Request for Qualifications

Management of the Murrieta Equestrian Park

for the City of Murrieta

Qualifications are due to

Colby Diuguid
Murrieta Community Services Department
41810 Juniper Street
Murrieta, CA 92562
(951) 461-6119
cdiuguid@murrieta.org
www.murrieta.org

DUE DATE: 4 p.m., Thursday July 8, 2010

Sealed written responses must be received by the City Clerk no later than the date, time,
and location indicated above as the qualification due date. Late submission of responses
shall be not considered. Submittal of response by fax is not acceptable.
Note: This request does not constitute an order for the goods or services specified.

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City of Murrieta
RFQ Management for Murrieta Equestrian Park

TABLE OF CONTENTS

Introduction …………………………………………………Page 3
Statement Requirements …………………………………Page 4
Submittal Requirements …………………………………..Page 6
Pre-Submittal Activities ……………………………………Page 6
General Conditions ………………………………………..Page 6
Facility Operator Nominating and Selection Process…...Page 7
Evaluation Criteria …………………………………………Page 8
Selection Schedule ………………………………………..Page 9

DUE DATE: 4 p.m., Thursday, July 8, 2010

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RFQ Management for Murrieta Equestrian Park

INTRODUCTION

The City of Murrieta (“City”) issues this Request for Qualifications (RFQ) in an effort to solicit
interest from firms and/or individuals in the overall management and marketing of Murrieta’s
Equestrian Park. The City invites you to submit a statement of qualifications no later that 4
p.m., Thursday, July 8, 2010.

Background and Community Description

The City is located at the convergence of Interstates 15 and 215 and nestled against the Santa
Rosa Plateau. The City affords residents the opportunity to work and play all in their own
backyard! The quality of life is unsurpassed.

In 1882, the Southern California Railroad laid tracks linking the valley to its southern
transcontinental route. By 1890, the City had experienced its first boom, the population
reaching 800, big for those days. The natural springs were instrumental in bringing international
renown to the community as the Murrieta Hot Springs Resort flourished during the first half of
the 1900s. In 1935, the trains stopped running and the boom Murrieta had been enjoying went
bust. The calm lasted for 50 years until a new community sprouted almost overnight and began
a period of phenomenal growth. Extending Interstate 15 through the valley was the impetus for
building what was at that time extremely affordable housing.

When Murrieta officially became a city on July 1, 1991, it was already home to more than
24,000 residents. Compare that to the 2,200 estimated to have been living here in 1980. By
2005, more than 85,000 people had moved to the community, making it one of the five largest in
Riverside County. The natural scenic beauty of the area, and what is still by California
standards, reasonably priced housing continues to attract significant numbers of residents and
businesses who are finding Murrieta a great place to grow.

Those living in the community find distinguished schools, abundant recreation, excellent medical
facilities expanding employment opportunities and one of the lowest crime rates in Southern
California. In addition, entrepreneurs find a market growing larger by the day, above average
household incomes, a skilled labor force, and a business-friendly city hall. It is a community
with a past and vision for its future. One that welcomes challenges, takes risks, embraces
opportunity. Although the City is a relatively young, it is an area with a rich past. The City is
vested in retaining its cultural heritage. Historic Downtown Murrieta reflects the respect for
tradition and strives to maintain a sense of community long forgotten in many other cities.
Simultaneously, the City offers new possibilities to create complimentary uses. More and more
people are discovering what the founding Murrieta brothers envisioned more than a century
ago: the City is, indeed, a great place to grow.

Mission Statement

We, the Council of the City, with the resident’s positive support and unique strengths and
drawing on our historical sense of community involvement, will strive to provide a safe, family-
oriented city that values an enjoyable quality of life. Through innovative leadership, relying on
experience from the past and using current technology and a growing body of knowledge, we
will provide an opportunity to promote an orderly residential, commercial, and
industrial growth plan. We will establish a skilled, caring, friendly, and service-oriented staff to
assist our community in solving problems in a fair, compassionate, and equitable manner.

