REQUEST FOR PROPOSALS X001513

GOLF PRO SHOP CONCESSION

AT

Sunken Meadow State Park

Kings Park, Suffolk County, New York

RFP Released: Tuesday, September 8, 2026 Proposals Due: at 3:00 p.m. Tuesday, October 6, 2026

RFP X001513 Sunken Meadow Golf Pro Shop Concession

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RFP X001513 Sunken Meadow Golf Pro Shop Concession Page i

TABLE OF CONTENTS

I. STATE PARKS MISSION & GOAL

II. LICENSE TERM

III. RFP TIMETABLE & SUBMISSION ADDRESS

IV. CONTACT INFORMATION

V. BACKGROUND

VI. PREMISES

VII. SCOPE OF CONCESSION

RFP REQUIREMENTS

VIII. BUSINESS CONSIDERATIONS & REQUIREMENTS

IX. MINIMUM FINANCIAL REQUIREMENTS

X. GUIDANCE ON FORM & CONTENT OF PROPOSALS

XI. PROPOSAL SUBMISSION INSTRUCTIONS

XII. PROPOSAL REVIEW

XIII. METHOD OF EVALUATION AND AWARD

XIV. MODIFICATION/WITHDRAWAL/REJECTION OF PROPOSALS

XV. PROCUREMENT REQUIREMENTS

NO BID LETTER

EXHIBITS

EXHIBIT A – REQUIRED FORMS

ATTACHMENT #1: FINANCIAL PROPOSAL FORM

ATTACHMENT #2: PUBLIC OFFICERS LAW CERTIFICATION

ATTACHMENT #3: NON-COLLUSION CERTIFICATION

ATTACHMENT #4: BUSINESS HISTORY

ATTACHMENT #5: SFL § 139-l, § 139-m, and EXECUTIVE ORDER # 177 Certification ATTACHMENT #6: EXECUTIVE ORDER #16 Certification

EXHIBIT B – PARK MAPS DEPICTING PREMISES

EXHIBIT C – REPORTED GROSS RECEIPTS HISTORY

EXHIBIT D– PROCUREMENT REQUIREMENTS

SUMMARY OF AND IMPLEMENTATION GUIDELINES FOR § 139-j and §139-k

FREEDOM OF INFORMATION LAW (FOIL)

OFFICE OF THE STATE COMPTROLLER REVIEW

CONDITIONS, TERMS, LIMITATIONS, AND GENERAL INFORMATION

RFP X001513 Sunken Meadow Golf Pro Shop Concession

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RFP X001513 Sunken Meadow Golf Pro Shop Concession Page 1

I. STATE PARKS MISSION & GOAL

The mission of the New York State Office of Parks, Recreation, and Historic Preservation (“State Parks”) is to provide safe and enjoyable recreational and interpretive opportunities for all New York State residents and visitors and to be responsible stewards of our valuable natural, historic, and cultural resources.

This request for proposals (“RFP”) seeks a private sector operator for the Golf Pro Shop Concession (hereinafter the “Concession”) at Sunken Meadow State Park (“the “Park”) in Kings Park, NY. State Parks is seeking a single concessionaire to provide high quality, affordable service, an inviting atmosphere, and a variety of traditional and diverse options at the Park. Proposals must reflect excellence, professionalism, and high quality for the Concession, including pro shop and driving range offerings, management and operations, and customer service. This RFP has mandatory minimum financial requirements for the License fee, RR&M obligation, maintenance fee, utility fees, and other required payments that are outlined in Section IX.

This RFP does not contemplate the Food, Beverage, Retail and Catering concession operation, which is held under separate contract. Licensee is encouraged to work with the Food, Beverage, Retail, and Catering concession to create golf packages and outings with food and beverage services.

This RFP will result in the award of a new concession license agreement (“License”) to the successful party (“Licensee”). The specific premises comprising the fixed concession facilities is identified in Section VI and referred to collectively as the “Premises.” Please refer to Attachment B of the Sample License (Exhibit “E”) for an Inventory of Equipment.

The License granted will be in accordance with the terms and conditions of this RFP, State Parks’ operating requirements, and all applicable laws, rules, and regulations. The “Sample License” (including Appendix A- Standard Clauses for New York State Contracts) is provided in Exhibit “E” and substantially reflects the mandatory legal and operating requirements that will comprise the License to be granted. Questions of State Parks relating to the Sample License should be submitted in accordance with RFP Section IV prior to submission of a proposal.

II. LICENSE TERM

The term of the License will commence on or about January 1, 2027 and conclude on December 31, 2031, subject to the approval of the Office of the New York State Comptroller. Upon written mutual agreement, additional financial consideration, and subject to the approval of the Office of the State Comptroller, the term may be extended up to an additional five years.

III. RFP TIMETABLE & SUBMISSION ADDRESS

The following timetable is established for this RFP and is subject to change. State Parks may extend the due date for proposals by issuance of addenda to this RFP. Prior to submitting a proposal, respondents should check the NY State Contract Reporter website (https://www.nyscr.ny.gov/) to confirm the issuance of addenda relating to the RFP schedule.

