Creekmore Park Tennis Center Management - RFP 6206-1217-BA

LEGAL ADVERTISEMENT & NOTICE REQUEST FOR PROPOSAL NO. 6206-1217-BA CREEKMORE PARK TENNIS CENTER MANAGEMENT FOR THE CITY OF FORT SMITH, ARKANSAS The City of Fort Smith is seeking proposals from qualified operators to manage the Creekmore Park Tennis Center in Fort Smith, Arkansas. Creekmore Park Tennis Center is located at 3303 South M Street, Fort Smith, AR 72903. The City is soliciting proposals from qualified organizations to manage the subject property to continue to be used, in part, for the public athletic activities (primarily tennis activities) for citizens of all ages and abilities. Through this Request for Proposal, the City seeks to select a qualified organization or individuals with a viable concept and management plan to implement a well-rounded program open to the public. Sealed Requests for Proposals shall be received by the Director of Parks and Recreation of the City of Fort Smith until 2:00 PM, local time, December 17, 2021 at: 3301 South M Street Fort Smith,

Arkansas. All proposals shall be submitted in accordance with the Request for Proposal (“RFP”) which is available on the City’s website at www.fortsmithar.gov or may be obtained during normal business hours (Monday – Friday, 7:30 AM to 4:00 PM) from: City of Fort Smith Parks and Recreation Department Attn: Doug Reinert, Parks and Recreation Director 3301 South M Street Fort Smith, AR 72903 (479) 784-1006 The City of Fort Smith, Arkansas is an Equal Opportunity Employer This publication was paid for by the City of Fort Smith Parks Department at the cost of $xxx http://www.fortsmithar.gov/ 2 – Tennis Center RFP REQUEST FOR PROPOSAL NO. 6206-1217-BA CREEKMORE PARK TENNIS CENTER MANAGEMENT FOR THE CITY OF FORT SMITH, ARKANSAS Creekmore Park Tennis Center (“Center”) is located at 3303 South M Street, Fort Smith, AR 72903. The City is soliciting proposals from qualified groups, organizations or individuals to: 1. Manage and maintain the Center to provide access to tennis clinics, lessons, leagues, and tournaments and to the general public; and 2. Operate league programs, offer clinics, and host tournaments for tennis that are available to and for public participation and are inclusive to all in the community. Respondents to this Request for Proposals shall submit to the City a sealed proposal, which will address the various components as set forth in this Request for Proposals. OBJECTIVES The City is seeking proposals that will maintain the grounds, amenities, and aesthetics, provide athletic opportunities to area youth of all socioeconomic backgrounds, attract regional tournaments, and introduce new tournaments. The City desires responses, which take into consideration the following (but not limited to) options: Grounds  Primary responsibility for all ground’s maintenance.  Primary responsibility for the repair and maintenance of all fences, buildings, pavilions, benches, interior lights, and other onsite amenities.  Responsible for maintaining the general appearance of a professional facility year- round. Individuals/Teams and Leagues  Responsible for accommodating all individuals and teams, both local and traveling, and leagues.  Responsible for providing a low to no cost team and/or league for citizens of all ages and abilities that cannot afford a pay to play league or team. Tournaments  Responsible for scheduling and soliciting tennis tournaments.  A payment of 15% of all revenues, including admission charges and team entry fees, over expenditures for each tournament held will be paid to the City. The purpose of these payments is to replace the artificial turf when needed.  Schedules for tournaments, clinics, practices, and daily use will be published for view of the public and an updated copy will be sent to the City of Fort Smith. 3 – Tennis Center RFP Lessons and Clinics  Responsible for ensuring paid lessons and clinics are taught only by qualified instructors as certified by the USPTR or USPTA.  The selected organization is awarded the exclusive rights to provide paid tennis instruction.  Responsible for scheduling all lessons and clinics. Pro Shop  Responsible for providing and maintaining inventory of tennis merchandise to adequately meet the public demand.  Racquet stringing rights are awarded to the selected organization. Concessions  Concessions will be managed by the selected organization if so desired.  Prices and menus shall be posted.  Responsible for providing all equipment and materials necessary for operation. Financials  A 5-year financial plan shall be submitted to the City annually.  An annual budget shall be submitted no later than December 31st for the upcoming year. Other  Responsible for accommodating the Fort Smith Public Schools and maintaining good working relationships with both the private and public sectors.  The public shall be allowed access to play or practice on the courts when the courts are not scheduled for practice, lessons, clinics, games and/or tournaments.  Schedules for league games and tournaments shall be posted conspicuously at the facility, along with phone numbers to contact for the public to call if they wish to schedule use of a court at an otherwise unused time.  Provide a plan to contribute to a discretionary fund for the repair and resurfacing of the tennis courts. PROPOSAL COORDINATOR For additional information regarding this RFP, interested parties may contact Mr. Doug Reinert, Director of Parks and Recreation at 479-784-1006 or by email at dreinert@fortsmithar.gov. SUBMISSION REQUIREMENTS The Organization shall submit two (2) hard copies and one electronic copy in a PDF format on a flash drive of all documents required as part of the RFP. It is the proposer’s sole responsibility to read and interpret this RFP and the written instructions contained herein. mailto:dreinert@fortsmithar.gov 4 – Tennis Center RFP Responses shall be submitted in a sealed envelope with the Organization’s name, address, and the RFP number 6206-1217-BA shown on the outside of the envelope. Responses to the RFP shall be submitted to: RFP 6206-1217-BA City of Fort Smith Attn: Doug Reinert 3301 South