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City of Murrieta
RFQ Management for Murrieta Equestrian Park

Project Objectives

1. The primary purpose of the Murrieta Equestrian Park will be to provide arena
maintenance and promotion for local, regional, and national events, shows, clinics,
and events.

2. The City is requesting qualifications from firms and/or individuals for professional
services in the daily maintenance and operations of the facility; including the
promotion of the facility for hosting events. Management services are expected to
begin in October 2010. The City seeks to secure and retain a qualified operator to
successfully operate the Equestrian Park.

3. The successful proposer shall be expected to comply with all applicable California
Codes of Regulation.

Questions Regarding the RFQ

Any questions, interpretations, or clarifications, either administrative or technical, about this

RFQ must be requested in writing prior to the date indicated in the Selection Schedule. All
pertinent questions will be answered in writing and conveyed to all proposers. Oral statements
concerning the meaning or intent of the contents of this RFQ by any person are unauthorized
and invalid. All questions either technical, commercial, or contractual in nature shall be
directed to: Colby Diuguid, Recreation Supervisor, at cdiuguid@murrieta.org.

STATEMENT REQUIREMENTS

The proposer will be evaluated based on the information submitted in accordance with the
General and Content Sections of the Statement Requirements.

General

1. The statement should be concise, well organized, and demonstrate the proposer’s
qualifications and experience applicable to the project. The statement shall be
limited to fifteen (15) one-sided pages (8 ½” x 11”), inclusive of resumes, graphics,
forms, photographs, cover letter, etc. Type size and margins for text pages should
be in keeping with accepted standard formats for desktop publishing and processing
and should result in no more than five hundred (500) words per page.

2. The statement must include a discussion of the proposer’s approach to the project, a
breakdown and explanation of project tasks, a proposed project schedule, and
estimate of costs, documentation of the proposer’s qualifications for the scope of
work, and other relevant materials.

Content

Statements submitted in response to this RFQ shall be in the following order and shall include:

1. Executive Summary: Include a one (1)-page summary of the entire statement

describing the most important elements of the plan.

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2. Identification of the Proposer, including:

a. Legal name and address of company or individual.
b. Legal form of company or individual (e.g. partnership, corporation, non-profit
status, sole-proprietor). If a joint venture, identify the members of the joint
venture and provide all information required within this section for each
member.
c. Disclosure of “parent company” if proposer is a wholly owned subsidiary.
d. Address(es) of office(s) working on this project.
e. Name, title, address, e-mail, and telephone number of the person to contact
concerning the plan.

3. Experience and Technical Competence:

a. Describe the proposer’s experience in operating other Equestrian Facilities.
List the name and location of the facilities and type of work accomplished in
operating the facility. Include reference contact information, as applicable.
b. As the responsible liaison to the facility users, please explain how you plan to
maintain and promote the venue to the equestrian community.
c. Please detail any past equestrian facility logistics experience, including but
not limited to arena maintenance, arena prep for various equestrian events,
scheduling and booking of both shows and clinics, and advertising and
promoting the facility for use for these types of activities.
d. Briefly describe your advertising and marketing philosophy and experience as
it relates to equestrian facilities.
e. Describe your knowledge of arena maintenance and preparation as it relates
to the use of machinery and your ability to provide all equipment necessary to
properly prepare the facility for activities.

4. Proposed Method to Accomplish the Work: Briefly describe the proposer’s

technical and management philosophy regarding the successful operation of an
equestrian facility.

5. Knowledge and Understanding of Local Environment: Describe the proposer’s

experience working in the local environment and proposed local presence for
interacting and/or working with the City staff, and community as a whole.

6. Project Organization and Key Personnel:

a. Describe proposed project organization, including identification and
responsibilities of key personnel. Describe type of availability and hours
during non-market hours (e.g. office location/hours, phone, fax, and e-mail
capabilities). Provide an indication of the approximate staffing level(s) for the
project. The City’s evaluation will consider the proposer’s entire project team;
therefore, no changes in the project team composition will be allowed without
prior written approval of the City.
b. Describe the experience of the proposer’s project team, including the team’s
project manager, and other key staff members, on projects of similar size,
capacity, and dollar value.

7. Financial Documents: Include any other relevant documents, which demonstrate

your ability to undertake this endeavor.