RFP Released: Tuesday, September 8, 2026 Proposals Due Date: 3:00 p.m., Tuesday, October 6, 2026 Oral Presentation: TBD, November 2026

Proposals must be RECEIVED IN HAND by State Parks on or before the prescribed date and time at:

NYS Office of Parks, Recreation & Historic Preservation Attn: X001513 Sunken Meadow Golf Pro Shop Concession Proposal Concessions Management Bureau 625 Broadway, 3rd Floor Albany, NY 12207 https://www.nyscr.ny.gov/

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Proposals not received in hand by State Parks at its Albany office by the official due date and time will be deemed untimely and returned. Electronic submission of proposals will not be accepted. Refer to Section XI Proposal Submission Instructions of the RFP for detailed information.

IV. CONTACT INFORMATION

A. DESIGNATED CONTACTS

Important guidelines regarding communications during this procurement are included in this RFP (Exhibit D: Procurement Requirement #1). Interested parties are advised to be familiar with these guidelines before contacting State Parks’ staff as prohibited contact or communication may result in disqualification from participation in the RFP.

The following individuals are the ONLY Designated Contacts for this RFP process.

Rosaria DiSanto, Contract Management Specialist 2 Daniel Munsell, Assistant Director, Concessions Management Bureau Kathleen O’Brien Rose, Director, Concessions Management Bureau

E-mail: Concessions@parks.ny.gov Phone: 518-486-2932

Mailing Address: New York State Office of Parks, Recreation and Historic Preservation Concessions Management Bureau, 3rd Floor 625 Broadway, Albany, NY 12207

NOTE: Interested parties may communicate with State Parks’ representatives to schedule and pose questions during a site visit, and confirm receipt by State Parks of submitted inquiries, the issuance of addenda, and to verify the timely submission of a proposal.

B. SITE TOUR

A site tour of the Premises is strongly recommended. Sunken Meadow State Park is open to the public on a regular schedule and exterior areas are generally accessible year-round, although access to certain concession areas, buildings, and structures may be limited or restricted. Respondents may contact Marco Flores, Park Director (Email: marco.flores@parks.ny.gov or Phone: 516-666-5407) to schedule a site tour.

State Parks will coordinate all scheduling and for efficiency may consolidate requests for site visits into group tours.

Parties should first carefully review the RFP and published addenda when scheduling a site visit. State Parks’ tour staff provide site orientation and information about the Premises as set forth in the RFP and published addenda. To ensure a timely response to inquiries, substantive questions arising during a site visit must be submitted in writing to State Parks, preferably within three days of the visit.

C. QUESTIONS & INQUIRIES

All other inquiries and requests for information regarding this RFP must be made in writing and emailed to State Parks’ address listed in the “Designated Contacts” section. Individual responses will not be provided.

State Parks will provide written responses to questions in the form of one or more addenda to the RFP which shall be published on the NY State Contract Reporter website (https://www.nyscr.ny.gov/). Such official addenda are the only authorized method used to communicate substantive information, including the clarification or modification of the timeline, terms, or other requirements of this RFP.

V. BACKGROUND

A. THE PARK

Offering one of the most stunning views of the Long Island Sound with Connecticut in the distance, Sunken mailto:Concessions@parks.ny.gov mailto:marco.flores@parks.ny.gov https://www.nyscr.ny.gov/

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Meadow State Park is among the most popular picnic parks on Long Island. Sunken Meadow hosts millions of people each year partaking of family and group outings.

The Sunken Meadow State Park Golf Course is open year-round and features 27 holes that may be played as either 9 or 18 holes. Today, in the hierarchy of state park golf courses in the region, the Sunken Meadow courses are intended to serve a majority of golfers of a moderate skill level and while maintenance and operation of the golf facilities is kept at an excellent level, the course is not intended to provide championship level play. The courses provide an enjoyable outing with moderate challenges but not punishing for those who make errant shots. The Red and Green courses were built in 1962, followed by the Blue Course in 1964. All three courses were designed by golf course architect Alfred Tull, who also designed the Yellow course and redesigned the Blue course at Bethpage State Park. Tull preferred to utilize the natural lay of the land, bringing the existing terrain into his design. Golfers can expect a somewhat hilly and variable layout surrounded by mature woodlands, offering an attractive and relaxing experience for their golf round. In addition, Sunken Meadow’s driving range offers expansive panoramic views of the Long Island Sound in addition to the beautiful woodland setting.

B. RECENT PARK IMPROVEMENTS

Recent driving range improvements include the installation of new stall partitions, tee mats, target greens, driving range yard signs, nets, and driving range benches. A new range cart for golf ball collection has also been purchased.

C. REPORTED GOLF ROUNDS

2020 2021 2022 2023 2024 2025 Annual Average

Golf Rounds 86,692 92,902 86,677 95,802 97,983 91,970 92,004

D. BUSINESS HISTORY

See the total reported concession Gross Receipts history for years 2020 – 2025 in Exhibit C of this RFP.

