REQUEST FOR PROPOSALS TO HOST THE 2018 US YOUTH SOCCER NATIONAL PRESIDENTS CUP

Transcription

1 REQUEST FOR PROPOSALS TO HOST THE 2018 US YOUTH SOCCER NATIONAL PRESIDENTS CUP July 11-15, 2018 SUBMITTAL DEADLINE: February 25, 2016 Open to all 55 US Youth Soccer State Associations

2 I. HOST STATE ASSOCIATION SELECTION REQUIREMENTS AND SCHEDULE OF EVENTS A. Selection of Host 1. The US Youth Soccer s National Office will solicit bids to host the US Youth Soccer National Presidents Cup (hereafter referred to as the National Presidents Cup). Proposals to host shall be submitted to the National Office. In order to be considered as a host State Association for the Cup, State Associations or bidding cities with the State Associations approval must return their proposals by February 25, The proposals are to be submitted as follows: US Youth Soccer 9220 World Cup Way Frisco, TX Attn: US Youth Soccer National Presidents Cup Committee 2. The 2018 National Presidents Cup will be held from July 11-16, Proposals timely received from State Associations will be reviewed by the National Presidents Cup Committee and the National Office. Some of the Proposals may be asked to present at the USYS Workshop to the National Presidents Cup Committee. The National Presidents Cup Committee Chair and representatives from the National Office, as part of the selection process, will conduct visits to sites complying with the provisions of the RFP except in cases where the location has had prior use as a National venue and no major venue changes have occurred. 4. Based on the proposals submitted and site visits conducted, final recommendations will be made by the National Presidents Cup Committee to the Board of Directors. The Board will make a decision to select the Host State Association. 5. The National Presidents Cup Committee Chair will make a telephone call to the President of the State Association selected to host the National Presidents Cup. A follow-up letter will be sent to the State Association President by the US YOUTH SOCCER National Office. US YOUTH SOCCER and the selected State Association shall then enter into a hosting agreement providing for the responsibilities of each. 6. The National Presidents Cup is scheduled for the U-13 through U-17 age groups. B. Scheduled Events for the National Presidents Cup It is anticipated that the National Presidents Cup will consist of the following events: 1. Pre-Competition meeting of Coaches and State Representatives. 2. Player Event. 3. Round-Robin and Championship games. 4. Awards Ceremonies.

3 C. General Selection Criteria To host the National Presidents Cup, a State Association must, at a minimum, meet the following general criteria and the specific requirements of the Host State Association provided under Part II: 1. Fields: (a) At least 12 playing fields provided, 2 of which are, or can be, lighted. If, however, playing games during the daylight hours is dangerous due to extreme weather conditions, 6 lighted fields are required. All fields must be at one site, though the fair weather site and the alternative site may be different. Fields must meet the requirements of FIFA Laws of the Game and US YOUTH SOCCER rules regarding the dimensions, markings and equipment. Each playing field must be at least 70 yards in width and 110 yards in length, surfaced in natural grass or good artificial turf and level. (b) There must also be at least 2 warm-up areas at the same site as the playing fields, large enough for a team to warm up prior to its matches. These warm-up areas must be separate from the playing fields to be used for the matches. The areas must be surfaced only with a similar nature to the playing fields, equipped with goals. Other practice fields at sites other than the site for matches must be offered to teams during the event. These practice fields must be surfaced only with a similar nature to the playing fields, be in playing condition, and be equipped with goals. The practice fields should be in close proximity to the teams' lodging. (c) Goal posts must meet the requirements of FIFA Laws of the Game. They may be portable but must be stable, safe, substantial, and securely attached. The playing field must be free of hazards or obstacles, such as drainage covers, exposed sprinkler heads, and track and field appurtenances of concrete pads, asphalt, and sand pits. (d) Two team benches must be located on one side of the field. One table for the referees and other representatives must be located between the 2 team benches and at the halfway line. Two additional tables must be provided within each of the team technical boxes, for water, ice, and cups (with US YOUTH SOCCER providing the cups). An adequate supply of water and ice must be provided by the Host State Association throughout the National Presidents Cup at each of the 2 additional tables for the teams, the referees, and other representatives. (e) Playing fields intended for use by the US Youth Soccer National Presidents Cup may not be used by any entity for any purpose except the preparation of the field surfaces for a minimum of three weeks prior to the start of competition. 2. Site: (a) The playing fields site must be located within a limited-access complex, no further than 30 minutes travel time from team lodging and no more than one hour from an airport that is recognized as a hub by a major airline. The site must have good access from major highways in the area and ample parking space for teams, referees, tournament officials, spectators, media, and VIP s. (b) If storage space is available on site, the Host State Association shall provide that space to US YOUTH SOCCER without cost. If storage space is not available on site, an area within the park must be made available so that US YOUTH SOCCER can obtain one or more storage containers at its expense to be located on site.