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8. Exceptions to this Request for Qualifications: The proposer shall certify that it
takes no exception(s) to any portion of the RFQ. If the proposer does take
exception(s) to any portion of the RFQ, the specific portion of the RFQ to which
exception(s) is taken shall be identified and explained.

9. Other: In addition, please include any other information pertinent to selection of a

qualified candidate.

10. Errors and Omissions: If a proposer discovers any ambiguity, conflict,

discrepancy, omission or other error in the RFQ or any of its attachments, he/she
shall immediately notify the City of such error in writing and request modification or
clarification of the document. Modifications will be made by addenda. Clarifications
will be given by written notice to all parties who have been furnished with or who
have requested an RFQ, without divulging the source of the request.

If a proposer fails to notify the City prior to the date fixed for submission of proposals
of an error in the RFQ known to him/her, or an error that reasonably should have
been known to him/her, he/she shall bid at his/her own risk, and if he/she is awarded
the contract, he/she shall not be entitled to additional compensation or time by
reason of the error or its later correction.

SUBMITTAL REQUIREMENTS

1. Five (5) copies of the statement shall be submitted. Statements submitted by

facsimile are not acceptable and will not be considered.

2. The statement shall be signed by an individual or individuals authorized to execute

legal documents on behalf of the proposer.

3. The entire statement must be received no later than 4 p.m., Thursday July 8, 2010.
Please mail or deliver all statements in a sealed envelope to:

Colby Diuguid, Recreation Supervisor

Murrieta Community Services Department
41810 Juniper St
Murrieta, CA 92562

4. Statements are to be submitted in sealed packages with the following information

clearly marked on the outside of each package:

• Name of proposer
• Project title

5. Failure to comply with the requirements of the RFQ may result in disqualification.

6. Statements and/or modifications received subsequent to the hour and date specified
above will not be considered.

GENERAL CONDITIONS

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1. Pre-Contractual Expenses: The city shall not be liable, in any event, for any pre-
contractual expenses incurred by the consultant. Pre-contractual expenses are
defined as expenses incurred by the consultant in preparing the statement;
submitting the statement to the City; presenting the statement during selection
interview; negotiating with City any matter related to this statement; incurring any
other expenses by the consultant prior to an executed agreement. Costs for
developing statements are entirely the responsibility of the proposer and shall not be
chargeable to the City.

2. Cancellation: This solicitation does not obligate the City to enter into an agreement
with any proposer. The City retains the right to cancel this RFQ at any time, at its
discretion, for reasons including, but not limited to, the project being canceled, the
City loses the required funding, or if it is deemed in the best interest of the City. No
obligation, either expressed or implied, exists on the part of the City to make an
award or to pay any cost incurred in the preparation or submission of a proposal.

3. Public Records: All statements submitted in response to this RFQ become the
property of the City and public records, and as such, may be subject to public review.

4. Withdrawal of RFQ: The City reserves the right to withdraw this RFQ at any time
without prior notice. In addition, the City makes no representations that any
agreement will be awarded to any consultant responding to this RFQ. The City
expressly reserves the right to postpone reviewing the statements for its own
convenience. If the City cancels or revises the RFQ, all proposers will be notified in
writing by the City.

5. Additional Information: The City reserves the right to request additional

information and/or clarification from any or all proposers to this RFQ.

6. Addenda: The City may modify this RFQ, any of its key action dates, or any of its
attachments, prior to the proposal submittal date. Addenda will be numbered
consecutively as a suffix to the RFQ reference number. It is the proposer’s
responsibility to ensure they have incorporated all addenda. Failure to acknowledge
and incorporate addenda will not relieve the proposer of the responsibility to meet all
terms and conditions of the RFQ and any subsequent addenda.

7. Exceptions: If a proposer takes exception to any part of these specifications as

written, or as amended by any addenda subsequently issued, they must do so in
writing. Said exceptions must be submitted with the proposal. Failure to do so will
be construed as acceptance of all items of the specification.