VI. PREMISES

An annotated map of Sunken Meadow State Park identifying the location of the Premises is annexed as Exhibit “B”. An inventory of equipment is available as Attachment “B” of the Sample License (Exhibit “E”). The following outlines the Premises subject to this RFP:

Pro Shop: The Sunken Meadow Pro Shop (725 SF) is a beautifully appointed climate-controlled space within the Clubhouse. Centrally located along both main corridors, the Pro Shop must be passed on multiple sides by all golfers that come to play on the course. The Pro Shop is covered under its own security systems, phone, and internet connections, separate from the rest of the Clubhouse, and has strategically placed floor and wall outlets to provide for a variety of product displays and point of sale systems. A private Golf Pro office (130 SF) is attached to the Pro Shop and included in the Premises.

Driving Range: The Sunken Meadow Driving range measures roughly seven and a half acres, with the complex area comprising 330,000 SF and the range distance approximately 325 yards. Twenty-two driving tees are distributed between two elevations, with fifteen tees on the upper level, and seven on the lower level. Tee boxes are equipped with shields on either side with integrated ball bucket and cup holders for both left-handed and right-handed golfers.

Driving Range Booth: The driving range service booth (160 SF) is conveniently located on the upper tee level along the main entrance to the range area. Dual automated ball dispensers are located adjacent to the upper tees along the north side of the building. The interior space in the building is configured for range service, including

RFP X001513 Sunken Meadow Golf Pro Shop Concession Page 4 a large mass ball washer integrated into the internal plumbing. Storage closets and ball dispenser machine service access hatches are secured from the public and well located to allow for easy repair and refilling.

Golf Cart Rental Booth: The building that houses the golf cart rental booth is located on the south patio of the Clubhouse. The building houses both the Cart Rental Booth (104 SF) and the Starter’s Booth (operated by State Parks). This climate-controlled space is equipped with very large sliding windows and deep outdoor counters on both sides to better serve the public in both functions. A large sliding internal window between both sections allows for securing either side when necessary and allows for communication between the starter and cart rental staff during operation. The large cart corral (~1,750 SF) is conveniently located immediately adjacent to the south patio.

Golf Cart Barn: The golf cart storage barn (3,900 SF) is located between the Red and Blue Courses immediately adjacent to the Golf Maintenance facility, and conveniently close to the cart rental corral and Clubhouse. The building has two large garage doors on its western face leading into a large internal space that is not obstructed by any support columns. This design allows for easy and safe cart parking in any of several configurations.

Charging stations are conveniently hung from the ceiling to keep floor space uncluttered, and the separately metered building has more than enough electric capacity to charge a very large fleet of carts.

VII. SCOPE OF CONCESSION

This RFP invites proposals for the operation of a high-quality golf pro shop concession at the Premises, commencing for the 2027 operating season. All proposals must contemplate that all operations will be performed by the Licensee at its sole cost and expense. Licensee is expected to establish and operate under a sustainable business plan and philosophy that encourages, attracts, accommodates, and facilitates excellence in golf pro shop services while executing customer service in harmony with existing Park uses and schedules.

The golf course is open year-round, except for Christmas Day and New Years Day, and closes early on Thanksgiving Day. The concession minimum hours of operation must coincide with the golf course tee time schedule. To ensure golfer access to cart rentals and other services, the Pro Shop and Golf Cart Rental Booth shall be open at least 30 minutes prior to the first tee time. Licensee should be flexible to extend hours of operation to satisfy patron demand. Concession hours can be adjusted upon approval by State Parks. Licensee is permitted, but not required, to operate the driving range and offer Pro Shop retail sales on days the golf course is closed.

A. Golf Cart and Equipment Rental Operations

1) Licensee shall provide a minimum of thirty (30) new pull carts, eighty (80) new or like new electric powered golf carts with canopies during the peak season of the Friday before Memorial Day – Labor Day, and at least one accessible cart for golfers with disabilities. It is State Parks’ preference that the accessible cart features a mechanical seat that raises the golfer to a standing position for play. Upon approval of State Parks, Licensee may reduce the electric powered golf cart fleet to seventy (70) electric carts during the off-peak season. While not required, State Parks encourages the use of golf carts equipped with GPS technology. All such equipment and carts shall be subject to the approval of State Parks. State Parks shall determine in its sole discretion when replacement of equipment is required, which in the case of golf carts, shall be at least every five (5) years unless otherwise determined by State Parks. State Parks reserves the right to revise the minimum number of carts required to be provided by Licensee on an annual basis based on a review with Licensee of golfer utilization and customer demand.

2) Two powered golf carts shall be made available to State Parks without charge for official purposes, including use by the Golf Course Rangers. For additional information regarding the golf cart requirements, please refer to Section 8 of the Sample License.

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3) Park Management reserves the right to restrict golf cart rental operations during periods of inclement weather, snow cover, freezing temperatures or other adverse conditions to prevent damage to the golf course turf.

4) Licensee shall provide an adequate inventory of golf equipment for rental (not less than five (5) sets of adult golf clubs and bags, including a left-handed set, and two (2) sets of clubs and bags suitable for junior golfers, including a left-handed set) to meet public demand. Each set of equipment shall contain, at a minimum, two woods, four irons and a putter in an appropriate club bag. The rental clubs shall be maintained in good working order and attractive condition.

B. Golf Pro Shop Operations

1) Golf related merchandise, apparel, and complementary supplies shall be offered for sale.

