MODIFICATION
X -- Solicitation for a Concession Business Opportunity for Marina Slip Rentals, Food and Beverage Services, Retail Sales and Camping Services within Fire Island National Seashore - Solicitation 2
- Notice Date
- 4/9/2018
- Notice Type
- Modification/Amendment
- NAICS
- 713930
— Marinas
- Contracting Office
- Department of the Interior, National Park Service, NPS - All Offices, 12795 West Alameda Parkway, Post Office Box 25287, Denver, Colorado, 80225-0287
- ZIP Code
- 80225-0287
- Solicitation Number
- CC-FIIS007-19
- Point of Contact
- Kathleen Karhnak-Glasby, Phone: (215) 597-7062
- E-Mail Address
-
Kathleen_Karhnak-Glasby@nps.gov
(Kathleen_Karhnak-Glasby@nps.gov)
- Small Business Set-Aside
- N/A
- Description
- Questions and Answers for MOD 5 FIIS007-19 Prospectus Modification #5 Presolicitation Notice Solicitation Number: CC-FIIS007-19 Modification 5 Response to questions submitted about the prospectus Modification of the Solicitation for a Concession Business Opportunity for Marina Slip Rentals, Food and Beverage Services, Retail Sales and Camping Services within Fire Island National Seashore. This modification provides responses to questions submitted about the prospectus. Please see the responses below. 1. Are historical financial and occupancy information available from 2017 for review? The NPS does not have data to provide in response to this question. Keep in mind that the operation at Watch Hill was closed in 2017 so information from that year, if available, would have limited applicability to the opportunity offered through this prospectus. 2. Will the NPS allow the concessionaire to select subcontractor(s) for one or more of the services? The Concessioner may, under the terms of the Draft Contract, hire contractors to perform some types of work but not to operate as a subconcessioner. The Draft Contract states: "Subconcession or other third party agreements, including management agreements, for the provision of visitor services required and/or authorized under this Contract are not permitted" (Draft Contract, §19[c]). The Draft Contract defines subconcessioner as "a third party that, with the approval of the Director, has been granted by a concessioner rights to operate under a concession contract (or any portion thereof), whether in consideration of a percentage of revenues or otherwise" (Draft Contract, §2[p]). 3. Many of the selection factors' page count maximums were shortened in this proposal compared to last one and in some cases more information is requested. To allow us to provide context, flesh out and provide proper white space for ease of reading, can the page limits for primary and secondary selection factors (PSF and SSF) please be increased to the following, PSF1 to 15 pages, PSF2 (a) to 15 pages, PSF2(b) to 15 pages, SSF1 to 12 pages, SSF2 to 10 pages, SSF3 to 12 pages? The Service will increase the page maximums as requested. This is in addition to the increases provided in an earlier modification. As a result, the page maximums for the selection factors are now as follows: • Responses for PSF 1 must not exceed 15 pages. • Responses for PSF 2(a) must not exceed 15 pages. • Responses for PSF 2(b) must not exceed 15 pages. • Responses for PSF 3(a) must not exceed 4 pages (no change). • Responses for PSF 3(b) must not exceed 3 pages (no change). • Responses for PSF 3(c) must not exceed 5 pages (no change). • Responses for PSF 4 and PSF 5 have no page limits (no change). • Responses for SSF 1 must not exceed 12 pages. • Responses for SSF 2 must not exceed 10 pages. • Responses for SSF 3 must not exceed 12 pages. 4. In the Additional Description Column M of the Operating Assumptions Form Tab of the PSF4 Subfactor 4(C) Proforma Financials Spread Sheet, our explanations in the input cells are cut off, do not print entirely but are needed in their entirety for the Service to understand and evaluate our financials. Is it acceptable and not detrimental to our proposal scoring to submit the printed spread sheet cut-off this way given that we also submit a copy in file form? Or, which we have done, is it acceptable to add another sheet (tab), similar to the Income Statement Assumptions explanation form in format, so that each of these Operating Assumption category explanations can be printed entirely without being cutoff? Offerors may provide additional information in additional spreadsheets, outside of the ones provided. Additional spreadsheets can be added as additional tabs in the Excel workbook for PSF 4. If additional information is provided, clearly identify how it fits into the income statement, cash flow, and/or assumption tables. 