8. Rejection of Statements: The City may reject any or all statements and may waive
any immaterial deviation in a proposal. The City's waiver of an immaterial defect
shall in no way modify the RFP documents or excuse the proposer from full
compliance with the specifications if he/she is awarded the contract. Statements
referring to terms and conditions other than the City’s terms and conditions may be
rejected as being non-responsive.

The City may conduct investigations as it deems necessary to determine the ability
of the proposer to perform the work, and the proposer shall furnish to the City any
and all information and data requested by the City for this purpose. The City

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reserves the right to reject any proposal if the evidence submitted by, or investigation
of, such proposer fails to satisfy the City that such proposer is properly qualified to
carry out the obligations of the contract and to complete the work specified.

9. Statements Become the Property of the City: Statements become the property of
City and information contained therein shall become public property subject to
disclosure laws after Notice of Intent to Award. The City reserves the right to make
use of any information or ideas contained in the proposal.

10. Public Information: Proposers who wish to release information to the public
regarding operator’s selection, contract award, or data provided by the City must
receive prior written approval from the City before disclosing such information to the
public.

11. Non-Endorsement: If a proposal is accepted, the proposer shall not issue any news
releases or other statements pertaining to the award or servicing of the contract
which state or imply the City’s endorsement of proposer’s services.

12. Confidential Material: Proposer must notify the City in advance of any proprietary
or confidential material contained in the statement and provide justification for not
making such material public. The City shall have sole discretion to disclose or not
disclose such material subject to any protective order which proposer may obtain.

13. Non-Discrimination: Any contract to be awarded because of this RFQ will be

awarded without discrimination based on age, disability, medical condition, race,
color, religion, gender, sexual orientation, marital status, or national origin.

14. Insurance Requirements: The City requires a certificate of insurance prior to

commencement of any work. An underwriter’s endorsement is also required with
additional insured verbiage and the surety must be an admitted surety in the State of
California. The insurance required is:

a. Commercial General Liability (“CGL”): Insurance written on an occurrence basis

to protect proposer and the City against liability or claims of liability which may
arise out of this order in the amount of one million dollars ($1,000,000) per
occurrence and subject to an annual aggregate of one million dollars
($1,000,000). There shall be no endorsement or modification of the CGL limiting
the scope of coverage for either insured vs. insured claims or contractual liability.
All defense costs shall be outside the limits of the policy.

b. Vehicle Liability Insurance: Proposer shall also procure and shall maintain during
the term of this order vehicle liability insurance in an amount not less than one
million dollars ($1,000,000) for injuries, including accidental death, to any one
person, and subject to the same minimum for each person, in an amount not less
than one million dollars ($1,000,000) for each accident, and property damage
insurance in an amount of not less than one million dollars ($1,000,000).

c. Workers’ Compensation Insurance: For all of proposer’s employees who are

subject to this order, and to the extent required by applicable state or federal law,
proposer shall keep in full force and effect a Workers' Compensation policy. That
policy shall provide a minimum of one million dollars ($1,000,000) of employers'

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liability coverage, and proposer shall provide an endorsement that the insurer
waives the right of subrogation against the City and its respective elected
officials, officers, employees, agents and representatives. In the event a claim
under the provisions of the California Workers' Compensation Act is filed against
the City by a bona fide employee of proposer participating under this Agreement,
proposer agrees to defend and indemnify the City from such claim.

15. Local Business Preference: Section 3.08.235 of the City Municipal Code requires that
a three percent (3%) preference be given to bidders who qualify as a local business. For
purposes of this section, a “local business” shall be defined as an individual, partnership
or corporation which regularly maintains a place of business within the corporate limits of
the City and which is shown by the records maintained by the City’s Finance Department
as having secured all necessary business licenses and as having paid all applicable fees
and taxes imposed by the City. Proposer must complete and return a Local Business
Preference and Certification Request, in order to be eligible for this preference.

16. Disputes/Protests: The City encourages proposers to resolve issues regarding the
project requirements or the procurement process through written correspondence and
discussions during the period in which clarifying addenda may be issued. The City
wishes to foster cooperative relationships and to reach a fair agreement in a timely
manner.

