Canoe and Kayak Rental Service

Agency:	City of Durham
State:	North Carolina
Type of Government:	State & Local
NAICS Category:	238990 - All Other Specialty Trade Contractors
Posted Date:	Feb 29, 2024
Due Date:	Mar 8, 2024
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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REQUEST FOR PROPOSALS

Date of Issue: February 8, 2024

Purpose of Request for Proposals (RFP): The City of Durham Department of Parks

and Recreation (City) is soliciting proposals for qualified agencies to provide Canoe

and Kayak Rental Services at West Point on the Eno Park.

Project Manager

Department

Mailing Address

Physical Address

Project Manager Phone

Project Manager Email

Caitlin Avinger, Recreation Coordinator

Parks and Recreation

101 City Hall Plaza, Durham NC 27701

400 Cleveland St., Durham NC 27701

919-475-2352

Caitlin.Avinger@durhamnc.gov

RFP for Canoe and Kayak Rental Service

City of Durham, 2024

CONTENTS

1. Introduction and Instructions

1.1 Definitions

1.2 Submittal timeline

1.3 Pre-submittal Conference

1.4 Questions regarding RFP

1.5 Proposal submittal and deadline

1.6 Format

1.7 Solicitation

1.8 Assignment

2. Background and Purpose

2.1 Background information

2.2 Purpose

2.3 Budget

3. Submittal Requirements

3.1 Cover letter

3.2 Core requirements

3.3 Insurance

3.4 Company job qualifications, experience, and references

3.5 Equal Business Opportunity Program

3.6 Non-collusion statement

3.7 Contractor Workforce Diversity Questionnaire

4. Conditions

4.1 Discretion of the City

4.2 City not responsible for preparation costs

4.3 Disclosure of proposal contents

4.4 Limit on claims

4.5 Contract negotiations

4.6 Failure to negotiate

4.7 E-Verification

4.8 Iran Divestment Act Certification

5. Evaluation of proposals

5.1 Evaluation method

5.2 Point scoring method

Appendix A: Equal Business Opportunity Program Procurement Services Forms

Appendix B: City of Durham Sample Contract

Appendix C: Site Map

Page 2 of 27

RFP for Canoe and Kayak Rental Service

City of Durham, 2024

1. INTRODUCTION AND INSTRUCTIONS

1.1 Definitions

• “City” means the City of Durham

• “Proposal” means the response of the person, firm, or corporation proposing to provide services

sought by this RFP

• “Responder” means the person, firm, or corporation that submits a response to this RFP.

• “Contractor” means the Responder with which the City enters into a contract to fulfill the terms of

this RFP

1.2 Submittal timeline

RFP issued

Deadline to submit questions

Proposal submittal deadline

Contractor selection

Contract execution

1.3 Pre-submittal conference

February 8, 2024

February 28, 2024

1:00 p.m.

March 8, 2024

4:00 p.m.

March 22, 2024

April 5, 2024

There will be NO pre-submittal conference.

1.4 Questions regarding the RFP

All questions should be in writing via email and directed to the Project Manager. Questions are due no later

than February 28, 2024, at 1:00 p.m. A compilation of responses will be posted on the City website as an

amendment to the RFP, if necessary, no later than March 1, 2024 at 4 p.m.

If an amendment is issued it will be posted on the city website: http://durhamnc.gov/bids.aspx

1.5 Proposal submittal and deadline

Responders must submit one copy of their proposal via email to the Project Manager at

Caitlin.avinger@durhamnc.gov. Proposals are due no later than 4:00 p.m. on March 8, 2024. Delays for

any reason, will not be grounds for an extension of the due date. Faxed and mailed proposals are not

acceptable.

Page 3 of 27

RFP for Canoe and Kayak Rental Service

City of Durham, 2024

1.6 Format

Proposal must be submitted as pdf document and must include a cover letter, proposed percentage of gross sales

paid to the City of Durham, proposed rental fees being charged to the public, references, and the required

workforce diversity questionnaire. Extensive colored displays and promotional materials are not necessary or

desired. Emphasis should be placed on completeness and responses to the information requested in Section 3.

