Request for Proposal For Race Production and Management Service for FRESH 15 and Brookshire s and Super 1 Foods Heroes Run Release Date: 3/26/2018 Submittal Deadline: 4/13/2018 1
To all prospective bidders: The BGC Race Staff, on behalf of Brookshire Grocery Company, invites you to submit a proposal for the production and management of the FRESH 15 race and the Brookshire s and Super 1 Foods Heroes Run Race. Any questions regarding this RFP should be submitted in writing no later than EOB 4/6/2018 and directed to: BGC Race Staff Fresh15@brookshires.com All proposals will be due by April 13, 2018 at 4PM CST. The committee will announce the Awardee the beginning of May. Sincerely Ashleigh Endicott BGC Racing Race Director Brookshire Grocery Company 2
Background FRESH 15 began with the idea of creating an iconic event that would motivate our community and Brookshire Grocery Co. employees to become healthier. With this event comes great pride as we join together to support charity and give back to our community. Unlike other races, we give 100% of race revenue back to nonprofit organizations. We also have runners on our race committee who understand the race from an athlete s perspective and work on FRESH 15 yearround to create something memorable for everyone from the seasoned runner to the kids. By focusing on the runner, volunteer, and spectator experiences of race day, we hope to make an impact on the lives of those involved to create a healthier, happier community. We firmly believe that motivating someone to get off the couch and move can change their life. This is something we have witnessed and are proud to say that FRESH 15 has done for many people. See our testimonials below for motivational and inspirational stories from a few FRESH 15 runners. Brookshire s + Super 1 Foods Heroes Run began with the idea of giving back to local first responders and military heroes. We take pride in this event and want runners to experience a world-class racing event. Everything from the swag to the course is designed to create an awesome race experience and raise money for the heroes in our community. Brookshire s and Super 1 Foods operate 13 stores across the Shreveport/Bossier City area, and have been serving this community since the 1960s. By focusing on the runner, volunteer, and spectator experiences of race day, we hope to make an impact on the lives of those involved to create a healthier, happier community. We firmly believe that motivating someone to get off the couch and move can change their life. 3
Scope of Services: The FRESH 15 is historically held the first weekend in March and the Heroes Run is historically held the last weekend of October and will continue to be held on these dates. The 2018 Heroes Run is scheduled for October 27 th, 2018 and the 2019 FRESH 15 is scheduled for March 2 nd, 2019. The 2018 FRESH 15 had over 4,300 registered runners and the 2017 Heroes Run had over 1,800 registered runners. The selected respondent will be expected to work with the BGC Race Staff to produce and manage race operations, streamline processes, and implement best practices in the race industry. General Requirements: Task and Responsibilities include but not limited to the following: A. Respond to Race Staff request for information or guidance in a timely manner. B. Assist with registration process during packet pick up hours. C. Provide sufficient equipment for race day production. Equipment shall include finish line truss system, electronic clocks, flags, etc. D. Respondent will provide sufficient equipment and staff to manage race course. E. Comply with all rules and regulations for the governing body, USATF. F. Complete and submit pre and post-race forms including incident reports and submit to USAT&F. Staff Requirements: A. Respondent must provide the following staff: Certified Race Director, Registration Coordinator for assistance with packet pick up and in-person registration, announcer, and race course staff for set up and tear down. 4
Additional Information Required: A. Background of race experience including current races you are producing with dates. B. List of staff availability for race production and their duties. C. List of all available equipment for race day operations you would bring with you for race day. D. Race Day availability for 2018 and 2019 races. E. Estimated price to produce each race. Send RFP response to FRESH15@brookshires.com by April 13, 2018. We look forward to getting your results back and the possibility of working with you! Thank you BGC Racing Staff 5