2) State Parks oversees, and is responsible, for the servicing and management of golf reservations, green fees, and golf course maintenance; the Licensee will support such activities through promotion and coordination with State Parks.

C. Driving Range Operations

1) Licensee is responsible for all aspects of operation and maintenance of equipment at the driving range.

This includes responsibility for collection of range balls and all costs of replacing balls, mats, tees, yard markers and targets.

2) State Parks is responsible for the maintenance of the turf and landscaping at the driving range.

Licensee shall pay an annual maintenance fee to State Parks each year as reimbursement for the maintenance costs.

3) Golf balls lost by patrons in water hazards or other areas of the golf course are the property of the State of New York. Licensee may recover and recycle lost golf balls for reuse on the driving range or resale at the Pro Shop, provided that all revenues derived therefrom shall be included as Gross Receipts subject to license fees hereunder.

D. Golf Lessons, Tournaments, Outings, and League Play

1) Licensee shall provide and promote group golf instruction and clinics. Any employee providing golf instruction or teaching shall, at a minimum, be a certified Class “A” PGA or LPGA member or regis-tered PGA or LPGA apprentice. Clinics must be free of charge and must be offered to men, women, and juniors. Clinics must be offered according to the following (minimum) schedule. This program will be closely monitored by State Parks for implementation and effectiveness. Upon advance written ap-proval of State Parks, this schedule may be adjusted:

Juniors: One (1) hour per week in June, July and August.

Women: One (1) hour per week in May, June and July.

Men: One (1) hour per week in May, June and July.

The Park typically draws large crowds on the 4th of July, requiring closure of the Park once at capacity and possibly preventing golfers from accessing the golf course. Potential respondents should be aware of this limitation when scheduling lessons, tournaments, outings, or league play on July 4th.

2) Licensee shall conduct the following events annually:

i) Jr. League & Tournament: This is to be coordinated in conjunction with the Junior PGA. Partici-pants from 12 to 17 years of age compete in the 18-hole tournament. Prizes are to be provided by Licensee and awarded for 1st, 2nd and 3rd place in various age groups.

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ii) Drive, Chip, and Putt Tournament (August): Junior League event with ages ranging from 7 to 15 years old. Points are awarded in the categories of Driving, Chipping onto the Green, and Putting for various age groups. Participants with the most points will be awarded prizes, to be provided by Licensee, for 1st, 2nd, and 3rd place. This tournament is held on the driving range and practice green.

3) Licensee must work with State Parks operation staff to support scheduled golf outings.

4) State Parks encourages the Licensee to actively participate with State Parks in establishing the First Tee program, an initiative of the World Golf Foundation, or a similar golf learning/training program devel-oped by the Licensee.

RFP REQUIREMENTS

VIII. BUSINESS CONSIDERATIONS & REQUIREMENTS

A. Due Diligence: A respondent must rely on independent research and investigations for all matters relating to development of a proposal, including without limitation assessing business case, market analysis, projected revenue, costs and opportunity for profit, and facility improvements. The Premises will be made available to Licensee in “as is, where is” condition at commencement of the term.

B. Sample License: A Sample License is annexed to this RFP as Exhibit “E” and represents the contract template and substantially all material terms and conditions of the License to be awarded to the successful respondent. The License will be tailored to the successful proposal to the extent there is no substantial conflict with the RFP and Sample License. The License is a state contract subject to the independent review and approval of the Office of the New York Attorney General and Office of the New York State Comptroller. Accordingly, a respondent should review the sample license carefully when preparing a proposal as there are limited opportunities to negotiate language or change the material terms and conditions set forth therein.

C. Respondents must have demonstrated ability to implement and adapt to restrictive government guidance and protocols in response to pandemic conditions.

D. Repairs & Maintenance: The License requires, and proposals must contemplate that all routine repairs and maintenance of the Premises during the term are the sole responsibility of the Licensee. Except as provided for in the License, State Parks is responsible for structural elements of buildings, but not the Premises.

Repairs and equipment replacements funded by Licensee become the property of the State upon acceptance of completed work by State Parks.

Equipment purchases and replacements shall, to the extent possible, adhere to NYS Executive Order No.

22 (EO22) which directs State agencies to adopt a sustainability and decarbonization program and facilitate the transition from fossil fuel powered equipment. Equipment purchases and replacements made by the Licensee shall be electric unless site-specific exceptions exist as determined by State Parks.

E. Public Works & Code Compliance: Any construction or capital improvement undertaken by the Licensee at the Premises is presumptively a “public work” as designated by the NYS Department of Labor (“DOL”) and subject to the New York Labor Law, including prevailing wage rate and other requirements. Licensee assumes all risks associated with obtaining a written exemption determination from DOL of the applicability of prevailing wage rate and other requirements and compliance therewith. The New York State Uniform Fire Prevention and Building Code and other applicable federal and state laws, rules, codes and regulations and executive orders apply to construction, including without limitation those relating to the ADA, energy, and efficiency initiatives. A respondent should carefully investigate the cost implications of

RFP X001513 Sunken Meadow Golf Pro Shop Concession Page 7 applicable code requirements in developing a proposal.