1.7 Solicitation

This solicitation for proposals has been placed on the City’s internet site at

http://durhamnc.gov/bids.aspx

Any responses to requests for information or clarification to the RFP will be posted to this site no later than

4:00 p.m. on March 1, 2024.

1.8 Assignment

The Contractor may not transfer or assign any portion of the contract without prior written approval from the

Director of Durham Parks and Recreation.

2. BACKGROUND AND PURPOSE

2.1 Background information

The Durham Parks and Recreation Department (DPR) has had a rich history of providing exceptional programs,

services, facilities, and beautiful parks and trails. The DPR system includes 66 parks, 7 recreation centers, 12

special use sites, and over 32 miles of existing greenway trails. Our facilities, parks, programs, and events have

earned recognition, awards, and accolades from residents, visitors, the North Carolina Recreation and Park

Association, and the National Recreation and Parks Association.

West Point on the Eno is a 404-acre natural and cultural park with approximately two miles of the Eno River

running through it. Near the edge of the Historic Core, the river is damned to create a Mill Pond for the West

Point Mill. It is at this location, above the dam, that the City of Durham has set aside a canoe launch for the public

and vendor’s use.

The City’s Parks and Recreation Department historically has provided through a contractor, canoe and kayak

rental, guided paddle trips, and canoe and kayaking instructional classes at the City of Durham West Point on the

Eno Park.

2.2 Purpose

The City of Durham is seeking a Contractor to provide professional operation and management services to

operate operation and management service of canoe and kayak rental, instruction and guided paddle trips at

the City of Durham West Point on the Eno Park.

RFP for Canoe and Kayak Rental Service

City of Durham, 2024

2.3 City of Durham to Provide

• A designated area adjacent to the Eno River near the dam at the City of Durham West Point on the Eno Park

(see attachment C Park Map)

• Space in a parking lot for vehicle and trailer

• Storage space under the Mill building.

3. SUBMITTAL REQUIREMENTS

Notice under the Americans with Disabilities Act: The City does not discriminate against qualified individuals

with disability in the City’s services, programs, or activities. The City will generally, upon request, provide

appropriate aids and services leading to effective communication for qualified persons with disabilities so they

can participate equally in the City’s programs, services, and activities. The City will make all reasonable

provisions to policies and programs to ensure that persons with disabilities have an equal opportunity to enjoy

all City programs, services, and activities. Anyone who requires aid or service for effective communications, or

a modification of policies or procedures, should contact the office of Logan Small, ADA Coordinator, Voice:

919-560-4197 x 21237, TTY 919-560-1200; Logan.Small@durhamnc.gov, as soon as possible but no later than

48 hours before a scheduled event.

3.1 Cover letter

The proposal must contain a cover letter addressed to the project manager, signed by the principal in the firm

or agency, indicating his or her title and that he or she has the authority to submit the proposal on behalf of

the firm or agency. The letter should contain the following statement: “The undersigned has the authority to

submit this proposal on behalf of (name of company or agency) in response to the City of Durham RFP for

providing Canoe and Kayak Rental Service.”

3.2 Core Requirements

The City requires that the selected Contractor be able to provide all of the services below:

• Operation and management of a canoe and kayak rental service, to include.

o Staffing to operate equipment rentals.

o Potential paddle trips and instructional classes.

o Transaction payment hardware and software.

o All equipment and operational supplies (canopies, lock boxes, tables, chairs, canoes, kayaks,

paddles PFD’s, a rack or trailer upon which to secure kayaks and canoes and other required

equipment to provide canoe and kayak rental service and instructional programs.

The Responder must provide all of the following information as part of the proposal:

1. A proposed percentage of gross sales to be paid to the City of Durham.

2. An itemized inventory of equipment available to be provide for rental at West point on the Eno Park.

3. Itemized listing of rental and usage fees to be charged to the public.

4. Description of the individual or company’s experience. This description should include a list of facilities

operated within the past 3 to 5 years.

5. A minimum of three (3) references for which you have provided similar management services within the

Bid Title:	Canoe and Kayak Rental Service
Category:	Requests for Proposals/Qualifications and Services
Status:	Open

Canoe and Kayak Rental Service

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