5. Footnote 4 at the bottom of the Income Statement Form sheet (tab) of the PSF4 Subfactor 4(C) Proforma Financials Spread Sheet reads, "4) The NPS views the treatment of Repair and Maintenance Reserve (component renewal) items as leasehold improvements. It is expected that the cost will be amortized over the shorter of the useful life or the contract term." Can you provide further clarification how we show this on the income statement and cash flow statements? For example if the 3% Repair and Maintenance Reserve (RMR) is $28,000 for year one and we perform $28,000 of Component Renewal (CR) that has a 7 year cycle, do we show in the amortization row as $4,000 in years one to seven? Let's say year two the 3% RMR $31,500 and we perform $31,500 of CR on something that has a 10 year cycle, do we show in amortization row as $3,000 in years 2 to 10 because only 9 years left to amortize? Therefore, years 2 to 8 would have the sum of $4,000 from year one CR plus $3,500 from year two CR or so year two amortization would total $7,500? And so on... Furthermore, you provide a row for RMR on the Investments section of Cash Flow Statement Form sheet. Since NPS views RMR as leasehold interest (per footnote 4), does RMR qualify for Leasehold Surrender Interests (LSI) at the end of this contract i.e. Reimbursement of LSI by next concessioner or NPS? Payments to the Repair and Maintenance Reserve (RMR) would be considered as "Investment Activities" and would be placed on line 29 of the Cash Flow Statement Form tab of Appendix D. RMR payments would not be considered income and would not be placed in the Income Statement Form tab of Appendix D. In your first example, if the concessioner were to spend $28,000 of the RMR in year one of the contract for an asset with an expected life of seven years, the $28,000 could be capitalized over years one through seven of the contract at $4,000 per year in accordance with Footnote 4. In your second example, if the concessioner were to spend $31,500 of the RMR in year two of the contract for an asset with an expected life of ten years -- but contract only has nine years left -- the $31,500 could be capitalized over years two through ten of the contract at $3,500 per year in accordance with Footnote 4. Neither of the two examples above should be construed as tax advice. RMR expenditures do not qualify as Leasehold Surrender Interest. There is no reimbursement for RMR expenditures. See 36 CFR § 51.67. Please note that the language used in Footnote 4, Income Statement Form sheet (tab) of the Proforma, is "leasehold improvement," not "leasehold interest." 6. Footnote 2 at the bottom of the Income Statement Assumptions Form tab of the PSF4 Subfactor 4(C) Proforma Financials Spread Sheet reads "2) If you are going to offer authorized services, please clearly identify which service(s) you will offer and use additional separate rows for each authorized service department. Labor costs should be supported by a footnote identifying Full Time Equivalents (FTE) occupied for each operating department identified." Are you looking for the Annual Basis for FTE? Annual FTE is 2,080 hours, correct? Yes, Full-time Equivalents (FTE) should be calculated on an annual basis of 2,080 hours per year (40 hours per week). 7. In the Draft Contract, (d) Concession Facilities Improvement Program CC-FIIS007-19 Draft Contract Page 13 for Rehabilitate entrance ramp and storage at rear of Watch Hill restaurant building, " (1) The Concessioner shall undertake and complete an improvement program (hereinafter "Concession Facilities Improvement Program") costing not less than $51,000 and not more than $ 100,000..." does that mean we have to spend $51,000 on this project even if we believe we can do for less cost in-house? If we can do for less in-house do we need to add additional improvement items of our choosing to the CFIP to reach a $51,000 minimum? The Draft Contract gives starting and completion dates for this CFIP with the operating season in between, does this mean work can be done during the operating season if need be? Can the Repair and Maintenance Reserve be expended for this CFIP? Yes, in accordance with the Business Opportunity and Draft Contract, the concessioner must spend a minimum of $51,000 on the Concession Facilities Improvement Plan (CFIP) project. The CFIP project is to rehabilitate the ramp at rear of Watch Hill restaurant building to meet current code requirements and replace deteriorating materials; install visual screening around the storage area at rear of the Watch Hill restaurant building; and install a storage structure at the rear of the restaurant building. The funding requirements include labor costs; if the Concessioner uses in-house labor to undertake and complete the improvement program, the Concessioner can include labor costs as part of the expense. Per the Draft Contract, the CFIP project specifications must be approved in writing by the Director before the commencement of the rehabilitation or construction. This would include any improvement items of the concessioner's choosing. If necessary, with the approval of the Director, work may be performed during the operating season. Repair and Maintenance Reserve (RMR) funds may not be spent on CFIP projects. 