M Street Fort Smith, AR 72903 Responses are due to the City at or before 2:00 PM, (local time), on Friday, December 17, 2021. The City reserves the right to reject any late or incomplete submissions. The City reserves the right to reject any or all responses. SUBMISSON CONTENT The submission shall consist of the following elements, which should be provided in the order specified: A. Cover Letter The cover letter shall serve as an Executive Summary of the overall proposal and must be signed by a principal authorized to represent and commit on behalf of the Proposer. B. Proposer Information 1. Basic Information a) Identify the lead entity and principals. b) Indicate the form of legal entity (e.g., individual, limited partnership, nonprofit corporation, general partnership, joint venture, for-profit corporation, Limited Liability Company, etc.) and any relationship the development organization may have with a parent corporation, subsidiaries, joint ventures, or other entities. c) Submit one copy of the proposer’s Articles of Incorporation, partnership, or other business organizational documents (as appropriate). 2. Organization a) Provide the names, titles, addresses, telephone numbers, e-mail addresses and resumes for key organization members, including an organizational chart that identifies key contacts and the relationship between members. 5 – Tennis Center RFP 3. Relevant Experience a) Provide evidence of past or current project experience, complete with business details and locations. b) Provide contact name and information for public official familiar with your management work. C. Creekmore Park Tennis Center Management Plan 1. In the narrative form, provide a general overview of the proposed plan for operations. 2. Provide an overall management concept for the facility and any relevant information that should be brought to the forefront of the proposal. 3. Provide a financial plan to provide financial assistance to the City in the repair and resurface of the playing courts when they reach their useful life. D. Economic Benefits 1. Provide a narrative outlining the economic benefits to the City of Fort Smith. 2. Specify the number and types of jobs anticipated to be created, if any. E. Schedules and Timelines 1. Provide a detailed schedule timeline chart, which identifies the anticipated partnerships, tournaments, maintenance, and improvements for the facility. PROPOSER REQUIREMENTS A. The Proposer is required to provide a narrative description of the strategy to be carried out to allow citizens from all socioeconomic backgrounds to be eligible to participate and utilize the Center. B. The development agreement will be administered by the staff of the City. C. The relationship of Proposer to the City will be that of independent organization. The Proposer will be solely and entirely responsible for its acts and for the acts of its agents, employees, volunteers, contractors, and subcontractors during the performance of the development agreement. D. The Proposer shall not assign or transfer any interest in the management agreement without prior written consent of the City. E. The Proposer shall agree to defend, indemnify, and hold harmless the City of Fort Smith from and against losses and claims, demands, payment, suits, recoveries, and judgments 6 – Tennis Center RFP against it, by reason of an act or omission of the Proposer, its contractor, subcontractors, its agents or employees in the execution of the management agreement. PROPOSAL EVALUATION CRITERIA Proposals will be evaluated based on, but not limited to, the following criteria: A. Completeness of Proposal Response – The thoroughness of the proposal in addressing all of the requested submission information. B. Management Strategy Approach – The extent to which the proposal supports the youth of the community of every socioeconomic background. C. Economic Benefits – The proposal will be evaluated as to the thoroughness with which they address potential economic benefits to the City of Fort Smith. D. Strength of Management Team – Each Management Team will be evaluated as to the track record and overall capability of the team leader, as well as each proposed partner. All qualified submissions received by the deadline will be analyzed by the City’s Review Committee (“Committee”) according to the criteria outlined in these specifications. Failure to comply with the provisions of the RFP may cause any proposal to be ineligible for evaluation. Individuals and/or Organizations responding to this RFP shall be available for interviews with the Committee. Discussions may be conducted with responsible submitting entities for purposes of clarification to assure full understanding of and conformance to the RFP requirements. After proposals have been opened, any selected entity notified by the City should be prepared to meet with the Committee at the time and date determined by the City. Selection shall be based on the organization or individual’s qualifications applicable to the scope and nature of the services to be performed per this request for proposals. Determination of organization or individual’s qualifications shall be based on their written responses to this RFP and information presented to the Committee during oral interviews, if any. In addition to materials provided in the written responses to this Request for Proposals, the Committee may request additional material, information, or references from the submitting entity or others. Provided it is in the best interest of the City, the firm or team determined to be the most responsive to the City, taking into consideration the evaluation factors set forth in this RFP will be selected to begin contractual negotiations. The individual or Organization selected will be 7 – Tennis Center RFP notified at the earliest practical date and invited to submit more comprehensive information if necessary. If a satisfactory agreement cannot be reached with the most responsive firm, the City may elect to negotiate with the next best and most responsive individual, or organization. The City of Fort Smith, Arkansas is an Equal Opportunity/Affirmative Action Employer