F. Concession Service, Offerings, and Pricing: The operating schedule for the Concession is subject to approval by State Parks. Respondents shall submit sample inventory and pricing for proposed rental and retail offerings and golf services associated with the concession. Proposals should contain golf cart and equipment rental fees, driving range fees, lessons, and retail merchandise prices. Inventory and prices are subject to a reserved right of approval by State Parks and must reflect a variety of high quality options, appealing to a diverse clientele.

Reasonable market-based prices and customary fees and charges should be incorporated into Licensee’s business plan and are subject to a reserved right of approval by State Parks. Exclusive memberships or similar “club” programs that restrict access by the public to the Premises are incompatible with State Parks’ mission and will not be approved.

G. Environmental Policies: Licensee is expected to comply with State Parks’ policies addressing the environmental impacts of its operations including, and without limitation, the Single Use Plastics Reduction policy. Respondents should note in the Sample License State Parks’ policy which includes the prohibition of polystyrene products (including Styrofoam) and most single use plastics, including those used for food service operations.

H. Diversity, Equity, Inclusion and Access (DEIA): State Parks welcomes, creates, and encourages inclusive spaces for everyone to experience its facilities, regardless of gender, race, culture, sexual orientation, age, socio-economic status, family status, spirituality, citizenship, national origin, physical ability, intellectual perspective, political party, veteran status, or justice system involvement. Licensee is expected to deliver excellent customer service to people of all abilities, languages, and cultures. State Parks encourages expects proposals that integrate the principles of diversity, equity, inclusion, and access into their business plan

I. Point of Sale, Reporting, & Data Access: Licensee shall provide, utilize, and afford State Parks with meaningful access to a modern Payment Card Industry Data Security Standard (“PCI DSS” or “PCI”) compliant point-of-sale (“POS”) system for generating daily, weekly, and monthly reports that clearly detail Gross Receipts, taxes, License Fees, tips, transaction types, and any other relevant business data that may be reasonably specified by State Parks. For audit, State Parks shall have access to raw or source data used for periodic reports, including but not limited to revenue and attendance tracking, and similar tools in a modern point of sales system. Licensee is responsible for all fees and costs associated with sales transactions and operation of the system.

J. Internet, Website, Data, and Cyber Security Insurance (if applicable): Insurance coverage requirements and thresholds are assessed by the manner and form of data collection and who retains the information. Factors include but are not limited to; the architecture of the system, the types of identifying data collected, ownership of the data, and how, where and for how long the data is stored. These considerations apply to websites, POS Systems, and other systems that collect and store personal and identifying data.

K. Taxes: There are no property taxes associated with the Premises. Licensee is responsible for payment/compliance with all applicable state and local tax requirements, including sales tax.

L. New legal entity formation: A respondent must disclose if a new legal entity (such as a limited liability company) will be formed to contract with State Parks.

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IX. MINIMUM FINANCIAL REQUIREMENTS

Proposals must meet the following minimum financial requirements:

A. Minimum License Fee: The following minimum Licensee fees are required:

1. A minimum of 7% of Gross Receipts generated from golf lessons and retail sales; and

2. A minimum of 12.5% of Gross Receipts generated from the driving range operations, golf cart and equipment rentals

If a respondent does not offer at least the required minimum License Fee, the proposal will be disqualified and returned. Respondents may provide an escalating or enhanced license fee above the required minimum fee; but an enhanced or escalating fee must be set forth in the financial proposal form, or it will not be considered in the evaluation of the financial return to State.

B. Annual Maintenance Fee: State Parks shall maintain the turf and landscaping at the driving range. Licensee shall pay an annual maintenance fee of $7,500 to State Parks each year as reimbursement for the maintenance costs thereof.

C. Replacement, Refurbishment & Maintenance (RR&M) Obligation: Licensee is responsible for all routine repair, refurbishment and maintenance of the Premises and the Concession. Notwithstanding the foregoing, Licensee shall document and certify for State Parks approval on a periodic but not less than annual basis, the expenditure of not less than 2% of Gross Receipts for bona fide maintenance, repairs, refurbishment and replacement of State-owned property, fixtures, and equipment at the Premises. Please refer to Section VIII. D for information regarding equipment purchases and EO22.

D. Utilities & Trash Removal: State Parks shall provide electricity to the Pro Shop, Driving Range, Golf Cart Booth and Driving Range Booth at no cost to Licensee. State Parks shall provide propane for building heat for which Licensee shall pay State Parks $1,000 per year for reimbursement of the cost, due on or before the 15th of July each year. Licensee is solely responsible for the costs of electricity for the cart barn, as well as cable, internet and any other utilities necessary for the Use, as direct billed by the provider and shall establish all necessary accounts with utility providers at its own cost. State Parks shall provide trash removal for the Premises at no cost to Licensee. Licensee is solely responsible for all other necessary grease or specialty waste services and disposal.

E. Insurance Coverage: Licensee shall procure and maintain at its sole expense commercial liability and other insurance as set forth in the Sample License, Sections 19, 20, and Attachment E.

F. Bonds: Licensee may be required to procure and maintain financial payment bonds, letters of credit, or other form of security approved by State Parks. The principal value of the financial payment bond or other security shall be equal to the sum of the projected annual License Fees, RR&M Obligation, utility payments, and any other financial obligation of License, due to State Parks, for the first full year of the term. Statutory labor and materials payment bonds are also required for certain work as set forth in the Sample License, Attachment C.

