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Management and Operation of the Koko Crater Stables Within Koko Head Regional Park

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Management and Operation of the Koko Crater Stables Within Koko Head Regional Park Solicitation Document No. RQN-DES-1900053 NOTICE TO OFFERORS Description: Management and Operation of the Koko Crater Stables within Koko Head Regional Park Request Agency: Department of Enterprise Services, City & County of Honolulu, Hawaii. NOTICE OF INTENT TO BID shall be received no later than: Close Time: 14:00 HST Close Date: January 9, 2019 Location: Division of Purchasing, Department of Budget and Fiscal Services 530 South King Street, Room 115, City Hall Honolulu, Hawaii 96813 COMPETITIVE SEALED BIDS shall be received no later than: Close Time: 14:00 HST Close Date: January 23, 2019 Location: Division of Purchasing, Department of Budget and Fiscal Services 530 South King Street, Room 115, City Hall Honolulu, Hawaii 96813 A presubmittal meeting will be held at 10:00 am HST on December 18, 2018 at Koko Crater Stables within Koko Head Regional Park and next to Koko Head Botanical Gardens, located at 7491 Unit A Kokonani Street, Honolulu, Hawaii 96825. All prospective Offerors or their representatives are encouraged to attend, but attendance is not mandatory. The purpose of this meeting is to familiarize potential offerors with the scope of the project and to answer questions regarding the solicitation requirements. Prospective Offerors are encouraged to submit written questions in advance. ST-10/1/14 TABLE OF CONTENTS NOTICE TO OFFERORS Schedule of Events General Instructions to Offerors for Concession Offerors APPENDIX A: SCOPE OF WORK APPENDIX B: TERM/SCHEDULE OF WORK APPENDIX C: PRICING/CERTIFICATIONS [TO BE SUBMITTED] APPENDIX D: SPECIAL PROVISIONS APPENDIX E: GENERAL TERMS AND CONDITIONS FOR CONCESSION CONTRACTS (09/15) TABLE OF CONTENTS NOTICE TO OFFERORS - SCHEDULE OF EVENTS All times indicated are Hawaii Standard Time (HST). Non-mandatory Pre-Submittal Meeting: December 18, 2018 7491 Unit A Kokonani Street, Honolulu, Hawaii 96825 10:00 a.m. Deadline to Submit Request for Clarifications/Substitutions: December 28, 2018 Last Day to Issue Addenda: January 4, 2019 Written Notice of Intent to Bid Due: January 9, 2019 14:00 HST Notification of Qualified Offerors: January 16, 2019 Deadline for Sealed Offer Submittals: January 23, 2018 14:00 HST SCHEDULE OF EVENTS GENERAL INSTRUCTIONS TO OFFERORS FOR CONCESSION BIDS FOR THE CITY AND COUNTY OF HONOLULU 1. NOTICE OF INTENT TO OFFER The Minimum Qualifications for the requisite experience, competence and financial responsibility are provided in the Notice of Intent to Bid, which must be completed and submitted by all prospective offerors. Each prospective offeror shall file a Notice of Intent to Bid with the Director of the Department of Budget and Fiscal Services, Division of Purchasing, City Hall, Honolulu Hale, on or before the time and date specified in the Concession Schedule in the Notice to Offerors. The Notice of Intent to Offer and the accompanying Questionnaire must bear the Purchasing Division's time stamp mark. The Notice of Intent to Offer and required documents that are not time stamped or that are time stamped after the time and date specified in the Notice to Offerors shall be rejected. If submitted in an envelope, the words “INTENT TO OFFER” should be printed on the face of the envelope. Each prospective offeror shall file the completed Questionnaire and all required evidence and/or documentation to substantiate meeting the Minimum Qualifications as specified, together with the Notice of Intent to Bid attached hereto. The Questionnaire shall be answered in full and sworn to before a notary. To meet the Minimum Qualifications, the prospective offeror, whether an individual, corporation, partnership, or joint venture, shall be presently doing business under the same organizational structure, while meeting the Minimum Qualifications as specified on the Questionnaire. If a prospective offeror fails to submit the required Notice of Intent to Bid, or fails to meet the Minimum Qualifications stated herein or to submit the required evidence and/or documentation to substantiate meeting the Minimum Qualifications, the prospective offeror shall not be allowed to submit a bid. A prospective offeror who upon initial review is deemed to have not met the Minimum Qualifications, may be provided with an opportunity to appeal the initial disqualification as follows: the prospective offeror must provide a written explanation or further documentation within seven (7) working days from the City’s request to demonstrate satisfaction of the Minimum Qualifications. If the Director finds that the prospective offeror still does not meet the Minimum Qualifications, the Director’s finding shall be final. At any time prior to making an award, the Director shall have the right to investigate the prospective offeror’s financial ability, experience and competence. 