ferry Service within ten (10) calendar days from the date of this Notice to you.

If you fail to execute said Agreement and to furnish said documents within 10 days from the date of this Notice, the Owner will be entitled to consider all your rights arising out of the Owner’s acceptance of your Bid as abandoned. The Owner will be entitled to such other rights as may be granted by law.

ACCEPTANCE OF NOTICE

Receipt of the above Notice of Award is hereby acknowledged:

By: , this the day of , 2025.

Signature Title

DEPARTMENT OF PUBLIC WORKS

418 OSBORNE STREET * ST. MARYS, GEORGIA 31558

NOTICE TO PROCEED

Dated this day , 2025.

By: Title: Public Works Director Bobby Marr

ACCEPTANCE OF NOTICE

Receipt of the above Notice to Proceed is hereby acknowledged:

By: this the day of , 2025.

Printed Name

Signature Title image3.png image4.png image5.png image6.png image2.jpeg