If you have always wanted to operate an ice rink, you have until May 20 to submit your intent to file a request for proposal to City Manager Rachael Tabelski, she says.
Tabelski announced the move Wednesday night to secure a new agreement for leasing the David McCarthy Memorial Ice Arena. Former management company Firland Management, which took over the ice arena in 2006, has opted to cease operations of the Evans Street site as of May 31.
“Over the last year, the City has hosted Ice Rink Meetings with a group of community leaders representing the aforementioned hockey programs, Friends of the Rink, and the current operators. These meetings have been helpful in creating the vision and strategy that the City seeks for the rink moving forward,” Tabelski said in a press release. “City Council has committed funds sponsoring a capital project to address the locker rooms and City staff is pursuing grants (to) make needed infrastructure investments. The City looks forward to partnering with a professional operator to bring recreation opportunities to the City, and thanks (to) Firland and all of their employees for their work over the years.”
The city would like RFPs to be for no less than five years, and further details for proposals are below.
Opened in 1978, the Batavia Ice Rink consists of a single sheet of ice (200’ x 85’) with a capacity for 480 fans to attend games. The ice rink has a warming room, locker rooms, and a refreshment stand.
The rink is located just outside of the downtown district and in the Creek Park redevelopment area. The Ice Arena is a prime spot for fall and winter recreation in the City of Batavia, Tabelski said. “The arena is home to the Genesee Amateur Hockey Association (GAHA), Batavia Men's Hockey League (BMHL), and Batavia/Notre Dame High School hockey program.
The City of Batavia anticipates that the prospective operator will be able to be profitable while running the rink and will enter into an operation and lease agreement, she said.
RFP Responses shall be no more than 20 pages in length and contain the following:
1. Corporate Structure/Respondent Information- Organization name, description, address, and form of entity (C Corp, S Corp, Partnership, LLC., LLP., Sole Proprietorship, Not for Profit).
2. Respondent Resumes- Organization employees and biographies describing the structure you envision to carry out operations at the rink (manager, scheduling, maintenance, promotions, concessions, etc.). Include an organizational chart.
3. Primary Contact- provide contact information (address, phone and email) for the primary contact for this proposal.
4. Executive Summary- provide an executive summary to explain how you will operate the David McCarthy Memorial Ice Arena, what your organization will do to enhance the level of participation, and focus on revenue streams.
5. Value Statement- describe how your organization will enhance the rink and bring value to the City of Batavia and City residents.
6. Experience- provide details regarding experience/resume of staff/potential staff with ice rink operations and/or a general statement of experience running recreational, retail, or commercial operations.
7. Proof of Insurance- respondents shall provide proof of insurance at the time of agreement execution.
8. Proof of Financing- respondents shall provide a written description of how they will finance the operations of the rink examples include private capital, secured loan, bridge loan, and line of credit. A proforma financial statement shall be provided with the response.
9. Budget- create a five-year budget plan and incorporate your projected operating expenses, projected revenue, projected net income, and lease rate (suggested lease rate to the City of Batavia and planned capital investment fund expenses are listed).
Capital Investment Fund expenses are $5,000 suggested lease for Year 2022-23 with $0 suggested capital contribution; $10,000 for Year 2023-24 with a $10,000 suggested contribution; $20,000 for 2024-25 and $15,000 contribution; $25,000 for 2025-26 snf $18,000 contribution; and $25,000 lease for 2026-27 with $20,000 capital contribution.
Prospective operators should heed the important dates below, Tabelski said:
- May 20 – Interested respondents are encouraged to indicate your intent to respond to this RFP to Rachael J. Tabelski, City Manager, and City of Batavia by May 20.
- May 23 to May 27 – Interested respondents will be scheduled for Zoom or in-person meetings to review the prior financials, prior usage by major tenants, as well as tours of the rink as requested.
- May 31- Addendum, if any, will be issued to all respondents who have signed up with the City Manager.
- June 10 - RFP’s are due on Tuesday, June 10 at 4:30 p.m. Four written copies of the proposal must be received at the City Manager’s Office by the deadline, and one emailed copy must be provided.
- July 11 - Final Selection will be made on or around July 11.