4 3. Medical Personnel and Facilities: Medical personnel (certified EMT s and/or Sports Trainers) must be present at the National Presidents Cup site at all times. Personnel must be at the site one-hour before and one-hour after all matches. Medical personnel must consist of at least 2 Athletic Trainer Certified (ATC) and 2 Emergency Medical Technicians (EMT) all trained to recognize and treat trauma, and who are knowledgeable in the diagnosis and management of concussions. The medical personnel must have direct communication with a medical trauma facility and emergency transportation to that facility. If the nearest medical trauma facility is more than 10 minutes away from the site, an ambulance and crew equipped to respond through traffic with emergency warning systems mounted on the vehicle must be on site whenever players are competing. 4. Housing: (a) US YOUTH SOCCER staff or a US YOUTH SOCCER designee will solicit and coordinate housing accommodations and enter into agreements with the housing properties for the accommodations. (b) The Host State Association shall identify housing for US YOUTH SOCCER to consider. 5. Player Event: (a) The Host with the assistance of the US Youth Soccer National Office, will determine what the Player Event will be. The US YOUTH SOCCER national staff will then solicit and coordinate the Player Event, and enter into an agreement with the facility at which this event will be held. (b) This event will include complimentary admission for the following: (1) A maximum of 26 per team for U13, U14, U15, U16 and U17 boys and girls teams (players and coaches) for 40 teams; (2) National Presidents Cup officials; (3) Dignitaries. For a total of 1,000 people (c) If space allows, additional tickets may be sold to parents, friends, and the general public. 6. Finances: (a) US YOUTH SOCCER allows, through its budget, funding for certain subsidies, gifts, awards, and equipment connected with the National Presidents Cup. The budget is submitted annually to and approved by US YOUTH SOCCER. (b) Additionally, US YOUTH SOCCER is responsible for the following expenses related to the National Presidents Cup meetings, preparations, and operations: (1) all expenses related to the Player Event; (2) all expenses related to the Coaches and State Representatives Meeting; (3) the following equipment and services: (A) golf carts as approved by US Youth Soccer; (B) radios and/or cellular phones; (C) Internet WiFi for 12 people, phone service, and equipment which may not be already available at the playing competition site; (6) all expenses related to producing and printing of credentials, parking passes, player event program and tickets; and (7) all expenses related to staging, lighting, and public address system for the Awards Ceremony, if not available already at the National Presidents Cup site.