X. GUIDANCE ON FORM & CONTENT OF PROPOSALS

Proposals should clearly and concisely state the unique capabilities, experience, and strengths of the respondent, and the demonstrate capacity to satisfy the requirements and objectives set forth in this RFP. A complete proposal must include and address the following elements:

A. Duly completed and executed Required Forms & Clauses (Exhibit “A”) including the Proposal Checklist, Financial Proposal Form, and Business History Form with supporting materials.

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B. A comprehensive narrative including the respondent’s experience, commitment, financial resources, and capacity to meet the goals of the RFP; and the operation and maintenance of the Premises and the Concession as an inviting high quality golf pro shop and driving range service for Park visitors. Evidence of respondent’s experience and capacity to respond effectively to and successfully operate under pandemic guidance, including adaptation to changing government guidance, requirements, and protocols. The narrative should address the proposed program for the Concession including without limitation concept plans, renderings, plans for integration of DEIA principles, and other supportive and demonstrative materials that present the respondent’s full vision. The following are critical components of a responsive proposal:

1) Business plans: with a pro forma identifying and accounting for all projected costs and expenses and contemplated partnerships, sub-licenses, and sponsorships. The pro forma must be:

a. Itemized with financial projections for each year of the term with anticipated cash flows, and details of revenues and expenses, including operations and maintenance costs. Any assumed or anticipated taxes, tariffs, grants, energy credits or other governmental benefits must be disclosed and included in the pro forma. Known financing contingencies, and assumptions or conditions that may impact the Concession, including without limitation the projected revenues, and expenditures should be clearly disclosed.

b. Inclusive of all financial requirements of this RFP, including without limitation the proposed License Fees, RR&M obligation, maintenance fee, and utilities payments.

c. Submitted in an Excel spreadsheet format with the hard copy of the proposal and as a separate document saved on the required flash drive.

2) Operations & Maintenance plans: Description of the plan to successfully develop, operate, manage, and maintain the Premises and Concession including, without limitation, operating budget and schedules, staffing and training programs, the provision of excellent customer service to people of all abilities, languages, and cultures, proposed inventory, offerings and pricing, marketing and promotion strategies, improvements to community health and wellness, emergency action plans, etc. Description of respondent’s approach to safety, quality control and compliance, inspection and maintaining applicable code and industry certifications, and the maintenance, upkeep, and periodic refurbishment of the Premises.

C. Resumes and/or professional histories demonstrating background, education, and experience in park and analogous visitor services including golf pro shop, driving range, and related service development, of the principal members of the respondent’s organization, project team, and other key partners or participants.

Provide an organization chart/diagram reflecting the intended business and operating structures, owner/operator, chain of command, and/or composition of the respondent and other participants, partnerships, or joint ventures. A respondent must disclose if a new legal entity (e.g. a limited liability company) will be formed to contract with State Parks, and identify its anticipated organizational structure, ownership, management, and sources of credit and/or funding.

D. Specific evidence of relevant operating experience in a highly seasonal weather-dependent pandemic operating environment, related golf pro shop concessions and services of comparable scope and scale to the Concession; including examples of similar projects, business enterprises developed, owned, or operated by respondent. Evidence of successfully sustaining and operating a business throughout the pandemic, including the ability to recruit and retain qualified staff.

E. A minimum of three current references relevant to the scope of this RFP. Preferred references include a financial institution that has extended credit to the respondent, industry entities with which relevant business has been transacted, and/or a commercial landlord or government entity from which the respondent has leased or licensed property or provided services relevant to the Premises and the Concession.

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F. A current verified financial statement, profit and loss statement, balance sheet or other commercially reliable written evidence of the respondent’s good credit, secure financial standing, and capacity to perform the financial requirements of the License, including the capacity to procure bonds or other recognized forms of financial security, and insurance.

XI. PROPOSAL SUBMISSION INSTRUCTIONS

A complete proposal is due on or before the deadline established as per Section III (“RFP Timetable & Submission Address”) and must be in accordance with the provisions, requirements, terms, and conditions of this RFP and the Sample License. Proposals that are contingent or conditioned, include a modification of the Business History or Proposal Form, or that are submitted in other than the prescribed format are subject to disqualification.

Respondents are to submit: (i) three printed copies of the complete proposal, including all attachments, enclosures, and required forms. Original signatures are required on at least one copy of all required forms. The proposal must be fastened or stapled originals, typewritten, two-sided, and on 8½″ x 11″ sized paper with numbered pages. Please do not submit a proposal in plastic sleeves or three ring binders; and (ii) one flash drive with the complete proposal in Adobe PDF format and all pro forma as an Excel spreadsheet document.

Electronic submission of proposals will not be accepted.

XII. PROPOSAL REVIEW

All materials comprising a proposal submitted in response to this RFP become State Parks’ property without obligation for return. All determinations of sufficiency and completeness of a proposal and compliance with the requirements of this RFP, including the eligibility or qualification of a respondent, are in the sole discretion of State Parks. State Parks may utilize all materials and all available public information to evaluate a proposal and the capabilities of a respondent. State Parks will review proposals for completeness and compliance with the terms and conditions of this RFP and may request from any respondent, at any time during the selection process, additional information, clarification, or confirmation of the proposal.