2. SUPPLEMENTAL INSTRUCTIONS OR CHANGES Any supplemental instructions or changes will be in the form of written addenda to this solicitation. Any addenda will be available to download from the City’s Purchasing Division website prior to the date fixed for the opening of offers. It shall be presumed that any NOTICE TO OFFERORS 1 GENERAL INSTRUCTIONS TO OFFERORS (05/12) addenda so issued have been received by the offeror and shall become a part of the Contract. Offerors who have not obtained this bid solicitation document directly from the City’s Purchasing Division shall be responsible for downloading the documents from http://www.honolulu.gov/pur. 3. PREPARATION OF OFFERS Offers shall be prepared and submitted on forms furnished by the Purchasing Division or on an exact copy thereof in full accordance with the instructions given. Any bid that contains omissions, alterations, additions not called for, conditional offers or irregularities of any kind may be rejected. Offers shall be typewritten or printed in ink. Errors may be erased or crossed out, and corrections typewritten or printed in ink but must be initialed in ink by the person or persons signing the offer. Any illegible or otherwise unrecognizable price bid may be cause for automatic rejection of the offer. Offers must be signed in ink by the person or persons duly authorized to sign bids in the space provided for signature on the concession offer form. Unsigned offers may be rejected. A facsimile of the signature of the person or persons authorized to sign offers may be submitted in the space provided for signature on the concession offer only. However, the offeror must provide the original signature(s) on the concession offer within two (2) business days from the date of offer opening, unless otherwise authorized by the Director. 4. OFFER UPSET/OFFER CONCESSION As a part of its bid, the offeror must provide a minimum monthly concession fee greater than or equal to the base monthly concession fee provided in the Bid Concession. Offerors must also provide a minimum monthly percentage fee greater than or equal to the base monthly percentage fee provided in the Bid Concession. Offerors failing to do so will be disqualified. 5. DEPOSIT ACCOMPANYING BIDS/BID SECURITY All offer Concessions shall be accompanied by a deposit of legal tender or by a certificate of deposit, share certificate, cashier's check, treasurer’s check, teller’s check or official check, payable to the City and County of Honolulu, drawn by, or certified check accepted by, a bank, savings institution or credit union doing business in Hawaii, insured by the Federal Deposit Insurance Corporation or the National Credit Union Administration, payable at sight or unconditionally assigned to the City and County of Honolulu, or by a surety bond approved by the Director, in a sum of FIVE PERCENT (5%) of the monthly concession fee bid; provided, that when the monthly concession fee bid exceeds $50,000.00, the deposit shall be in a sum not less than $2,500.00 plus two percent (2%) of the amount in excess of $50,000.00; if five percent (5%) of the monthly concession fee bid is less than $50.00, the NOTICE TO OFFERORS 2 GENERAL INSTRUCTIONS TO OFFERORS (05/12) amount of the deposit shall be $50.00. The deposit shall also be enclosed in theoffer envelope. If the offeror to whom the contract for the concession is awarded fails or neglects to enter into the contract, or does not furnish satisfactory performance security pursuant to the applicable provisions herein, within ten (10) days after receiving the contract document from the City or within such further time as the Director in his sole discretion may allow, the Director shall deposit such security or the proceeds thereof in the City treasury, as such funds shall be deemed forfeited by the prospective offeror. If the contract is entered into and satisfactory security is furnished within the required time, the deposit shall be returned to the successful offeror. The deposit of the unsuccessful offerors shall be returned after the execution of the contract by the City or if no contract is executed, after the expiration of sixty (60) days following the opening of bids or sooner if deemed to be in the best interest of the City, the determination as to which shall be made by the Director. The City shall not pay any interest on such deposit. The aforementioned surety bond may be executed to the City and County of Honolulu as obligee, by the offeror as principal, and as surety any bonding company authorized to do business in the State of Hawaii, in the amount specified hereinabove, conditioned upon the offeror entering into the contract and furnishing satisfactory security pursuant to the applicable provisions herein, within ten (10) days after receiving the contract document from the City or within such further time as the Director may allow. 6. SUBMISSION OF OFFERS The Offer Documents shall be considered a part of the submittal of the offeror and a part of the resulting contract entered into with the successful offeror. Such documents shall not be altered in any way when the bid is submitted and any alterations so made by the offeror may form the basis for rejection of the bid.
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