Description

Overview

This is a Request for Proposal (RFP) you will need to read carefully. Click on this link: https://edmondok.ionwave.net/Login.aspx

Or the link in the announcement and follow the steps there. To be considered you must follow the steps. Do not send a resume to the Director of Golf.

REQUEST for PROPOSAL
Director of Instruction
RFP23-009
The Request for Proposal is part of a competitive procurement process which will facilitate a fair
opportunity for qualified teaching professionals to offer their plans and services for consideration. The
process of competitive negotiation being used should not be confused with competitive sealed bidding
where goods and services can be precisely described, and price is generally the determining factor. The
competitive Request for Proposal will provide the EPWA/KickingBird Golf the flexibility to negotiate with
the teaching instructor to arrive at a mutually agreeable relationship, where growth of the game resulting
in revenue growth for the golf course is the priority but not the only determining factor.
1. Purpose: The City of Edmond Public Works Authority is requesting proposals for the contracted
service of Director of Instruction. This will be for the effective date of approximately July 1, 2023,
through June 30, 2024, with the option to renew annually for a period of four (4) additional years
provided that the services and revenue growth continue to be acceptable to both parties.
2. Award:
2.1. The EPWA reserves the right to award this contract to the Teaching Professional that best
meets all the requirements and needs of the golf course as determined by the Director of
Golf.
2.2. Upon submission of the responses to this RFP, KickingBird Golf will evaluate the responses
of the Teaching Professionals. Interviews with the finalists may be conducted if needed.
The final evaluation and selection of a contractor will be made and submitted to the
Edmond Public Works Authority for approval.
2.3. Preference may be given to PGA Class A Members.
3. RFP Responses: All responses shall be electronically submitted via the city's online bidding system no
later than the closing date and time at the following link:
https://edmondok.ionwave.net/Login.aspx
3.1 All proposals must be submitted electronically via the City of Edmond's online bidding
system before the FINAL CLOSING DATE AND HOUR as shown on this RFP.
3.2 Proposals are to be electronically submitted via COE's online bidding system. Facsimile,
e-mail, or hard copy proposals will not be accepted.
3.3 The Non-Collusion form is required and should be completed and uploaded
with your response.
3.4 The proposal shall be in the specific format prescribed herein. Proposals should not
contain promotional or display materials, and all material shall pertain to the
requirements. Proposals shall be straightforward, providing a concise description of the
proposer's ability to meet the requirements of this RFP. Emphasis should be on
completeness and clarity of content. Submitted proposals are subject to release under
the Oklahoma Open Records Act.
3.5 All costs associated directly or indirectly with responding to this RFP including but not
limited to, preparation of a response, any oral presentation or meetings required to
supplement and/or clarify a proposal, which may be required by COE shall be the sole
responsibility of and shall be borne by the proposer.
3.6 Failure to provide required data to allow for evaluation, failure to complete the RFP
form(s) or failure to follow all directions within this RFP may be grounds for rejecting the
RFP.
3.7 Inquiries: All questions shall be submitted using the online bidding system.
The last day to submit questions is March 2, 2023.
Teaching Professional Services Due: 3/9/2023 2:00PM CLT RFP23-009
Responses to written questions will be made by way of addendum sent to all teaching
professionals who are registered with the City of Edmond as having received a Request
for Proposals. Only replies by formal written addenda (amendments) shall be binding.
3.8 Anticipated Schedule: The following schedule of events is indicated for planning
purposes but may be varied at the EPWA's convenience as required.
Proposal Issued February 16, 2023
Inquiries Due March 2, 2023
Proposal(s) Due March 9, 2023
Interviews with potential Teachers (if needed) March 13-14, 2023
Anticipated Council Approval March 27, 2023
4. Insurance or Other Required Documents (if required):
4.1 Insurance: The contractor will be responsible for all required or desired insurance of
property owned or services provided by the contractor.
4.2.1 Comprehensive General and/or Public Liability with a minimum of
$1,000,000 Bodily injury, and Property damage, combined single limit.
4.2.2 Automobile Insurance with a minimum $1,000,000.00 per accident Bodily
injury and Property damage, combined single limit.
4.2.3 Worker's Compensation Insurance as prescribed by Oklahoma law.
5. Terms & Conditions:
5.1 Terms and conditions below will govern the submission and evaluation of proposals and
the award. Bidders are requested to carefully review the following:
5.1.1 Award Status: The response to this RFP will be considered as a legal
offer to contract. An acceptance of any proposal will be issued by the
EPWA in accordance with the following paragraphs of this section and
constitutes a legal and binding contract.