8. Do the new WH or existing SH marina stanchions allow for metering for electricity? Yes. 9. How old are the assigned asset buildings' roofs, what types and when are they scheduled for replacement? The Service does not guarantee the projections about asset life spans and assumes no liability for the accuracy of the projections presented. Assigned buildings with roofs expected to reach the end of design life during the term of the Draft Contract are: • Marina Store at Watch Hill has a rolled asphalt roof covering which is at the end of its useful life. • Sailors Haven garbage building has asphalt shingle roof covering which will be at the end of its useful life before the Draft Contract term begins. No other roofs are expected to reach the end of design life during the term of the Draft Contract. Other roofs for assigned buildings include: Location Building Description Watch Hill Dockmaster Office Mod-bit roof covering throughout the building Sailors Haven Gift Shop & Snack Bar Asphalt shingle roof covering entire asset Watch Hill Storage Bldg Asphalt shingles cover the entire multi-sloped roof deck Watch Hill Marina Restroom Asphalt shingles cover the entire multi-sloped roof deck Watch Hill Garbage Bldg Asphalt shingles cover the entire roof deck Watch Hill Restaurant Asphalt shingle roof covering entire asset Watch Hill Campground Host Bldg Mod-bit roof covering over building roof structure 10. How old is the assigned asset buildings' siding, what material and when are they schedule for replacement? The Service does not guarantee the projections about asset life spans and assumes no liability for the accuracy of the projections presented. The projections presented here are only for the end of useful design life. The actual lifespan for components does not always coincide with the useful design life data. Watch Hill garbage building has metal screens enclosing the gable ends of the building. Those metal screens have reached the end of their useful life. Assigned buildings with exterior wall components expected to reach the end of design life during the term of the Draft Contract include: Location Building Description Estimated replacement year Sailors Haven Garbage Bldg. Vertical Wood Board Siding, Unfinished, surrounding 2022 asset and enclosing West gable end. Watch Hill Marina Store Painted wood louvers, exterior walls (5 total) 2024 Watch Hill Marina Store Unfinished wood clapboard siding covering entire asset 2024 Watch Hill Marina Store Wood Foundation Siding (50% Vertical 2'x6' wood boards 2024 and 50% plywood) making up the entire exterior siding around the building Watch Hill Storage Bldg Painted wood louvers throughout exterior walls (5 total) 2024 Watch Hill Storage Bldg Unfinished wood clapboard siding covering entire asset 2024 Watch Hill Storage Bldg Wood Foundation Siding 2024 Watch Hill Marina Restrm Wood Foundation Siding enclose the foundation 2024 Sailors Haven Garbage Bldg. Metal grates covering all soffits and the south gable end, 2029 metal grate material on south upper exterior wall covering (gable end)   Other exterior walls for assigned buildings include: Location Building Description Sailors Haven Gift Shop & Snack Bar Unfinished wood shingle siding covering entire exterior, including exterior wall structure (studs, insulation, siding) Sailors Haven Gift Shop & Snack Bar Unfinished T1-11 plywood siding panels enclosing a grease trap on the South elevation Watch Hill Garbage Bldg Unfinished vertical board siding/screen walls Sailors Haven Gift Shop & Snack Bar Wooden soffit boards located under all exterior over hangs Watch Hill Dockmaster Office Unfinished board and batten vertical wood siding covering asset's exterior Watch Hill Marina Restroom Unfinished board and batten vertical wood siding covering asset's exterior Watch Hill Marina Restroom Wood louvers (2) located on the South elevation, unfinished Watch Hill Marina Restroom Wooden soffit boards located under entrance roof overhang Watch Hill Restaurant Unfinished board and batten vertical wood siding covering asset's exterior Watch Hill Restaurant Unfinished plywood siding located on the gable end above the Tiki Bar and operable pieces covering the Tiki Bar openings Watch Hill Restaurant Vertical wood boards enclosing foundation Watch Hill Restaurant Unfinished horizontal wood siding located on the North elevation on the gable ends Watch Hill Restaurant Wooden soffit boards located under entrance roof overhang and on the North and East elevations Watch Hill Dockmaster Office Wood soffit boards surrounding asset, unfinished Watch Hill Garbage Bldg Wood Fascia Boards surround the roof edges Watch Hill Garbage Bldg Wooden boards enclose soffits on the North and South elevations Watch Hill Campground Host Bldg Wood exterior walls, includes wood studs, insulation and unfinished T1-11 siding around entire building 11. Are any other major component of assigned asset buildings that are scheduled for replacement in the term of this contract? The Service does not guarantee the projections about asset life spans and assumes no liability for the accuracy of the projections presented. The projections presented here are only for the end of useful design life. The actual lifespan for components does not always coincide with the useful design life data. Please refer to the prospectus, Appendix C: Deferred Maintenance Projects, for a list of components that need immediate corrective action. In addition to those items, the Service projects that the following components will reach the end of design life during the term of the Draft Contract: Watch Hill • Restaurant, kitchen exhaust hood with fire suppression system • Restaurant, roof mounted hood exhaust fan • Restaurant, wood decking and structure at rear of restaurant • Restaurant, electrical wiring, water heater, water piping • Snack shop windows, two exterior storefront windows • Marina store electrical wiring • Garbage building, concrete skim coat for interior floor • Storage building, water piping and electrical wiring • Marina restrooms, amp distribution panel and water piping • 25 to 30 doors