XIII. METHOD OF EVALUATION AND AWARD

State Parks evaluation and scoring process allows a maximum of 120 points per panelist and consists of a technical score based on evaluation of the substance of the proposal and respondent’s qualifications (maximum of 90 points available), and a financial score based on comparative evaluation of the relative financial value of the return to the State offered by each proposal (maximum 30 points available). State Parks will schedule an interview/ oral presentation for each respondent that submits a proposal compliant with the RFP. The method of evaluation for the technical score and calculation for the financial score are provided in Paragraph “A” below;

the scoring criteria for the technical score are set forth in Paragraph “B” below.

A) EVALUATION METHOD

1) Panel Evaluation (75% of score)

Proposals are evaluated by a review panel composed of agency staff familiar with the operation and management of the agency’s concessions program and park operations. Panelists review all responsive proposals and attends the interviews/ oral presentations; all proposals are scored by the same review panel.

Panelists score each proposal individually based on the technical selection criteria and point allocation outlined in Paragraph B below in two steps: first, prior to the interview/oral presentation each panelist assigns preliminary scores based upon the written proposal; second, after the interview/oral presentation, a panelist may adjust the preliminary scores based upon the interview/ oral presentation to determine a final score. Each panelist’s final score is counted toward the total technical score for the proposal.

2) Return to State Calculation (25% of score) The projected financial return to the State is a comparative score calculated by the agency Concessions

RFP X001513 Sunken Meadow Golf Pro Shop Concession Page 11

Management Bureau based on the License Fee offer set forth in the Financial Proposal Form submitted with each proposal. The proposal or proposals offering the highest estimated financial return is awarded the highest possible financial score of 30 points. Any additional or conflicting financial offer submitted other than on the Financial Proposal Form will not be considered in the Return to State calculation.

The projected financial return to State is equal to the total of the projected License Fee over the initial term of the License offered. For scoring purposes, the License Fee projections are based on a fixed model using the average historical annual reported Gross Receipts for the concessions (not the pro forma projections submitted by any respondent). The proposal determined to offer the highest projected financial return is awarded 30 of the 30 available points allocated to this category. All other proposals offering a lower projected financial return to the State are awarded pro-rata points based on its percentage of the highest projected financial return, rounded down to a whole number.

For example, Proposal A offering the highest return to the State receives all 30 points; Proposal B offering 10% less than Proposal A as a return to the State receives 27 points.

3) Selection for Award The calculated score for financial return to the State is added to the technical score of each panelist, and the sum of those aggregate scores comprise the total score for the proposal. Proposals are ranked by total score by the Concessions Management Bureau; if proposals receive identical total scores, the tie is broken by ranking based on the higher technical score. The highest scoring (i.e., top ranked) proposal from a responsible respondent will be selected for award.

Selection for award is subject to a full vendor responsibility review of the respondent and execution of the License. If State Parks cannot achieve an executed License with the respondent initially selected for award, it may elect to proceed with the responsible respondent with the next highest ranking.

B) TECHNICAL CRITERIA

Category A: Background & Experience - 40 Points A. Demonstrated ability to establish and concurrently maintain a sustainable, high-quality, highly seasonal operation of similar complexity, diversity, scale, and proximity, including the ability to operate and sustain a successful business during pandemic conditions. Evidence and extent of operational performance providing top quality visitor experiences and service operations: 20 points

B. Personnel qualifications and experience, including, but not limited to managerial strength, organizational structure, training programs, the recruitment and retention of qualified staff; and the capacity to manage and promote the Concession: 10 points

C. Financial capacity, resources, and business relationships to perform as required by the RFP. Available financial resources, equipment, facilities, organizational and personnel resources, and expertise. Record of achieving sustainable profitability and goodwill in similarly diverse operations of comparable scale: 10 points

Category B: Response to the RFP - 50 Points A. Strength of the proposal and commitment to develop, operate, and maintain excellence with regard to the

Concession while delivering sustainable, efficient, quality, and consistent customer experiences: 35 points

1) Detailed description for proposed operations (including on site management and staffing structure, schedules, strategies, Emergency Action Plan, and resources) to support the services required by the RFP and License. Overall quality of proposed approach to meet the RFP’s scope of services and descriptions.

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2) Inventory, offerings and pricing, operating and service standards, golf pro shop retail product and equipment rental offerings, golf lesson and clinic booking, including hours of daily and seasonal service, and sound and efficient management and operating practices.

3) Innovative concepts and offerings for the Concession to enhance the overall experience, including the incorporation of DEIA principles into standard business operations.

4) Plans for maintenance, repair, and replacement of equipment and furnishings at the Premises.

5) Quality, accuracy, specificity, and clarity of presentation of the proposed operating budget, pro forma projections, including consideration of assumptions, contingencies, conditions, and financial requirements of the RFP.

6) Alignment with New York State initiatives and policies promoting safe, environmentally-sound and energy-efficient operating policies and practices; support for local New York products and businesses;

value of pricing.

