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Request for Proposal Department of Natural Resources Division of Parks & Watercraft 2045 Morse Rd. March 6, 2020 Columbus, OH 43229 Request for Proposal Request for Proposal Number: DNRPWC010 Please consider this as the Ohio Department of Natural Resources Request for Proposal for the following project: ONLINE WATERSPORTS RENTAL OPERATOR Deadline for submitting Quotes Response: March 16, 2020 at 4pm ET Purpose The purpose of this request is to solicit responses to select a best fit vendor for web-based watersports, self-serve rental system to include: kayaks, stand-up paddle boards, safety equipment, locks, lockers, internet/telecommunications/Wi-Fi capabilities, and reservation software for designated Ohio State Parks. The Vendor shall be an independent contractor, to fulfill the terms of our Agreement and to act as a contractor to the Ohio Department of Natural Resources (ODNR). It is specifically understood that the nature of the services to be rendered under our Agreement are of such a specialized nature that ODNR is the sole judge of the adequacy of such services. Objective The Contractor shall provide, secured storage lockers, reservation and billing system, remotely operated rental system, and supply four sets of rental watersport equipment, paddles, and safety gear at 11 state park lake locations. These locations include Alum Creek, Barkcamp, East Harbor, Findley, Lake Loramie, Madison Lake, Maumee, Mount Gilead, Punderson, Pymatuning and Rocky Fork state parks (the “State Parks”). Project Agreement Term. June 1, 2020 – June 30, 2022 Two Year (2) Includes an option to renew for two additional years, subject to and contingent on the satisfactory performance of the awarded contractor. ODNR Division of Parks & Watercraft | DNRWC010 1 Department of Natural Resources Division of Parks & Watercraft 2045 Morse Rd. March 6, 2020 Columbus, OH 43229 Scope SCOPE OF WORK Locations Description Annual Fee Alum Creek State Park Construct secured storage lockers, reservation and billing system, $0.00 remotely operated rental system, and supply four sets of rental watersport equipment Barkcamp State Park Construct secured storage lockers, reservation and billing system, $0.00 remotely operated rental system, and supply four sets of rental watersport equipment East Harbor State Park Construct secured storage lockers, reservation and billing system, $0.00 remotely operated rental system, and supply four sets of rental watersport equipment Findley State Park Construct secured storage lockers, reservation and billing system, $0.00 remotely operated rental system, and supply four sets of rental watersport equipment Lake Loramie State Park Construct secured storage lockers, reservation and billing system, $0.00 remotely operated rental system, and supply four sets of rental watersport equipment Madison Lake State Park Construct secured storage lockers, reservation and billing system, $0.00 remotely operated rental system, and supply four sets of rental watersport equipment Maumee Bay State Park Construct secured storage lockers, reservation and billing system, $0.00 remotely operated rental system, and supply four sets of rental watersport equipment Mt. Gilead State Park Construct secured storage lockers, reservation and billing system, $0.00 remotely operated rental system, and supply four sets of rental watersport equipment Punderson State Park Construct secured storage lockers, reservation and billing system, $0.00 remotely operated rental system, and supply four sets of rental watersport equipment Pymatuning State Park Construct secured storage lockers, reservation and billing system, $0.00 remotely operated rental system, and supply four sets of rental watersport equipment Rocky Fork State Park Construct secured storage lockers, reservation and billing system, $0.00 remotely operated rental system, and supply four sets of rental watersport equipment See attachment A: State Park Locations Deliverables and Due Dates DELIVERABLES Timeline for completion of deliverables. Schedule call with ODNR to discuss Within two (2) weeks of contract implementation of deliverables. initiation ODNR Division of Parks & Watercraft | DNRWC010 2 Department of Natural Resources Division of Parks & Watercraft 2045 Morse Rd. March 6, 2020 Columbus, OH 43229 Contractor Responsibility • Provide and maintain reservation software. • Collect fees from renters. • Provide reservation system, including reservation and billing functions, (i.e. secure lockers and communication hubs). • Provide high-quality rental watersports, paddles, Coast Guard and ODNR approved safety gear (Four (4) sets at each of 11 state park lakes). • Provide high quality customer support. • Provide monthly reporting. • Contractor shall provide all marketing materials. • All equipment and