RFP 17-10-02 Seasonal Ice Rink - Laserfiche WebLink

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City of Sunny Isles Beach |Request for Proposal No. 17-10-02 20 Subject to prior written approval from the City, the contractor may conduct special events or programs at the premises. The contractor shall submit to the City for approval all plans for any events or programs at the premises, and in no event shall the premises be closed to conduct private activities during public hours of use except when such activities are specifically approved or sponsored by the City and such a closure has been announced to the public at least two weeks in advance of such activities or events. All revenue generated through such special events must be reported to the City as Gross Receipts. The City reserves the right to utilize the ice rink at no charge for up to six special events during each season. The City must coordinate each special event with the contractor. Proposer should also be able to provide floor covering for when City will be using the park for an event that will require additional space. 3.17 ADMISSION FEE FOR PUBLIC ICE SKATING RINK: Proposers should submit a detailed list of all proposed fees and prices, including by not limited to, prices for general admission, skate rentals, lockers, locks, bag checks, skate sharpening, group rates, private lessons, and group lessons. All fees and p rices require the prior written approval of the City. The Contractor should establish a fee structure where residents (with valid SIB Resident ID Card) receive a discounted price for admission. The contractor may be allowed to offer reduced rates for senior citizens, youths, and students. In addition, the vendor shall also include a cost breakdown of the estimated profit returned to the City and a revenue payment schedule. 3.18 REPORTINGS Each vendor must submit with proposal a sample report of commission remittance of current customers. Throughout the contract term, the contractor will be required to maintain a revenue control system to ensure the accurate and complete recording of all revenues, in a form and manner acceptable to the City. This revenue control system must maintain detailed sales information from each sales transaction. Specifically, sales information must be recorded electronically, via a point-of-sales system, and must include, but is not limited to, details on each sales transaction, the item(s) sold, time, date of sale and price of the item sold. The contractor must also establish a unique general ledger account for all deposits related to this contractor’s revenue. All accounting and internal control related records shall be m aintained for a minimum of ten (10) years from the date of creation of the record. The contractor shall keep adequate records of accounts and permit the City to inspect such records at any reasonable time during normal business hours; records shall include a daily cash report at the end of each day’s business, listing the categories of sales that correspond to separate keys on the cash register; a daily record of the number of rentals, lessons and events; a daily record of maintenance activities including sharpening of skates; and a daily record of sponsored or reserved party events. The contractor shall provide monthly statements showing the daily gross receipts from all sales, which statement shall be submitted to the City not later than the 15th of the month following the month for which the statement is made. The contractor shall maintain a daily on -site presence, and shall meet regularly, if not weekly, with the City’s representative. 3.19 COMPENSATION PLAN Refer to Attachment A END OF SECTON