B. Business Development, Public Image, Marketing and Promotion: 15 points

1) Concepts and approach for development for the Concession, including any proposed new or enhanced operations and/or services engaging and appropriate to Sunken Meadow State Park within the scope of this RFP.

2) Marketing, advertising and promotion strategies, and outreach channels and social media.

3) Concepts and approach for growing the game of golf including the development and expansion of cus-tomer base and length of stay for the concession.

4) Customer service standards, programs, and goals, including accessibility and responsiveness to patron demands, trends, and concerns.

5) Description of community health and wellness improvements.

Category C: Return to the State (“RTS”) - 30 Points As described in subsection XIII A(2) above.

C) BID PROTEST PROCEDURES

It is the policy of the Office of Parks, Recreation and Historic Preservation (State Parks) to provide respondents with an opportunity to administratively resolve disputes or inquiries related to State Parks contract awards.

Respondents are encouraged to seek resolution of disputes through consultation with the Designated Contact(s).

After being notified of the results of this contract opportunity, any entity or individual that participated in the procurement may submit a protest of the resulting contract award.

State Parks reserves the right to suspend, modify, or cancel this procurement at any time during the procurement process. State Parks also reserves the right to waive or extend the deadlines in this procedure.

Submission of Formal Written Protests Protests must be received by the Designated Contact no later than five business days after a debriefing or 10 business days after the written notice of selection or non-selection for contract award, whichever is later.

Protests must be submitted in writing, clearly marked as a protest on the envelope or in the email subject line, and include the following information:

1. Solicitation or contract number

2. Name, address, email address and telephone number of the filer

3. Detailed statement of the legal and factual grounds for the protest

4. Statement of the relief requested

5. Copies of relevant documents

Agency Response Within 30 business days of receipt of a protest, State Parks’ protest officer (the Director of Audit or their designee) will respond with a protest determination stating the agency’s decision on the protest and the

RFP X001513 Sunken Meadow Golf Pro Shop Concession Page 13 reasoning on which it is based. In making a determination, the protest officer will consider the legal and factual grounds stated in the protest, consult with the Designated Contact and appropriate program staff, and review all relevant documents.

Finality; Appeal For contract opportunities subject to the approval of the Office of the New York State Comptroller, the protesting party may appeal Parks’ protest determination to the Office of the New York State Comptroller in accordance with the regulations contained in Part 24 of Title 2 of the New York Codes, Rules and Regulations.

For contract opportunities that are not subject to the approval of the Office of the New York State Comptroller, Parks’ protest determination is the conclusive and final determination of the protest. Nothing in these bid protest procedures is intended to limit or impair the rights of any respondent to seek and pursue remedies of law through the judicial process.

XIV. MODIFICATION/WITHDRAWAL/REJECTION OF PROPOSALS

Modification or withdrawal of a proposal must be in writing, dated and signed by the signatory to the original proposal submission. The modification or withdrawal must be submitted in a sealed envelope clearly marked “Modification [or Withdrawal] of X001513 Golf Pro Shop Concession at Sunken Meadow State Park Submitted by [respondent].”

State Parks reserves the right to reject proposals, postpone, or cancel this RFP, to waive technicalities, irregularities and omissions, request additional information or clarification of a proposal, or solicit new proposals if, in its judgment, the best interests of New York State will be served.

XV. PROCUREMENT REQUIREMENTS

A respondent is responsible for reviewing and understanding all listed Procurement Requirements provided in Exhibit D and The Standard Clauses for New York State Contracts provided in Appendix A of the Sample License.

1) PR #1: Summary and Implementation Guidelines For §139-J and §139-K of State Finance Law

2) PR #2: Freedom of Information Law (FOIL)

3) PR #3: Office of the State Comptroller Review

4) PR #4: Conditions, Terms, Limitations, and General Information

ATTACHMENTS & EXHIBITS FOLLOW

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RFP X001513 Sunken Meadow Golf Pro Shop Concession No Bid Letter

NO BID LETTER

Parties that DO NOT submit a proposal are respectfully requested to return this No Bid Letter to the address below or email a completed scanned copy to concessions@parks.ny.gov. Thank you.

DO YOU WISH TO REMAIN ON OUR BIDDING LIST? [ ] YES [ ] NO

Date: _______________

Director, Concessions Management Bureau NYS Office of Parks, Recreation and Historic Preservation 625 Broadway, Albany, NY 12207

Re: RFP X001513 Golf Pro Shop Concession at Sunken Meadow State Park Long Island Region

We will not submit a proposal for the above-referenced Request for Proposals for the following reason(s):

1) [ ] Not enough time to respond to the RFP.

2) [ ] Not the business we are interested in pursuing.

3) [ ] Not the location we are interested in serving.

4) [ ] The RFP is too complicated to understand.

5) [ ] The RFP has too many requirements.

6) [ ] Other: (please be specific)

Name:

Firm name:

Address:

City, State, Zip:

Email Address:

mailto:concessions@parks.ny.gov

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RFP X001513 Sunken Meadow Golf Pro Shop Concession EXHIBITS

EXHIBITS

A) REQUIRED FORMS & CLAUSES Page 19

Proposal Completion Checklist Attachment #1: Financial Proposal Form Attachment #2: Public Officers Law Certification Attachment #3:…