The Department needs an individual or organization to maintain and oversee the campground including the following services: scheduling, reservations system, monitor campers and day-use visitors in accordance with existing rules, and perform light grounds maintenance.

Documents can be downloaded at WEBS: https://pr-webs-vendor.des.wa.gov/home.html

Customer Reference Number: RFP23-003 

Webs Number: 48502

Estimated Value: $390,000

Term: Initial contract term is two years, with the option to extend an additional four years in two-year increments.

Scope of work:

The response to this portion of the technical proposal must contain all work or project requirements necessary to accomplish the scope of work defined in the RFP. Include a complete description of the proposed approach and methodology for the project, all project requirements, and the tasks required to accomplish the project. The following are the requirements and identified needs of this project:

1. 1. The Department needs an individual or organization to maintain and oversee the campground including the following services: scheduling, reservations system, monitor campers and day-use visitors in accordance with existing rules, and perform light grounds maintenance. The firm or individual will operate and maintain the premises in the manner of a private campground under rules subject to review and written approval by the Military Department.
   2. The American Lake Campground consists of seven 50-amp RV sites, 22 30-amp RV sites, eight primitive tent sites, one boat launch, one hardstand restroom facility with laundry and showers, and one general purpose facility that can be rented for purposes such as meetings or as a dining room. All RV sites have water and sewer connections at the site.
   3. Operate and maintain the premises in accordance with current campground rules established by the DEPARTMENT. Responsibilities are, but not limited to, as follows:
      1. Schedule campsite reservations and receive user fees for the campground, recreation vehicle area, boat launching ramp, docks, and related facilities (beach) located at Camp Murray on American Lake. A web-based platform must be provided by the awarded contractor for reservation and payment purposes. In addition to the web-based platform, telephonic reservations and cash or check payments must be available to prospective patrons. Telephonic reservations must be made available from 9:00am through 4:00pm Pacific Standard/Daylight Time.
      2. In acceptance of a monthly amount paid through this agreement, the selected contractor shall turn over all user fees collected according to rates established by the DEPARTMENT and any documentation pertinent to the receipt of those fees (schedules, number of users, etc.) to the Washington Military Department, Finance Division in Building #1.
      3. Be accountable for and maintain complete and accurate records of revenues and expenditures from all activities associated with the operation of the premises including administration. Maintain an auditable trail for reservations and money collections.
      4. Be responsible for the selection and supervision of the Campground Manager and the Campground Custodian.
      5. Provide Campground Manager, either contractor employee or volunteer, as host to campground users to ensure users are following current campground rules and to collect, account for, and deliver user fees daily (Monday through Friday) to Military Department Finance Division-Accounting in Camp Murray Building 1. For any user fees collected outside of normal business hours, including Saturday and Sunday, it will be the responsibility of the Campground Manager to secure cash or check fees and deliver them to the Finance Division no later than the next business day after receipt.
      6. If issues arise, the Campground Manager will contact the Facility Management Officer in the Construction and Facility Management Office or Camp Murray Security. Provide the Campground Manager's name, address, and phone number to the CFMO.
      7. The campground host, if a volunteer, is authorized to use one electrified campsite at no cost to WMD. The allowed use of one campsite for a volunteer shall follow the guidelines of the Parks and Recreation Commission’s WAC 352-32-285 – Applicability of Standard Fees to Volunteers in Parks, regarding performing services in lieu of standard fees under certain conditions.
      8. Provide Campground Custodian to perform some maintenance including cleaning and maintaining the camp restrooms and kitchen area and provide lawn maintenance such as mowing the grass and collecting leaves at the campgrounds. Contractor is responsible for purchasing, fueling, maintaining, repairing, and replacing equipment required to keep the camp grounds in groomed condition.
      9. Submit monthly signed, approved invoice vouchers (state form A-19) in an amount not to exceed the agreed upon per month allowance or the overall two-year total to the DEPARTMENT within 15 calendar days following the end of the period in which the work was performed. Each invoice will be accompanied by documentation of expenses and the tasks accomplished to date. Monthly invoices will include documentation of the scheduling calendar with names, sites utilized, dates of patronization, amounts paid, and method of payment for all dates within the monthly invoice cycle, to begin no later than 15 November 2022 for the October 2022 invoice cycle.