New England Diamond Gems. Indoor Training Facility Field Rental for

Transcription

1 New England Diamond Gems Indoor Training Facility Field Rental for Request for Proposal Friday, January 09, 2015

2 N e w E n g l a n d D i a m o n d G e m s C o n f i d e n t i a l P a g e 1 Table of Contents 1 Introduction to New England Diamond Gems Company Overview The New England Diamond Gems Vision The New England Reds Vision Current State Solution Requirements Core Requirements for New England Diamond Gems Core Requirements for New England Reds Baseball Additional Information Submission Information: Partnerships RFP Evaluation Criteria... 8

3 N e w E n g l a n d D i a m o n d G e m s C o n f i d e n t i a l P a g e 2 1. PURPOSE AND INTENT The intent of this Request for Proposals (RFP) is to seek out and select a lessee with a genuine interest in offering their sports complex for the benefit of the New England Diamond Gems. It is anticipated that the term of the agreement will be for one year with the possibility for future years negotiated between the New England Diamond Gems and the Lessee. 2. GENERAL PROVISIONS The RFP constitutes an invitation to make a proposal to the New England Diamond Gems. The proposer agrees and understands that by submitting a proposal in response to this RFP, the proposer agrees to and understands: a) that any proposal, attachments, additional information, etc. submitted pursuant to this RFP constitutes merely a suggestion to negotiate with the New England Diamond Gems and shall not entitle the proposer to enter into a lease agreement with the New England Diamond Gems; c) that the New England Diamond Gems Organization is not obligated to respond to the proposal, nor is it legally bound in any manner whatsoever by submission of same; d) that any and all counter-proposals, negotiations or any communications received by a proposer, its officers, employees or agents from the New England Diamond Gems, shall not be binding until a formal written agreement for the services sought by this RFP is duly executed by both parties and subject to the necessary approvals. In addition to the foregoing, the proposer also understands and agrees that the New England Diamond Gems reserves the right, and may at its sole discretion exercise the following rights and options with respect to this RFP. a) To waive or modify any irregularities in proposals received after notification to affected proposers. b) To request additional information. c) To select and enter into an agreement with the firm whose proposal best satisfies the interests of the New England Diamond Gems and not necessarily on the basis of price or any other single factor. d) To reject any and all proposals. e) To issue additional subsequent solicitations for proposals and/or amendments to this RFP. f) To conduct investigations with respect to the qualifications of each proposer. g) To negotiate with proposers for amendments or other modifications to their proposals.

4 N e w E n g l a n d D i a m o n d G e m s C o n f i d e n t i a l P a g e 3 h) To modify dates. i) To exercise its discretion and apply its judgment with respect to any aspect of this RFP, the evaluation of proposals, and the negotiation and award of any contract. 3 INTRODUCTION TO NEW ENGLAND DIAMOND GEMS 3.1 Company Overview The New England Diamond Gems/Who We Are: Based in southern New Hampshire, the Diamond Gems is a IRS non-profit 501C3 Organization that offers competitive Junior Olympic fast pitch softball teams and Baseball Teams. The Softball teams compete at the Gold, State, Regional, and National levels. Our baseball teams compete at the EBL level. Our players come from throughout New England, and include players ages During the "off season" from October through April, the players work hard, participating in various off season workouts, as well as conditioning and fitness programs, and practicing indoors. The New England Diamond Gems prides itself in proper player development and our workout program is a yearlong process. We are very proud that many of the players are among the academic standouts in their respective schools. Goal and Objective of RFP: The New England Diamond Gems Organization is seeking to find an indoor training facility that will allow the organization to continue to prepare its players to compete at the highest levels. 3.2 The New England Diamond Gems Vision The vision of the New England Diamond Gems Fast Pitch Softball Organization is to be an elite organization with highly competitive softball teams at all age levels and compete at the highest level of ASA, NSA, PGF, PONY, and USSSA softball. The New England Diamond Gems coaches are committed to providing each student-athlete with current cutting-edge fast pitch softball techniques, skills, and philosophies of both defensive and offensive aspects of the game to prepare our student-athletes for the elite and highest level of travel, high school, and college softball. It is our demonstrated philosophy and tradition that, as student-athletes, they buy into the New England Diamond Gems Way. We hope our student-athletes, upon finishing their softball career, will 1) grow into independent, confident young women; 2) set and pursue high goals for themselves off of the field; and 3) return to the organization and give back to the next generation of New England Diamond Gems by coaching, mentoring, and teaching the same values that they have learned through their playing experience. The New England Diamond Gems coaches are all ASA ACE certified and have been thorough extensive concussion management training. All of our coaches are dedicated and committed coaches in the area. All of them are seasoned veterans and have coached at the elite level in travel ball, Middle School, High School or in college and they do not have any children on the

5 N e w E n g l a n d D i a m o n d G e m s C o n f i d e n t i a l P a g e 4 teams. They are proven professionals with a philosophy built around individual player development. The New England Diamond Gems host the most competitive softball tournaments in New England. We have teams that travel all over New England to play and compete with other teams at the highest of elite competition. We host tournaments at the following levels; ASA, PGF, PONY, USSSA. New England Diamond Gems Mission The mission of the New England Diamond Gems is to develop our student-athletes softball skills through the positive coaching philosophies of commitment, dedication, teamwork, sportsmanship, and respect for the game. The emphasis of the program is personal and professional softball skill development which will enable our student-athletes to perform at the highest competitive level of softball. Our teams will promote our values both on and off the field and show respect in both victory and defeat. We will strive to do our best as a team on the field, strive to be an outstanding community citizen, and represent our organization with the utmost respect. 3.3 The New England Reds Vision The New England Reds philosophy goes well beyond the teaching of baseball fundamentals and mechanics, and it s the in-game instruction that sets us apart from other AAU and EBL programs. Smart baseball players win games. Passionate baseball players refuse to be beaten on the field, in the batter s box, or during practice. For the New England Reds it s more about the players hearts and minds, than their skills and abilities. Our coaches invest in their players as a person, not just a player. Discovering what motivates each player, both on and off the field, is an integral part of our program. Our goal is to have players so well-prepared that there are nine coaches on the field during every game. PASSION ENERGY IN-GAME INSTRUCTION the three qualities that distinguish the New England Reds From other AAU and EBL Ball Clubs 4 CURRENT STATE The New England Diamond Gems organization is a IRS 501C3 Non-Profit Organization. The New England Diamond Gems organization is home to the New England Gems Softball and New England Reds Baseball. The New England Diamond Gems Organization is seeking bids for field rental for an indoor training facility for the 2015/2016 fall and winter programs. We are looking for 112 hours of rental time. The RFP is broken down as follows: Fall Training:

6 N e w E n g l a n d D i a m o n d G e m s C o n f i d e n t i a l P a g e 5 For our Fall Training we are looking for a total of 24 hours of rental space. We would look to begin practices on Saturday November 14 th and finish on December 19 th. The preference would be 8:00 a.m. - 12:00 p.m. or another four hour block ending no later than 7:00 pm. Winter Training: For our Winter Training we are looking for a total of 30 hours of rental space on Saturday beginning on Saturday January 16 th and ending on March 19 th, The preference would be 4 p.m. - 7 p.m. or a three hour block starting no earlier than 8:00 am. The New England Reds Baseball Team Winter Training will be a total of 58 hours. We would look to hold 2 hour practices Sunday evenings beginning December 6 th and end on March 27 th, In addition to the aforementioned Sunday practices, two hour practices on Thursday evenings starting December 3 rd and ending on March 27 th, SOLUTION REQUIREMENTS 5.1 Core Requirements for New England Diamond Gems Req # Requirement Description for Fall Program Saturday Dates November 14 th 21 st 26 th December 5 th 12 th 19 th Priority - Must Have, Nice to Have Times 8:00 am-12:00 pm or a four hour block ending no later than 7:00 pm 24 Hours of Total Field Rental Field Specifications for Fall Program Pitcher/Catcher Training Positional Player Training Minimum width 60 feet Must Have Minimum length 100 feet Must Have Field turf Must Have Field to be enclosed by boards or netting Must Have Protective netting on ceiling Must Have Minimum height 18 feet clear span Must Have Bright lighting Must Have

7 N e w E n g l a n d D i a m o n d G e m s C o n f i d e n t i a l P a g e Men s and women`s bathrooms Must Have Outside parking and lighting Must Have Req # Requirement Description for Winter Training Program Saturday Dates January 16 th 23 rd 30 th February 6 th 13 th 20 th, 27 th, March 5 th, 12 th, 19 th. Times 4 p.m.-7 p.m. or a three hour block starting no earlier than 8:00 a.m. 30 Hours of Total Field Rental Priority - Must Have, Nice to Have Field Specifications for Winter Training Program which will include all Gems teams Minimum height 22 feet Must Have Minimum length 240 feet Must Have Minimum width 160 feet Must Have Clear span Ability to divide field into thirds with netting or curtain. Nice to Have Nice to Have Field turf Must Have Protective netting on ceiling and surroundings of entire field Must Have Bright lighting Must Have Men s and Women`s bath rooms Must Have Outside parking and lighting Must Have

8 N e w E n g l a n d D i a m o n d G e m s C o n f i d e n t i a l P a g e Core Requirements for New England Reds Baseball Req # Requirement Description Sunday and Thursday Evenings Starting December 6 th and commencing on March 27 th. Times 6:00 p.m. -8:00 pm 58 Hours of Total Field Rental Priority - Must Have, Nice to Have Field Specifications for Winter Program which will include the Reds teams Minimum height 22 feet Must Have Minimum length 240 feet Must Have Minimum width 160 feet Must Have Clear span Must Have Field turf Must Have Field to be enclosed by boards or netting Must Have Protective netting on ceiling Must Have Minimum height 18 feet clear span Must Have Bright lighting. Must Have Minimum of Two Batting Cages with L screens Must Have Men s and women`s bathrooms. Must Have Outside parking and lighting. Must Have 6 ADDITIONAL RFP CONDITIONS AND REQUIREMENTS Real softballs and baseballs will be thrown and hit during each work out Sneakers are required for our athletes and all safety equipment will be issued by the Gems organization. Players will engage in all aspects of training drills and live infield/outfield play during each practice. Facility must carry property and liability insurance minimum 2 million dollars Facility is responsible for all snow and ice removal and custodial services Facility must contact our administration team with any cancellations due to unsafe travel conditions 24 hours prior to the event via text, or phone. Program will be supervised and instructed by our Gems/Reds coaching staff and administration team.

9 N e w E n g l a n d D i a m o n d G e m s C o n f i d e n t i a l P a g e 8 7 SUBMISSION INFORMATION: Please send an notification to Executive Vice President Michael P. Wallace at hazweta@msn.com by 2/27/2015 if you plan to respond to this request for Proposal. Formal Proposal is due on 3/31/2015. For any questions or clarification please contact Michael P. Wallace. 6. PARTNERSHIPS The New England Diamond Gems will favor proposals that create, enhance and support partnerships among public and private entities as well as those between public entities and private organizations. Operating agreements that provide opportunities and or foster organizational partnerships between the New England Diamond Gems and the lessee will be preferred. 7. RFP EVALUATION CRITERIA: Each proposal will be evaluated by the Board of Directors against the following criteria to determine which vendor is most capable of providing the required services. Selection shall be made of the vendor whose proposal best meets the needs of the New England Diamond Gems and such selection shall be final. The order in which the criteria are listed below is not indicative of their relative importance. The ability to effectively manage and perform the requested services; Level of experience concerning working with similar types of organizations; The background, credentials, and recommendation of references; Suitability and quality of the overall proposal; The cost of the services; Possession and quality of equipment necessary to meet specifications; Demonstration of commitment to affirmative action by full compliance with the regulations of the Commission on Human Rights and Opportunities (CHRO). 8. CONTRACT TERMS: The contract period for the described services shall be for one (1) season with the option to renew additional full seasons if agreed upon with both parties involved. The designated and identified time period for overall shall fall between August 1, 2015 to July 31 st 2016 An RFP evaluation committee will select the awarded contractor best meeting the needs of the New England Diamond Gems. The evaluation screening committee anticipates the resulting award of this RFP to be no later than March 31, 2015.