Proposers filing a protest must do so within five (5) calendar days after Notice of Intent
to Award. The protesting proposer shall submit a full and complete written statement
detailing the facts in support of the protest. Protests must be sent by certified or
registered mail or delivered in person to the Purchasing Manager, or his or her designee.
The City will provide a decision on the matter. The decision must be in writing and sent
by certified or registered mail, faxed, or delivered in person to the protesting proposer.
The decision of the City is final.

Interpretation of the wording of this document shall be the responsibility of the City and
that interpretation shall be final.

17. Conflict of Interest: The City requires a Statement of Economic Interests (Form 700) to
be filed by any proposer who is involved in the making, or participation in the making, of
decisions which may foreseeably have a material effect on any City financial interest
[reference Government Code § 82019].

The City reserves the right to prohibit participation by the proposer in submitting a
proposal for or providing services, goods or supplies, or any other related action, which
is required, suggested or otherwise deemed appropriate in the end product of this
contract.

EQUESTRIAN CENTER MANAGER NOMINATING AND SELECTION PROCESS

1. A selection committee (“Committee”) will be established for this project, which will
include City staff, and may include representatives from the private sector, the public,
or individuals with expertise and experience in equestrian facilities.

2. While the Committee may select a short-list of qualified firms for this project, the City
reserves the right to make the final facility operator selection based solely upon

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evaluation of the written statements, without short-listing firms or conducting oral

interviews, should it find it to be in its best interest to do so.

3. If applicable, the Committee may interview the short-listed organizations and/or

individuals. Based upon the statement and interview, the Committee will rank the
finalist as to their individual qualifications and merits. The Committee will
recommend the selected firm or individual to the City Manager and will request
authority to enter into negotiations with the selected firm or individual.

4. Upon receipt of the City Manger’s authorization to negotiate, the project manager will
establish a negotiating team and enter into negotiations with the elected
organization. The negotiations will entail scope of work, contract schedule, contract
terms and conditions, technical specifications, and price. If the negotiating team is
unable to reach an acceptable agreement with the selected firm, the negotiating
team will recommend to the City Manager that negotiations be terminated and that
negotiations with the second ranked firm be initiated. The City Manager has final
authority to terminate negotiations and move to the next ranked firm.

5. After negotiating a proposed agreement that is fair and reasonable, a

recommendation will be brought to the City Council for approval.

6. Performance of work and acceptability of equipment or materials supplied pursuant

to any contract or award shall be to the satisfaction of the City.

EVALUATION CRITERIA

The City encourages cooperative, creative, innovative, and efficient approaches in the proposed
plans. The importance of these characteristics will be recognized in the evaluation of consultant
responses. Responses which propose modifications or alternatives to the tasks, products, and
schedules identified in the Scope of Work section that the consultant believes better accomplish
the objectives of the project are welcome. Statements from consultant teams are also
encouraged, when cooperative work will improve the quality of the results.

Staff will evaluate the statements according to the following criteria with the following weight
attributed to each criterion:

• Clarity, organization, and detail of the statement

• Proposer’s understanding of project, including purpose and scope, required tasks, and
understanding of facility operators role
• Proposer’s approach to technical work, including the methodology, creativity and
efficiency of technical approach
• Proposer’s approach to project management, including coordination with City staff,
budget monitoring and quality control, and applicable progress/reporting systems
• Proposer qualifications and experience, including internal organization and resources
comparable project experience, and knowledge of the City community

SELECTION SCHEDULE

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The City anticipates the solicitation, receipt and evaluation of statements, and the selection of
the provider of these consultant services will be according to the following tentative schedule:

• Issue RFQ – Monday, May 24, 2010

• Last Day for Submission of Questions – June 24, 2010
• Statements Due – Thursday, July 8, 2010 by 4 p.m.
• Oral Interviews – Week of July 26, 2010
• Selection and Notification – Week of August 9, 2010
• Contract Negotiations Complete – August 23, 2010
• Contract Award – September 7, 2010
• Receipt of all Permits and Insurance – September 21, 2010
• Equestrian Park Opens – October 1, 2010

*NOTE: The City may adjust the dates subsequent to receipt of the proposal without further
notice.

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