5 (c) The State Association is responsible for submitting a preliminary budget with its proposal to host the National Presidents Cup. The State Association is also responsible for the following expenses related to the National Presidents Cup meetings, preparations, and operations: (1) All expenses related to renting the National Presidents Cup site. (2) Local promotional funds for event marketing and promotion; and 7. Alcoholic Beverages: No alcoholic beverages may be served at the National Presidents Cup site, or during any events attended by players. 8. The National Presidents Cup Committee may recommend to the Board of Directors proposals which do not fully meet the selection criteria of this Subpart C. II. SPECIFIC REQUIREMENTS A. State Association Responsibility Requirements The Host State Association is responsible for carrying out all of its responsibilities for the 2018 National Presidents Cup and the agreement referred to in Part I.A.5. The Host State Association may designate another entity, such as a Host Committee, to carry out its responsibilities. However, the Host State Association alone remains the responsible party to US Youth Soccer in all regards for all Host State Association responsibilities, regardless of the manner or by whom those responsibilities are carried out. The Host State Association will communicate progress, problems, and information to the US YOUTH SOCCER national staff. B. Host State Association Specific Activities Areas of Responsibilities In addition to its responsibilities under Part I, the Host State Association shall also have the following specific areas of responsibilities: 1. Field Operations: (1) all field operations at the National Presidents Cup site, including the procurement of the field facilities; (2) procuring practice fields; and (3) procuring golf carts for use by US Youth Soccer and (4) assigning and supervising personnel to staff the field sites as ball boys and girls, parking attendants, field marshals, and medical personnel. (3) Responsible for water distribution to ALL games, 1 cooler jug with tap water (US Youth Soccer will supply the coolers to the team benches, per field immediately following the prior game. If a beverage sponsor is found then that product will also be provided to the benches.) 2. Referee Activities: (1) arrange for Referees through the Referee Committee for the event;

6 (2) coordinate with the Referee Committee Chair through the National Office, requirements of the officials and assessors assigned to the National Presidents Cup; and 3. Local Supporter/Advertising: work in unison with the US YOUTH SOCCER Director of Marketing to arrange advertising sales and information collection for printing or E Publication of a program. 4. Finances: (1) keeping the financial records for the National Presidents Cup and provide an accounting of the HOST or State expenses; reimbursements and profit and or loss to the US Youth Soccer National Office within 30 days of the conclusion of the event. 5. Media and Public Relations: (1) work in unison with the US Youth Soccer National Office to assist in making contact with the media and public officials regarding the National Presidents Cup; 6. Statistics: (1) recruit volunteers to serve as statisticians for each game, and coordinate their schedules; (2) make sure that statistics are given to the press center in a timely manner following each game; and (3) work closely with the Media and Public Relations Coordinator. 7. Hospitality: (1) provide US YOUTH SOCCER with a separate hospitality area within the National Presidents Cup site, assist US YOUTH SOCCER with arrangements for its hospitality area, and provide adequate volunteer staff during the hours of operation; and 8. Administrative: (1) have an administrative office and be responsible for all activities involved in the administrative office prior to and during the National Presidents Cup; and (2) provide necessary office space, machinery, telephone access, and staff during the event for use by US YOUTH SOCCER. 9. Ball Kids: recruit, provide, and coordinate ball kids (boys and girls) to serve during each game. 10. Activities and Events: provide a list of activities, events, eating places, and shopping areas in the general area of the National Presidents Cup that are scheduled or available during the National Presidents Cup. C. US Youth Soccer Specific Activities Areas of Responsibilities: 1. Logistics: negotiate rates and agreements with hotels (or other lodging facilities), and block rooms for teams, referees, US YOUTH SOCCER Board of Directors, National Staff and National Presidents Cup Committee, VIPs and National Presidents Cup officials. Arrange for hospitality and meeting rooms as needed.

7 2. Player Event: make all arrangements for the Player Event, including site selection, price negotiation, and any and all other aspects of event planning. 3. On-Site Hospitality: make all arrangements and pay for all expenses related to the US Youth Soccer hospitality area at the site. 4. Awards Ceremonies: organize and coordinate all awards ceremonies. D. Insurance Requirements Each party will maintain in effect a comprehensive liability insurance policy (general, liability coverage, personal injury and property damage) in force with at least $2,000,000 general aggregate insurance, naming the other party as additional insured. Each party shall provide a certificate of insurance upon request by the other party. The policy shall be written so that the other party will be notified of the cancellation or any restrictive amendment of the policy at least 30 days prior to the effective date of such cancellation or amendment.