Town of Beaufort, North Carolina
Marina Management Company for Beaufort Town Docks
Advertisement for Proposals
Sealed proposals from qualified proposers for the MARINA MANAGEMENT COMPANY FOR THE BEAUFORT TOWN DOCKS project will be received by the Town Manager of the Town of Beaufort at Town Hall, 701 Front Street, Beaufort, NC until 1:00 p.m. Eastern Standard Time on Friday, February 28, 2025.
The Town of Beaufort (Town) is home to a municipal marina and is seeking proposals from Marina Management Companies (Company) who have extensive experience in managing municipal properties to manage the Beaufort Town Docks (Marina). This will include all marina and upland operations, including dockage, mooring field, fueling, office area and boater’s facilities (bathroom/shower).
Management of operations would include, but not necessarily be limited to the following:
• Operate, supervise, manage, and maintain the Marina daily effective January 1, 2026.
• Hire, train, and supervise marina staff. Hiring will always favor local employees where practicable and in some cases final hiring decisions may be subject to the Town’s approval. These individuals will be employees of the Marina Management Company however, all salaries, wages, employee benefits (including profit sharing and 401K plans) insurance premiums, payroll taxes, training costs, hiring and moving expenses, staffing costs, and any other employee expense or compensation shall be included as an expense and shall be set forth in an applicable budget.
• Maintain experienced staff and management for marina operations.
• Coordinate with Town and subject to Town’s approval, procure and maintain as an expense all insurance policies to satisfy the required coverage types and limits.
• Conduct its work in compliance with the requirements of all federal, state and local regulatory entities, including but not limited to OSHA, the Environmental Protection Agency, the Department of Environmental Protection, and the United States Army Corp of Engineers.
• Implement a dress code and provide on-site personnel with uniforms to be worn at all times while on duty,
• Coordinate the setup and maintenance of all requisite computer hardware, software, and site-wide Wi-Fi for the operation of the Marina.
• Pay, as an expense, when due, all assessments, taxes (including without limitation sales taxes and personal property taxes), charges, levies, fees, and other impositions and legitimate charges of every kind and nature applicable to the marina.
• Solicit, negotiate, prepare, administer, and manage licenses, occupancy agreements, marketing agreements, and service contracts (including, without limitations, engineering, telephone, and internet), staffing and personnel needs, sub-contractors, and other services that are reasonably necessary for the complete operation of marina’s facilities, and may, from time to time be subject to Town’s approval.
• Prepare and implement annual Health and Safety Plan and Facility Maintenance Plan.
• Develop, implement, and rehearse the marina’s hurricane plan.
• Administer a customer service program for the marina.
• Prepare and implement advertising, promotional activities, and marketing plans to expand the annual business volume of the marina.
• Design, maintain, and update marina website to incorporate the use of a variety of popular social media platforms (all information shall be the property of the Town).
• Purchase, in accordance with the approved operating budget, all equipment, tools, appliances, materials, and supplies reasonably necessary or desirable for the care, maintenance, and operation of the Marina.
• Maintain shuttle service and/or loaner vehicle for marina tenants.
• Collect and manage all payments for services provided, fuel and other sales, and related deposits.
• Establish and adjust fees, prices, rates, and rate schedules for use of the marina facilities and all licenses, agreements or contracts and any other commitments for the marina’s facilities, all of which shall be approved by Town prior to implementation.
• Administer slip assignments and ensure that an appropriate dockage reservation system (MarinaGo, Dockwa, etc) is in place to manage marina tenant activity and allow exporting reports as needed in a format compatible with the Town’s financial management system.
• Account for and provide the Town with marina financial statements summarizing the marina’s financial accounting operations using generally accepted accounting principles on a monthly basis, or more frequently if required, to include detailed occupancy and revenue by category achieved by the marina.
• In response to this RFP/RFQ, attach a comprehensive sample of financial reporting provided for a similar engagement noting the frequency of your reporting and the software utilized.
• Establish and maintain on behalf of the marina the necessary bank accounts to transact marina operations.
• From time to time be available to consult and advise on capital expenditure projects, construction or re-design efforts, and through separate agreements manage such projects as agreed.
• Operate a full-service marina facility in a manner to maximize occupancy and revenues for the marina.
• Provide a wide array of services and improve the level and variety of services available for the benefit and enjoyment of the marina occupants and the boating community
• Protect the Town’s capital investment in the marina facilities through the exercise of high standards of management and operation, including but not limited to maintaining the marina’s “Clean Marina” status.
• Act as the sole and exclusive managing agent of the Town to manage, operate and maintain the marina facilities keeping the marina in good repair including but not limited to performing periodic inspections and maintenance required to keep all mechanical equipment associated with the marina in good operating condition, maintenance as recommended by manufacturers of all applicable equipment, and coordinate all necessary repairs, replacements, and improvements, as needed, utilizing local vendors and contractors where practicable.
• Use diligent efforts to cause all users of the marina’s facilities to adhere to posted marina rules; strictly enforce such rules; and comply with such rules.
• Ensure that the conditions specified in the grants or appropriations used to fund the marina’s improvements are adhered to without exception.
• Work in cooperation with Town staff to ensure smooth operations of the marina.
• Work specifically with the Town’s Finance Department to implement the marina’s approved budget and develop and manage financial operations and financial reporting.
• Schedule, coordinate, and be present at monthly meetings of the marina’s Advisory Board.
• Monitor, report and advise the Town on any delinquent and abandoned vessels, and administer any needed evictions.
• Ensure a smooth transition with the current marina operator, expected to begin on or about October 1, 2025.
The Town of Beaufort recognizes that specific components of a management agreement will require additional negotiation with the selected Submitter.
This Request for Proposals (“RFP”) is subject to the competitive negotiation provisions outlined in North Carolina Statute §143-129.8, “Purchase of Information Technology Goods and Services.” As an RFP, this is not an invitation to bid and, although price is very important, other factors will be taken into consideration. The project scope, content of proposal, and selection process are summarized in the RFP.
Electronic copies of the RFP in Adobe format may be obtained from the Town via email transmission at no charge. The RFP may also be examined and/or obtained at Town Hall located at 701 Front Street, Beaufort, NC 28516.
In addition, the Town requires that proposals be sealed. Sealed proposals will be received at the location stated above. Proposals received by telephone, email, facsimile, or any other means of electronic transfer will not be accepted. The Town of Beaufort is not responsible for late delivery by the United States Postal Service or any other courier.
All inquiries for information regarding this RFP are to be directed to the Town of Beaufort staff member issuing this request for proposals.
The Town of Beaufort reserves the right to waive any informalities, to reject any or all proposals, and to enter into a contract based upon the proposal deemed to be in the Town’s best interest.
The Town of Beaufort is an Equal Opportunity Employer and Service Provider and encourages participation by small-, minority-, and female-owned firms. All qualified Small and Minority businesses are welcome to submit a proposal.
ISSUED BY: Charlie Burgess
Town Manager
c.burgess [at] beaufortnc.org (c[dot]burgess[at]beaufortnc[dot]org)