5.1.2 Contract Format/Requirements: The resulting EPWA acceptance will
incorporate this Request for Proposal. All additional agreement(s) and
stipulations and the results of any final negotiations will be incorporated.
5.2 Contract Modification: All modifications and/or changes to the contract must be agreed
to in writing by both parties and approved by the EPWA prior to executing any change.
5.3 Assignment by the Awarded Contractor: The awarded contractor shall not assign or
transfer any interest in the contract without the prior written consent of the EPWA.
5.4 Contract Termination: The EPWA may terminate any resulting contract for cause by
providing a Show Cause Letter to the contractor citing the instances of noncompliance
with the contract.
5.4.1 If the noncompliance is not cured within 30 days, the EPWA may
terminate the contract.
5.4.2 The EPWA reserves the right to terminate the contract for convenience
upon sixty (60) day written notice.
5.5 Conflict of Interest: In the event there is a potential or actual conflict of interest, the
contractor shall provide full disclosure to the EPWA. The EPWA shall determine if the
conflict, whether potential or actual, is material.
5.6 Contractor Liability: The contractor shall hold the EPWA harmless and shall be liable in
the event of injury to EPWA personnel or customers or damage or loss of their property
caused by the contractor's equipment, personnel supplies or material furnished. The
EPWA will not be liable for loss or damage caused by fires, lightning, sprinkler leakage,
earthquake, severe weather, smoke and smudge, aircraft, or motor vehicle damage,
strikes, riots and civil disturbance or collapse of building or structures, etc. The EPWA
Teaching Professional Services Due: 3/9/2023 2:00PM CLT RFP23-009
and its personnel shall not be liable for any loss of or damage to contractor property
unless due to their fault or negligence.
5.6.1 Liens: The successful contractor shall keep the EPWA free and clear
from all liens asserted by any person of firm for any reason arising out of
the furnishing of services or materials by or to the contractor.
5.6.2 Indemnification: The successful contractor shall indemnify and hold the
EPWA harmless from all claims and related expenses arising out of the
contractor's performance or failure of performance under the resulting
contract.
5.7 Disclosure of Proposal Content: All proposals become a matter of public record once
opened. By submitting a proposal, a proposer specifically assumes any and all risks and
liabilities associated with the information contained in the proposal and the release of
that information. If a Proposer does not desire proprietary information in the proposal to
be disclosed, each page must be identified and marked proprietary at time of submittal.
The EPWA will, to the extent allowed by law, endeavor to protect such information from
disclosure. If the Proposer fails to identify proprietary information, he agrees that by
submission of his proposal those sections shall be deemed non-proprietary and available
upon public request.
5.8 Choice of Law and Venue: The resulting contract shall be construed under the laws of
the State of Oklahoma and venue in any action and/or litigation commenced to enforce
the contract shall be instituted in the appropriate courts in Oklahoma County, in the State
of Oklahoma.
5.9 Federal, State and Local Laws and Regulations: The successful contractor will comply
with all laws and regulations on taxes, licenses and permits.
5.10 COMPLIANCE WITH THE OKLAHOMA TAXPAYER AND CITIZEN
PROTECTION ACT OF 2007 - By submitting a bid for services, the bidder certifies that
they, and any proposed subcontractors, are in compliance with 25 O.S. §1313 and
participate in the Status Verification System. The Status Verification System is defined in
25 O.S. §1312 and includes but is not limited to the free Employment Verification
Program (E-Verify) available at www.dhs.gov/E-Verify.
6. RFP Status:
6.1. EPWA of Edmond Rights:
6.1.1. The EPWA of Edmond and its designees reserve the right to determine whether a
proposal is responsive and has the ability and resources to perform the contract in full and
comply with the specifications.
6.1.2. The EPWA reserves the right to reject proposal, which incorporates counter proposals
and conditions in the form of vendor's pre-printed clauses.
6.1.3. The EPWA reserves the right to accept or reject all or part of any proposal, waive
informalities, minor irregularities, or substitute items as desired if deemed in the best
interest of the EPWA, therefore selecting the optimum proposal or issue a new RFP.
6.1.4. The EPWA reserves the right to reject proposals when procedures stated within are not
followed.
6.1.5. Should the proposal include any work of a subcontract nature, the EPWA reserves the
right to approve or disapprove the engagement or use of the subcontractor as it relates to
services provided to the EPWA as described in this RFP.
6.2. Effective Period: Proposals submitted must remain in effect for a period of sixty (60) days after
the closing date. An award will be signed and issued within that time or at a negotiated later
date.
6.3.Withdrawal of Proposals: Proposals may be withdrawn at any time prior to the closing date,
however, the EPWA reserves the right to withdraw vendor(s) from future proposals who have
withdrawn a proposal after the closing date and prior to the effective period of RFP without the
EPWA's approval.
Teaching Professional Services Due: 3/9/2023 2:00PM CLT RFP23-009
6.4. Changes: It shall be the proposer's responsibility to bring to the attention of the EPWA any
discrepancies in, omissions from or errors in the documents, or enhancements which would be
in the best interest of the EPWA, or if they are in doubt as to the meaning of any part of this
RFP.
6.5. Examinations: Before submitting a proposal, contractor shall thoroughly examine the RFP as
well as location and otherwise be fully informed as to all existing conditions and limitations.
6.6. Modifications of RFP: Oral modifications will not be considered. Any bidder may modify their
RFP in writing prior to date and time of RFP closing. Only modifications received in sealed
envelopes with RFP number, closing date and project name clearly marked on outside will be
accepted. Written confirmation must be received under the same signature as prior submitted
RFP. All modifications are to be clearly numbered and dated as to determine the final one.
6.7. Sales Tax Exemption: All proposals must be submitted exclusive of Federal Excise Tax and
Oklahoma State Tax. The City of Edmond is exempt from Federal Excise Tax and Oklahoma
State Tax. When proof of a tax exemption status is required, a notation should be made on this
RFP and an Exemption Letter shall be furnished.
6.8. Clarification: The EPWA of Edmond reserves the right to request clarification of information
submitted and to request additional information from any or all the respondents.
7 Exceptions: If any exceptions are taken to any portion of the RFP, the Proposer must clearly
indicate the exceptions taken and include a full explanation as a separate attachment to the
Proposal. The failure to identify exceptions or proposed changes with a full explanation will
constitute acceptance by the Proposer of the RFP as proposed by the EPWA.
8 Specifications:
8.1 Purpose: The City of Edmond Public Works Authority/KickingBird Golf is seeking
proposals from qualified individuals to provide the services of a Director of Instruction.
We would like the Director of Instruction to instruct and administer individual lessons and
group programs with the purpose of expanding our customer base, growing the game of
golf, and increasing golf course revenues.
8.2 General Requirements:
8.2.1 The Director of Instruction shall provide golf instruction for individuals and
groups. They shall also be responsible for administering all group instructional
programs.
8.2.1.1 Scope of work to include, but not limited to:
8.2.1.1.1 Individual Golf Instruction
8.2.1.1.2 Administration of the EC Hafer Junior Golf Program
8.2.1.1.3 Administration of the SNAG Junior Golf Program
8.2.1.1.4 Administration of PGA Junior League
8.2.1.1.5 Administration of the GET GOLF READY Adult Beginner
Programs
8.2.1.1.6 Club Fittings and Club Sales
8.2.1.1.7 Development of "NEW" Instructional Programs to
include a year around Junior Golf Beginner Program and
a year around Junior Performance Academy.
8.2.2 The Director of Instruction will be responsible for paying monthly usage fee that
will include range balls, golf course access and indoor facility use. This rate will
be $1,000 per month. The Director of Instruction is also responsible for payment
of additional expenses such as but not limited to: Additional Instructors, Food
and Beverage, Trophies and Awards etc. The Director of Instruction shall pay an
agreed upon rate for course access of other teachers they may have employed.
Students are responsible for paying for all range balls hit during non-instructional
time. All course usage must be approved and scheduled through the Director of
Golf. This will be encouraged to be done during off peak times.
Teaching Professional Services Due: 3/9/2023 2:00PM CLT RFP23-009
8.2.3 Shall develop ongoing instructional programs for golfers of all skill levels with the
priority of developing a year around Junior Golf Performance Academy.
8.2.4 All club sales must be run through the KickingBird Golf Pro Shop. They shall be
sold at MAP (Minimum Advertised Price) The Director of Instruction shall be
proficient in Club Fitting and will receive the FULL fitting fee.
8.2.5 The Director of Instruction will be able to purchase pro shop merchandise at cost
+ 10%.
8.2.6 All Food and Beverage packaged items will be a normal retail price and prepared
food and fountain drinks at a price determined by the Food and Beverage
Operator.
8.2.7 All promotional material shall be created and paid for by the Director of
Instruction. KickingBird Golf may promote the Director of Instruction through its
website, Facebook, and Instagram.
8.2.8 The Director of Instruction may store teaching equipment on site, but the City of
Edmond Public Works Authority/KickingBird Golf is not responsible for any of
damage, loss, or theft. The Director of Instruction may rent a locker at 20% off
the retail rate. (Locker Rental Rate is currently $200.00 per year)
8.2.9 The Director of Instruction shall retain all fees associated with individual lessons,
golf instructional programs and club fittings provided. The Director of Instruction
will be responsible for the collection of all fees. All existing program fees must
be reviewed annually with the Director of Golf before any changes may be made.
(The existing programs include the EC Hafer Junior Golf Program, SNAG
Junior Golf Program, Get Golf Ready, and PGA Junior League) The
Director of Instruction will be able to set his or her own instructional rates and
any fees associated with any new programs offered.
8.2.10 The Director of Instruction shall indemnify and hold harmless the EPWA for all
willful, wanton, or negligent acts on the part of the teachers assisting with
instruction while in the service to the EPWA.
8.3 Program Provisions:
8.3.1 The Director of Instruction shall be granted exclusive rights to develop and
administer all golf instructional programs associated with KickngBird Golf.
8.3.2 The contracted Director of Instruction shall provide KickingBird Golf with a
monthly report of lessons given, group clinics instructed, club fittings performed,
number of clubs sold. Reporting of facility use by students of the Director of
Instruction would be beneficial.
8.3.3 The Director of Instruction must pass a criminal background check and must
provide background checks for all instructors that he or she hires, and they must
adhere to all policies established by KickingBird Golf. They are also required to
meet the professionalism and work standards set by KickingBird Golf.
8.3.4 The Director of Instruction is not allowed to act as an agent of the golf course in
establishing any agreements regarding driving range usage or course usage from
any community groups such as the Edmond Public Schools, Edmond YMCA, The
First Tee of Metro Oklahoma City etc.
8.3.5 Any staff agreement for equipment, clothing or teaching equipment shall be
based on the Director of Instruction's own merit and is separate from KickingBird
Golf.
8.3.6 Any improvements the Director of Instruction would like to make will be at his or
her own expense and must be approved by KickingBird Golf's Director of Golf.
Items of large significance must be taken to the KickingBird Golf Advisory Board
for approval. (Items such as expansion of the teaching tee, mobile canopies
etc.)
Teaching Professional Services Due: 3/9/2023 2:00PM CLT RFP23-009
8.4 Proposal Submittal: Each proposal submitted should include the following:
8.4.1 A cover letter providing a brief description of the individual, name, address,
telephone number and e-mail.
8.4.2 Resume
8.4.3 Number of individual lessons, junior golf programs, adult group clinics and club
fittings performed each year for the past three years. Please provide the names
of the programs and the number of students involved in each of your group
clinics.
8.4.4 Please list teaching equipment utilized as part of your instruction or fittings.
(Trackman, K-Vest, Force Plates etc.)
8.4.5 Please provide teaching website domain if you have one.
8.4.6 Anticipated number of lessons given on an annual basis if awarded this position.
8.4.7 Please provide the amount of revenue you anticipate bringing to KickingBird Golf
through your services. Please provide details to your revenue projections.
8.4.8 Exclusions or exceptions. Note any part of the proposal that is beyond your
expertise.
8.4.9 Ability to meet the City's insurance requirements.
8.5 Fee Proposal:
8.5.1 The City of Edmond Public Works Authority nor KickingBird Golf will be paying for
the services of the Director of Instrustion. The Director of Instruction shall be
compensated by the individuals they teach and the programs they administer.
The Director of Instruction will keep 100% of all lessons and club fittings
performed.
8.5.2 The Director of Instruction will have access to use KickingBird Golf's Trackman.
8.5.3 KickingBird Golf is responsible for all utilities and maintenance of the Indoor
Teaching Facility. Only damage directly attributable to the Director of
Instruction will be their responsibility.