TITLE
AUTHORIZATION TO ENTER INTO A CONTRACT WITH INDIGO SPORTS, LLC FOR MANAGEMENT, MAINTENANCE AND OPERATION OF THE PARK DISTRICT GOLF FACILITIES
SPECIFICATION P-24001
BODY
To the Honorable Board of Commissioners of the Chicago Park District
I. Recommendation
It is recommended that the General Superintendent and CEO or their designee enter into a contract with Indigo Sports, LLC, for the purpose of the management, maintenance and operation of the Park District Golf Facilities. The contractor was selected pursuant to a publicly advertised Request for Proposals (“RFP”). No work may commence, and no payment shall be made to vendor prior to the execution of a written agreement.
II. Award Information
Company: Indigo Sports, LLC
15044 N. Scottsdale Rd, Suite 300
Scottsdale, AZ 85254
Company Type: Limited Liability Company
Majority Interests: Indigo Sports Management 100%
Contract Type: Term Agreement
Contract Term: Ten (10) years with two (2) additional three (3) year extension options
Contract Amount: See Exhibit A
Scope of Services: Management and operation of the Park District’s six (6) golf courses and three (3) driving ranges.
Compliance Goals: The Minority and Women Owned Business Enterprise participation is in compliance for this proposed contract. The Minority and women-Owned participation for this contract includes: 41.94% MBE participation with three certified companies and 18.95% WBE participation with four certified companies.
Authorization: Authorize the General Counsel to include other relevant terms and conditions in the written Agreement. Authorize the General Superintendent to execute the Agreement and the related extension options and the Secretary to attest as to the signing of the Agreement and keep an original copy of the Agreement on file.
III. Budget and Financial Information
Budget Classification: Operating and Capital
Fiscal Year: 2025-2034
Source of Funds: 001.9310.9310.626050.1.1.1.1
IV. Procurement Information
Specification Number: P-24001
Date Advertised: April 17, 2024
Pre-Submittal Meeting: May 7, 2024
Site Visits: May 6 and May 7, 2024
Date Proposals Due: June 3, 2024
Number of
Proposals Received: Two (2)
This contract was publicly advertised as a Request for Proposals (“RFP”) for an agreement to provide management services for the management, maintenance and operation of the Chicago Park District (“CPD”) Golf Facilities. The agreement is structured so that the Awardee will be paid a management fee for their services and all revenue is paid to and operating expenses paid by the CPD. The RFP provided a detailed scope of services (pages 12-25) as well as 11 exhibits that included: (i) basic information for each golf facility; (ii) aerial photo of each golf facility; (iii) CPD Landscape Standards; (iv) accessory equipment inventory; (v) maintenance equipment inventory; (vi) existing equipment contracts; (vii) golf facility revenue; (viii) current staffing plan; (ix) capital improvement history; (x) potential golf facility capital improvements; and (xi) history of golf fee rates.
Two proposals were received on the proposal due date, and the Department of Purchasing (“Purchasing”) deemed all to be responsive and compliant.
The Evaluation Committee (“EC”) was comprised of 7 voting members. The EC began their evaluation of the proposals at their meeting on June 24, 2024. The EC met several times and attended Oral Presentations with both proposers. Both proposers were asked for Best and Final Offers. The EC held their final meeting on August 13, 2024, to discuss the final responses. The EC submitted final scores on August 14, 2024. The CPD scored Indigo Sports, LLC (“Indigo”) the highest. Accordingly, the EC is recommending Indigo for award.
V. Explanation
The Chicago Park District (“CPD”) requires the services of a firm to manage, maintain and operate six (6) golf courses, one (1) miniature golf course, and three (3) driving ranges including all site buildings, maintenance buildings, and concessions (collectively the “Golf Facilities”) and provide related services. The scope of services included providing expertise in four key areas: (i) Maintenance; (ii) Management; (iii) Operations and (iv) Customer Service.
The manager’s responsibilities include, but are not limited to:
• Staffing and operation of Golf Facilities;
• Maintenance of greens, tees, fairways, turf, natural areas, other landscaping, lagoons and ponds in accordance with CPD’s standards and protocols;
• Maintenance and repair of site buildings and maintenance sheds concession buildings in accordance with CPD standards and protocols;
• Maintenance of Golf all Facility equipment;
• Developing, implementing and enhancing activities, outreach programs, strategies, tournaments, and other initiatives designed to increase local community engagement, public awareness, and revenue as well as attract minority, female, junior, senior, socio-economically challenged, and cognitively and/or physically disabled golfers;
• Affording teaching programs, caddy programs, and clinics at the Golf Facilities that will attract new players, players from the surrounding communities, and enhance the skills of existing players;
• Operation of concessions and pro-shops, selling of food and beverages, including alcoholic beverages where authorized;
• Customer service;
• Marketing and promoting the Golf Facilities;
• Incorporating enhanced technology into the Golf Facility operations;
• Expansion of the Audubon Cooperative Sanctuary Program;
• Making the Golf Facilities greener and more eco-friendly in every facet of their management, maintenance, and operation;
• Implementing capital improvements at the Golf Facilities;
• Implementing strategies to ensure the long-term success of the Golf Facilities.
The EC evaluated proposals in terms of alignment with the goals and objectives of CPD in the following categories:
1. Implementation Plan - The proposer’s ability and capacity to provide all services described in the RFP effectively, efficiently, and in a timely manner in accordance with CPD’s specifications.
2. Personnel - Key personnel and subcontractor teams assigned to or committed to this contract have the appropriate professional qualifications, experience, professional licenses, and certifications to successfully manage the Golf Facilities.
3. Company Experience - The proposer must be an established firm whose experience and professional qualifications demonstrate it has the professional and technical competence, ability, and capacity necessary to perform the services required by the RFP. Further, the submitter must have good past and present experience on comparable projects.
4. Financial - The overall strength of the financial proposal and proven ability to optimize and grow revenue and operate efficiently.
Indigo was the highest scoring proposal, and the Evaluation Committee determined that they presented the best overall proposal, considering all evaluation criteria, to manage and grow CPD’s Golf Facilities, maximize revenue, control expenses, as well as continue to make a positive impact on the local communities in which they are housed. The Evaluation Committee felt they had the strongest combination of municipal golf management experience and community appreciation, vision and passion for the game of golf and the Chicago Park District, dedication to agronomic excellence and providing exceptional customer service, strength of their personnel, commitment to diversity and community engagement, and creativity to continue to move the CPD’s Golf Facilities forward with a focus on sustainability and inclusion.
Indigo is the world’s largest golf and hospitality management company, providing management services to 875+ locations in 45 states and 35 countries, including providing full management to 150+ municipally owned facilities. Indigo, considered a top industry leader who has been providing golf management and hospitality services since 1990, despite their size, prides themselves on a small company approach of personalized support and hands-on interaction. Some notable courses Indigo manages include, but are not limited to, Troon North in Scottsdale, AZ; Kapalua in Lahaina, HI; Indian Wells Golf Resort in Indian Wells, CA; and Tiburon Golf Club in Naples, FL, among others. Excluding CPD courses, Indigo manages 45 courses in the Midwest, 18 of which are in Illinois. Indigo has successfully managed the Cook County Forest Preserve Golf Courses for over 20 years and was recently chosen through an RFP process to manage them foranother 20. Indigo has a regional office on the North side of Chicago which houses corporate resources in operations, agronomy, marketing and human resources. Their large local presence provides opportunities to drive resources and efficiencies to their operations and effectively optimize local partnerships.
As the CPD continues to deepen its commitment to Diversity, Equity, and Inclusion (“DEI”), this RFP’s vendor selection process was intended to expand access and opportunities for minority-owned, women-owned, and other underrepresented business categories. The Submitter’s DEI strategies were evaluated and considered throughout the RFP process, with the ideal vendor partner identifying creative, effective solutions to engage and employ local businesses and members of the local community that reflect the diversity of the Chicago area. Further, proposals were evaluated in alignment with the CPD’s Mission and Core Values, with community engagement and maximizing the usage of the Golf Facilities by all segments of the local and regional community as a top priority. Indigo has committed to 41.9% MBE and 18.95% WBE utilization for this contract and will continue to employ and advance members of the local communities. Indigo has developed many partnerships with local organizations to help unlock opportunities for all they serve including, but not limited to, First Tee, Jackson Park Golf Association, Special Olympics, The Westside Pastors, Roger Steele Sr., and Chicago Parks Foundation. They have collaborated with Chicago Public Schools, community centers and youth organizations to promote youth programming and have implemented caddie programs at Jackson Park, Columbus and Southshore. Indigo will continue to expand its community involvement with additional outreach, additional partnerships, youth programming at all courses, mentorship programs, and will donate $25,000 annually to a “Troon Community Fund” aimed at providing scholarships, programming, and resources to local community youth groups.
Indigo received numerous letters of recommendation from local organizations and members of the community regarding the significant improvement in course conditions and customer service since it has taken over the operations of the Park District courses, and the positive impact Indigo has had in the community.
Therefore, it is in the best interest of the Chicago Park District to recommend Indigo Sports, LLC for the management, maintenance and operation of the Park District Golf Facilities contract.
VI. General Conditions
1. Conflicts: No agreement authorized herein shall be legally binding on the Chicago Park District if entered into in violation of the provision5s of the Public Officer Prohibited Activities Act, 50 ILCS 105/0.01 et seq.
2. Ethics: The agreement shall contain a provision requiring compliance with Chapter III of the Code of the Chicago Park District ("Governmental Ethics").
3. Contingent Liability: Any agreement lawfully entered into for a period of more than one year shall be executory only for the amounts for which the Park District may become liable in succeeding fiscal years pursuant to Section 17(i) of the Chicago Park District Act, 70 ILCS 1505/17(i). All agreements authorized herein shall contain a clause that any expenditure beyond the current fiscal year is subject to appropriation in the subsequent fiscal year budget.
4. Economic Disclosure Statement (“EDS”): Contractor has submitted a full and complete EDS prior to execution of the contract.