Request for Proposal 2017 Section Championship Events April 2016
page 2 Section I Overview A. Organizational Description The United States Tennis Association Pacific Northwest (USTA/PNW) is 501(c)(3) non-profit organization that serves as the governing body of tennis in the states of Alaska, Oregon, Washington and the northern half of Idaho (above the 45 th parallel only). With offices in Beaverton, Oregon, the USTA/PNW mission is to promote and develop the growth of tennis in the Pacific Northwest. The association has over 25,000 individual adult and junior members and over 200 organization members. The USTA/PNW scope of programming includes: Rec Tennis (Tennis Afterschool Zone, Ready-Set-Tennis, Serve-Rally- Play, Family Friendly Tennis, Summer Tennis Camps), Junior Competitive Programs and Adult Leagues. B. Introduction Thank you for your interest in bidding on one, more or all of the 2017 Section Championship event(s). We provide this Request for Proposal to allow all interested parties and communities the opportunity to bring these economically impactful events to your community. This process is intended to lead to the awarding of the event(s) subject to USTA/PNW s discretion to reject all proposals and/or negotiate with finalist(s). We encourage community collaboration as you respond to this RFP. C. Event Dates Event Name 2017 Dates Details Adult 18 & Over Section Championships August 11-13 A three day non-elimination tournament for adults ages 18 and over in which the winner advances to the USTA National Championships. Adult 40 & Over Section Championships August 25-27 A three day non-elimination tournament for adults ages 40 and over in which the winner advances to the USTA National Championships. Adult 55 & Over Section Championships and Adult 65 & Over Section Championships June 22-25 and June 25-28 A four day non-elimination tournament for adults ages 55 and over and 65 and over in which the Adult 55 & Over winner advances to the USTA National Championships and the Adult 65 & Over winner advances to a National Invitational. Mixed 18 & Over Section Championships July 21-23 A three day non-elimination mixed doubles tournament for adults ages 18 and over in which the winner advances to the USTA National Championships. Mixed 40 & Over Section Championships and Mixed 55 & Over Section Championships September 15-17 and September 16-18 A three day non-elimination mixed doubles tournament for adults ages 40 and over and 55 and over in which the Mixed 40 & Over winner advances to the USTA National Championships.
page 3 Tri-Level Adult Section Championships September 23-24 A two day non-elimination tournament for adults ages 18 and over in which the winner advances to the National Invitational. Junior Section Championships June 23-26 A four day tournament for juniors ages 18 and below. This is the only mandatory junior tennis event in the region. D. Value Proposition Regional Recognition The USTA/PNW Section Championships attracts players from Alaska, Idaho, Oregon, and Washington. As the host city/venue, your organization and city will gain regional recognition as a destination that is a key player in the sports event industry. In addition, you will have the opportunity to showcase to business owners and sponsors who actively seek host cities for future events. National Recognition The USTA/PNW is a section of the United States Tennis Association based in White Plains, New York. USTA National, the national governing body of tennis, owns and operates the US Open, the highest attended annual sporting event in the world, and selects host sites/cities for the National Championship playoffs, Davis Cup, Fed Cup, and other domestic and international tennis events. Room Nights The Section Championships attracts approximately the following number of participants and attendees: Event Name # of Event Players # of Estimated Attendees # of Room Nights Adult 18 & Over Section Championships 1,000 1,500 3,000 Adult 40 & Over Section Championships 900 1,350 2,700 Adult 55 & Over Section Championships 1,000 1,500 4,000 and Adult 65 & Over Section Championships Mixed 18 & Over Section Championships 500 750 1,500 Mixed 40 & Over Section Championships 600 900 1,800 and Mixed 55 & Over Section Championships Tri-Level Adult Section Championships 200 300 600 Junior Section Championships 400 800 1,200 Pre-Event Exposure USTA/PNW actively begins promoting future Section Championship dates and sites to over 25,000 members as soon as the host sites/cities are announced. The host will be recognized in marketing materials which includes, but is not limited to, mailings, email, web site, social media, etc. Charitable Contributions As a 501(c)(3) non-profit organization, proceeds from the championship events are allocated towards entry-level recreational tennis program scholarships for children and families in need.