parts will be provided by Contractor, at Contractor’s expense. ODNR Responsibility • The ODNR shall provide weekly visual inspection of boats, life jackets, paddles and location and notify Contractor via email that the check occurred and any issues that need to be resolved. • The ODNR shall keep rental equipment clean. • The ODNR shall perform minor maintenance on Contractor proprietary hardware (e.g. replace lock batteries, replace locker) and rental equipment. • ODNR shall set up Contractor equipment and Kiosk. Instructions and all equipment provided by Contractor. Set up occurs one time per location. • ODNR shall only select locations where customers can access the Internet on their mobile phones or tablets. Contractor does NOT provide internet for the consumer, only for its hardware to communicate with the Contractor Website. • Marketing – individual parks shall help promote the new amenity to help generate awareness of the rental equipment features for park visitors. Marketing will include a Link from Website. On the park’s Web page, information will be added about Contractor rental amenity and a link to Contractor website. ODNR Division of Parks & Watercraft | DNRWC010 3 Department of Natural Resources Division of Parks & Watercraft 2045 Morse Rd. March 6, 2020 Columbus, OH 43229 Compensation Contractor’s Compensation. Contractor’s proposed compensation shall be included in “Cost Proposal.” If in the event an Agreement ensues as a result of this RFP, the Contractor will be required to fulfill the Agreement obligations at the amount proposed. The proposed cost must include all costs associated with performing the service. Year Description Compensation 2020 Revenue share Contractor shall pay % of revenue, payable within 30 days after the end of each calendar quarter, to the Department % 2021 Revenue share Contractor shall pay % of revenue, payable within 30 days after the end of each calendar quarter, to the Department % Project Work Management Plan Responses to the RFP shall include a detailed project implementation plan describing the following: • Clearly identify and discuss with specificity how the Contractor will perform the requirements specific to this project, including each item under Scope of Work and Deliverables. • Description of the location and principal office from which the work is to be performed. • Identification of the amount of time that lead, and key project personnel will be expected to work on the project. • Identification of any anticipated difficulties in meeting the project specifications and a description of proposed solutions to these difficulties. • Contractor’s capacity to provide the services required. • List of three (3) references for whom the Contractor has performed similar services and deliverables. ODNR may, but is under no obligation to, contact the references. Warranty Contractor warrants to ODNR that all materials and equipment furnished under this Agreement shall be new and of good quality unless otherwise required or permitted by the Agreement; that the Work shall be free from defects not inherent in the quality required or permitted; and that the Work shall conform to the requirements of the Agreement. ODNR Division of Parks & Watercraft | DNRWC010 4 Department of Natural Resources Division of Parks & Watercraft 2045 Morse Rd. March 6, 2020 Columbus, OH 43229 Desired Experience and Professional Requirements Contractor is responsive if its proposal responds to the RFP completely and contains no irregularities or deviations from the RFP that would affect the proposal or otherwise give the Contractor an unfair advantage. ODNR will enter into an agreement in reliance upon Contractor’s representations that it has the necessary expertise and experience to perform its obligations hereunder, and Contractor warrants that it does possess the necessary expertise and experience. Experience Contactors responding to this RFP shall have: • Three (3) or more years’ experience providing Paddleboard and Kayak Rental Service • Three (3) or more years’ experience proving Smart Locker Rental and Watersports Rental • Three (3) or more years’ experience in implementing Online Booking Management Software for State Parks Contractor shall perform the services to be rendered under the agreement and the ODNR shall not hire, supervise, or pay any assistants to Contractor in its performance of services under the agreement. ODNR shall not be required to provide any training to Contractor to enable it to perform services required hereunder. Additional Requirements Communication Prior to the Response Due Date. From the release date of this RFP until the date of the agreement award, there shall be no communications concerning this RFP between any contractor who may ultimately submit a proposal and any employee
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