Town of Cardston – Request for Proposals (RFP) - Campground 

Lee Creek Campground and Rotary Reunion Center Operator

The Town of Cardston is seeking proposals from experienced operators for the management of Lee Creek Campground and Rotary Reunion Centre (the Facility) for a three-year term. 

Background:   

Lee Creek Campground, located in the town of Cardston, Alberta, has been a cherished destination for outdoor enthusiasts and families alike for many decades. Nestled at the heart of a vibrant region filled with outdoor and cultural activities, the campground serves as an ideal base for exploring the natural beauty and recreational opportunities the region has to offer.   

In 2023, a significant expansion was completed at the Campground, bringing total available sites to 57 fully serviced RV sites, 7 partially serviced sites, 6 non-serviced sites, and 1 group tenting site. Lee Creek is also home to Rotary Reunion Centre, a large indoor gathering area complete with stage, washrooms, showers, kitchen and dining hall, and outdoor recreation opportunities. The Campground’s variety of offerings accommodate a diverse range of guests, from solo travelers to large groups seeking an authentic camping experience.

Guests also have much to experience within the community and region. The Town of Cardston boasts multiple recreation and cultural facilities, including a Les Furber-designed golf course. Nearby Glacier and Waterton National Parks offer trophy fishing, white-water rafting, and hiking opportunities, while the surrounding foothills of the Rocky Mountains are full of spectacular locations for further outdoor exploration.

Values:  

The Town is guided by the following values in selecting a Campground Operator: 

1. Partnership: We value the partner’s expertise toward achieving success in this sector, while supporting their need for sustainable return on investment.
2. Equity: We expect that there is an equity position in the contract that provides a satisfactory return for both parties.
3. Sustainability: We value a financially sustainable business partnership, such that the campground is a benefit to the taxpayer over the long term.
4. Transparency: We expect excellent, proactive communication to foster trust and leverage each other’s strengths throughout our partnership.

Scope of Work:

The Campground Operator, in compliance with Town of Cardston policy and all applicable regulations, shall be responsible for the following:

1. Marketing: Develop and execute marketing campaigns for the Campground and Reunion Centre, while promoting local events and attractions.

2. Operations: Manage site bookings and maintain year-round reservation services, provide onsite staff from May long weekend through Labour Day, maintain cleanliness and availability of all facilities, ensure proper operation of amenities, and participate in operational reviews.

3. Maintenance: Oversee irrigation and landscaping, perform routine maintenance, report significant repair needs, and conduct year-end cleaning.

4. Financial Management: Submit monthly occupancy and revenue reports, collect camping fees, and manage reservation information.

The Campground Operator must also provide all vehicles, maintenance equipment, cleaning and washroom supplies, and electronics required to manage the Campground. Adequate WCB and insurance coverage are also mandatory. A campground reservation system is in place and can be transferred to the Contractor upon request.

The Town will assist with operations by performing the following tasks: garbage collection, irrigation maintenance, major repairs, and capital asset and utility account management.

Lee Creek Campground provides ample opportunity for other recreational activities which are not currently offered, such as rentals of e-bikes and disc golf equipment. If the proponent sees value in facilitating such offerings, comment in their proposal is welcome.

Deliverable:

Proposals shall describe the proponent’s ability to manage the Scope of Work, preferably with reference to experience managing similar responsibilities. Proposals are preferably no longer than 20 pages in length, including appendices or schedules.

Compensation may be in the form of a revenue share or fixed contract amount. The Town anticipates a contract length of three years with option to extend if found mutually agreeable. Proposals shall include the proponent’s expected compensation.

• Average annual campground revenues for 2022-2024 = $185,306.

Bid Selection Schedule:

• Submission deadline November 15^th
• Review period November 16-30^th
• Selection date December 1^st

Selection Criteria:

Proposals will be reviewed and weighted according to the following criteria:

Criteria	Weights
Proponent’s qualifications and experience	50%
Proposal quality and relevance to the Scope of Work	25%
Contract compensation proposal	25%
Total	100%

Deadlines and Submission Detail:

Clearly identify the primary contact for the proponent with all relevant contact information to engage with any follow up questions or possible interviews. The Town holds the ability, at its discretion, to

interview, follow up, or select proponents for future deliberations without any liability to other parties for costs or expenses required to provide this request for information package.

All proposals are due at the Town of Cardston office by November 15, 2024 at 12:00 pm.

Proposals may be submitted in person, via fax, mail or email to: Randy Russell

Parks & Recreation Foreman Town of Cardston.

67, 3^rd Avenue West, Cardston
M: Box 280, Cardston Alberta T0K 0K0 F: 403-653-2499
E: randy@cardston.ca