page 4 E. Key RFP Process Dates Wednesday, April 6, 2016 -- RFP published Friday, May 27, 2016 -- Bid documents due to USTA/PNW Office Tuesday, May 31 Monday, June 20, 2016 -- Site visits conducted, if necessary Monday, July 1, 2016 -- Finalists notified Monday, July 11 - Friday, July 15, 2016 --Presentations from finalists via online platform, if necessary Wednesday, July 20, 2016 -- Parties notified of final decision F. Bidding Procedures Each bidding party must prepare one (1) bid for each event of interest. The Selection Committee will evaluate each bid on scaled technical criteria in relation to the bid requirements outlined in Section III of this RFP. Any incorrect or incomplete bid will be discarded. All bids must be received by the USTA/PNW office by the stated deadline. The bid(s) shall be mailed to: USTA/PNW Attn: Section Championship Selection Committee 9746 SW Nimbus Avenue Beaverton, OR 97008 G. Selection Committee The Selection Committee will review all bids and notify bidding parties if selected as a finalist. The committee shall be comprised of the Event Director, Chief Operating Officer and the Chair of the appropriate volunteer committee. Additionally, feedback from participants/players from the various areas of the Section may be considered. The committee will present their recommended selections to the USTA/PNW Executive Director for final approval. H. Selection Criteria Winning bids will be determined by completeness of the RFP with emphasis placed on total number of sites with outdoor courts, availability of indoor back-up courts, location to host a player party, and overall cost to the USTA/PNW. I. Agreement The selected host will sign a Host Agreement Form with USTA/PNW. J. Questions If you have questions regarding the RFP or RFP process, please contact Adam Hutchinson, Section League Coordinator, at (503) 520-1877 x3329.
page 5 Section II - Requirements to Bid Please address the following in your bid: A. Tennis Courts It is estimated that the event will need the following number of tennis courts for the entirety of the event: Event Name # of Courts Minimum Courts per Bank Adult 18 & Over Section Championships 48 5 Adult 40 & Over Section Championships 48 5 Adult 55 & Over Section Championships 18 3 and Adult 65 & Over Section Championships Mixed 18 & Over Section Championships 15 3 Mixed 40 & Over Section Championships 18 3 and Mixed 55 & Over Section Championships Tri-Level Adult Section Championships 15 3 Junior Section Championships 30 4 Each tennis court site shall have restroom facilities (porta potties cleaned regularly acceptable), water for players and spectators (5 gallon water containers acceptable), place for a player checkin/site desk, parking for players and staff, ability to place score tenders, and chairs/benches on each court for the players. Each site must supply sufficient nightly storage for tournament equipment and gear (scorecards, desk, balls, etc.). Each tennis court shall meet the minimum American Sports Builders Association standards and each court must be playable (no major cracks or holes, nets, etc.). The venue may not conduct other tennis events on adjacent courts during the Championships. Provide access to playable practice courts at alternative site to participants prior to match play. Weather Back-up: In the event that weather impacts play, indoor back up courts need to be on standby. Please list all available indoor back-up facilities including cost to use, other fees required, and other details USTA/PNW would need to know about in order to use each facility. It is understood that the event format will be altered so to allow championship play on a smaller number of indoor courts. Please contact our office should you have questions. B. Hotels The biggest factors in determining hotel(s) include rate, distance to the court sites, and amenities. Our participants are accustomed to hotel rates of $89-$129 per evening. Amenities include complimentary high speed internet, free breakfast, pool and on-site restaurant/bar. To preserve the health and wellbeing of our participants and guests, hotels must be non-smoking. Bids must include information on hotel(s) as listed below:
page 6 - Hotel name - Number of guest rooms - Restaurant on site - Check-in/out times - Complimentary amenities (pool, breakfast, internet, fitness center, etc.) - Distance to airport and court sites - Airport transportation options (shuttle service, taxi, van service, etc.) - Parking information Ideally the hotel will provide USTA/PNW with at least one of the following: Up to 5 upgraded complimentary rooms per evening for event staff commencing two days before the start of the event and ending the day after the event. 20% off the attendee rate for all USTA/PNW staff rooms. $5 room rebate for each room booked by all players/guests attending the USTA/PNW Sectional Championship. When planning hotel room blocks please note that participants will arrive the day prior to the start of the event. C. Player Party The evening of the first day of matches, we hold a Player Party which includes: buffet dinner in a banquet room or outdoor venue, tables, chairs, tent(if needed), no-host bar, musical entertainment, AV set up for guest speakers (local elected official, sponsor, USTA/PNW Executive), and any other requested items. Based on history, roughly 75% of event registrants attend the player party. Please note that no player party is held for the junior events. D. Meeting Space The evening before play begins, the Event Director will hold a meeting with Team Captains and/or Parents to review rules, regulations and procedures. We desire an air-conditioned space with tables, chairs AV set-up and others as requested. Food is not necessary for this meeting space. Water is preferred but other beverages services are not needed. The space must be able to accommodate up to 20% of the total number of event players listed on page three. E. Championship Headquarters The tournament is directed from a central command space. The space must include wifi and air conditioning and have enough room for the Tournament Director to meet with event staff and volunteers. USTA/PNW will also need a location to mail equipment and materials prior to the event. Storage is required and will include the storage of balls, t-shirts, and awards which will be shipped approximately one week in advance of the tournament. A large room 1-2 days prior to the start of the tournament will be needed for USTA/PNW staff to prepare materials. The Meeting Space from Item D can also be used for this space.
page 7 F. Extra-Curricular Activities The event is seen by our patrons as a fun vacation. Many of our participants and guests enjoy the amenities of the host city before, during and after the event. Please include information on the area including, but not limited to, restaurants, bars, shopping, local landmarks, and discounted activities (golf, river rafting, etc.). Other information to include would be area brochures from entities like a Visitor s Association or Chamber of Commerce. G. Marketing/Promotions Please explain how you will assist with promoting the event to your local community and media. H. Partnerships Assistance in procuring potential partnerships including but not limited to: rental car companies, airlines, local vendors, and restaurants. Please provide a list of potential partners, product/services, and discounts. I. Financial Considerations Please include: - Proposed budget and/or financial partnership model - Proposed in-kind and financial support from the host J. Supplemental Information Please provide: - Any supplemental information - A paragraph or so as to why USTA/PNW should select your proposal over another. - Any known events in the area which may impact players or spectators during requested events.
page 8 Proposal Worksheet Please complete and submit this Proposal Worksheet and provide supplemental information as needed for each event you desire to bring to your community. I. Host Information and Acknowledgment Name of Proposing Party: Complete Address of Proposing Party: Phone Number of Proposing Party: Primary Contact Name of Proposing Party: Email Address: The Proposing Party Desires to Host the Following Event: I/We hereby submit this proposal and supplemental information in response to the USTA/PNW Section Championship RFP. In the event of our proposal being accepted, I/We agree to enter into a contract with the USTA/PNW to host the event noted above. Signature Date II. Formal Response to Requirements A. Tennis Courts Name of Tennis Court Site # of Tennis Courts # of Courts with Lights
page 9 Please circle Yes or No for the following questions (if is circled please provide an explanation as to how this item will be addressed as an alternative): Each host tennis court site will have restroom facilities (permanent or porta-potties), water for spectators and players, a player check-in/desk area, parking for players and staff, ability to place score tenders, and chairs/benches on each court for the players: Each host tennis court site will provide access to nightly storage (may be temporary in nature Pod, etc.) for equipment and gear: Each host tennis court site meets the minimum American Sports Builders Association standards and each court is playable: Each host tennis court site agrees to not schedule any play on adjacent courts.