and partitions at buildings in the Watch Hill location Sailors Haven • Snack bar exhaust fan, cooking exhaust hood • Snack bar, two coiling windows • Gift shop and snack bar building, exterior lighting • Gift shop and snack bar building, water heater • Gift shop, interior light fixtures • Garbage building, electrical wiring • 8 to 14 windows at buildings in the Sailors Haven location • 90 to 110 doors and partitions at buildings in the Sailors Haven location 12. We're aware that the showers are no longer assigned to the concessioner but can you please tell us how many shower stalls there are at the Watch Hill facility? There are a total of 16 public shower stalls at the Watch Hill facility, with 8 in the women's restroom and 8 in the men's restroom. In addition, there are two outdoor shower heads on the open deck near the restrooms. These outdoor shower heads do not have any stall enclosures. 13. The FINS website for Sailors Haven marina provides the draft and beam that can be accommodated but not for Watch Hill. What are they for Watch Hill and can they be provided on the FINS website? Both Sailors Haven Marina and Watch Hill Marina can accommodate boats with beams between 10' and 18' and a 5' draft. The majority of slips are between 10' and 14' wide at both marinas. There is a 14-day limit on each stay. Reservations are not accepted at this time. All slips at Sailors Haven Marina have electric and water (extra fee charged). At Watch Hill Marina, 75% of the slips have electric and water (extra fee charged). 14. Can you please clarify if the restaurant can must be fast-casual or either a family casual or fast-casual dining style? In the Operating Plan page B-11, under A. Food & Beverage Services: "2. Restaurant. The concessioner must use the interior public space as a dining area for a fast-casual restaurant." However, elsewhere in the Operating Plan, e.g. the Scope & Quality of Service page B-5: "and for the restaurant at Watch Hill, either Fast Casual (10-FBF) or Family Casual (10-FBC)." and in the Business Op page 9: "either a family casual or fast-casual dining style." The Concessioner may choose whether to use a fast-casual or family casual serving style. Exhibit B: Operating Plan, page B-11 omitted the family casual option in error. 15. What are the measurements of the range hoods for the kitchens? The range hood measurements are as follows: • Sailors Haven snack bar, 3' x 7' • Watch Hill snack bar, 3' x 7' and 3' x 9'6" • Watch Hill restaurant, 4' x 16'6" 16. What are the current rates for the slip rentals and does it include electricity? What are the current prices for Sailors Haven Campground? The most recently available pricing is included in the Prospectus as Appendix B. 17. Who is the current vendor used to remove trash from the Island? The Service does not know what vendor is currently being used, but knows that a company called Tony's Barge Service has provided waste management service at the concession locations in the past. 18. What are the current septic pump out charges? The Service does not have data for the pump-out expense that the Existing Concessioner pays. The Existing Concessioner does not charge boaters for pump-out services. 19. What are percentage of slips have to be left for walk-ins on the proposed reservation system? The Concessioner has discretion in regards to the percentage of slips for walk-ins, as provided in Exhibit B (Operating Plan), section V. B (4), which states: "At least a portion of all slip sizes at each marina must be allocated for boaters to make same-day arrival reservations.... At least a portion of slips at each marina must be allocated for first-come, first-served use." 20. Is the concessionaire allowed to offer seasonal slip discounts at their discretion? The Concessioner may offer discounts under such circumstances as are customary in businesses of the character conducted under the Draft Contract (see Draft Contract Sec. 3[f]). The Concessioner must observe strict impartiality as to rates and services in all circumstances, including in regards to applying discounts. Keep in mind that the Draft Contract establishes maximum lengths of stay for the marinas and campground. These are provided in Exhibit B (Operating Plan), section Section IV. D. 21. When is the anticipated award date for this prospectus? Selection of the operator is typically announced within one to three months of the proposal due date for prospectuses similar to this one. After the selection is announced, the Service inserts elements of the selected proposal into the Draft Contract and presents it to the Concessioner. The process of finalizing the Draft Contract and getting signatures on the finalized Contract can take some time, depending in part upon the complexity of the proposal. The Service strives to complete this process in a timely manner but cannot provide a definitive date by which the contract will be fully awarded because of these variables.
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(https://www.fbo.gov/spg/DOI/NPS/APC-IS/CC-FIIS007-19/listing.html)
- Place of Performance
- Address: Fire Island National Seashore, Patchogue, New York, 11772, United States
- Zip Code: 11772
- Record
- SN04882668-W 20180411/180409230637-7a689cfaec8acd1f8008cf65b07803cc (fbodaily.com)
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