page 10 Please list the tennis court sites that are to be available to the players for practice during the championships (note cannot include sites where tournament matches are played): Practice Tennis Court Sites B. Hotels Please provide an overview of indoor court options should inclement weather impact play on outdoor courts: Hotel #1 Name Rate per Night Number of Guest Rooms Hotel Restaurant Name Check-in/Check-out times List complimentary amenities Distance to Airport and Court Sites Airport Transportation Options Parking Information
page 11 Hotel #1 is providing 5 complimentary rooms per night for event staff commencing two days before the start of the event and ending the day after the event. Hotel #1 is providing a 20% off the attendee rate for all USTA/PNW staff rooms. Hotel #1 is providing a $5 room rebate for each room booked by all players/guests attending the USTA/PNW Sectional Championship. If you answered no to ALL of the above questions regarding Hotel #1, please provide an explanation as to how Hotel #1 plans to support the event: Hotel #2 Name Rate per Night Number of Guest Rooms Hotel Restaurant Name Check-in/Check-out times List complimentary amenities Distance to Airport and Court Sites Airport Transportation Options Parking Information Hotel #2 is providing 5 complimentary rooms per night for event staff commencing two days before the start of the event and ending the day after the event. Hotel #2 is providing a 20% off the attendee rate for all USTA/PNW staff rooms. Hotel #2 is providing a $5 room rebate for each room booked by all players/guests attending the USTA/PNW Sectional Championship.
page 12 If you answered no to ALL of the above questions regarding Hotel #2, please provide an explanation as to how Hotel #2 plans to support the event: Hotel #3 Name Rate per Night Number of Guest Rooms Hotel Restaurant Name Check-in/Check-out times List complimentary amenities Distance to Airport and Court Sites Airport Transportation Options Parking Information Hotel #3 is providing 5 complimentary rooms per night for event staff commencing two days before the start of the event and ending the day after the event. Hotel #3 is providing a 20% off the attendee rate for all USTA/PNW staff rooms. Hotel #3 is providing a $5 room rebate for each room booked by all players/guests attending the USTA/PNW Sectional Championship. If you answered no to ALL of the above questions regarding Hotel #3, please provide an explanation as to how Hotel #3 plans to support the event:
page 13 C. Player Party Venue Name Capacity Meal Options Please include any additional information pursuant to the player party in your supplemental information. D. Meeting Space Venue Name Capacity Approximate Distance to Hotel Storage Options Set-Up Room Please include any additional information pursuant to the meeting space in your supplemental information. E. Championship Headquarters Venue Name Capacity Approximate Distance to Court Sites Location for USTA/PNW to mail event materials prior to the championships: Venue Name: Address: Please include any additional information pursuant to the championship headquarters in your supplemental information. F. Extra-Curricular Activities Please provide a listing of extra-curricular activities that our players and guests may enjoy prior, during and after the event (examples include: restaurants, bars, shopping, local landmarks, and discounted activities golf, river rafting, etc.):
page 14 G. Marketing/Promotions Please provide an overview as to how you plan to promote the event in your community and to the local media: H. Partnerships Please provide a list of potential partners, products/services and discounts (examples include rental car companies, local vendors, restaurants, etc.): I. Finances Budget Item Total Estimated Cost Host Financial Contribution USTA/PNW Financial Contribution Tennis Courts Player Party Meeting Space Championship HQ Space TOTAL
page 15 ** You may also propose a financial model. Please list all donated or in-kind support for the event: J. Supplemental Information Please submit your supplemental information with your completed Proposal Worksheet. Please provide a paragraph or so as to why USTA/PNW should select your proposal: