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HomeMy WebLinkAbout8981 Scope of WorkCITY OF DENTON RFP FOR TENNIS AND PICKLEBALL INSTRUCTORS SCOPE OF WORK AND TECHNICAL SPECIFICATIONS The scope of work shall be finalized upon the selection of the Firm. The proposal submission shall have accurately described your understanding of the objectives and scope of the requested products and services and provided an outline of your process to implement the requirements of the Scope of Work and Services. It is anticipated that the scope proposal submission will include, at a minimum, the following: TECHNICAL RESPONSIBILITIES AND REQUIREMENTS I. Background City of Denton is accepting proposals from those interested in providing tennis and pickleball instruction at the Parks and Recreation Denton Tennis and Pickleball Center. The intent is that the Proposer will provide competent tennis and pickleball instruction for all ages and levels of play, and enthusiastically encourage tennis and pickleball participation by planning activities to promote the sports and fellowship in the community. The Proposer will also prepare and organize tennis and pickleball clinics, tennis academy, private instruction, USTA and/or recreational adult and youth leagues, beginner to advanced tennis lessons, cardio tennis, home school tennis and pickleball instruction, recruit and host various tennis and pickleball tournaments, summer tennis and pickleball camps, and a variety of other tennis and pickleball programs. In addition, the Proposer will assist in marketing the center programs to the local school districts and other organizations by providing demonstrations and informational materials and working with the school district coaches. The Denton Tennis and Pickleball Center has twelve tennis courts, eight pickleball courts, and a pro shop. The facility is open year-round. There are also 2 additional lighted courts at South Lakes Park. Qualifications A. Contractor must have a minimum of five (5) years’ experience teaching lessons and running tournaments. B. All lead instructors must be USPTA certified and maintain those certifications throughout the contract. C. Contractor must hold officials accountable and have a code of conduct policy that includes a process for addressing complaints against officials when reported to the City of Denton. II. General Responsibilities and Requirements 1. The Proposer shall provide competent tennis and pickleball instruction for all ages and levels of play at a reasonable fee. All programs should include, but not limited to adult and youth: classes, camps, clinics, leagues, tournaments, mixers, private lessons, and special events. 2. The Proposer shall organize, promote, recruit, and conduct local and United States Tennis Association (USTA) sanctioned tennis tournaments. 3. The Proposer will provide patrons of the City of Denton with excellent customer service and a positive experience. Patrons will be treated courteously and respectfully. The Proposer shall be patient and polite when dealing with patrons, regardless of the circumstances. CITY OF DENTON RFP FOR TENNIS AND PICKLEBALL INSTRUCTORS 4. The Proposer must submit a schedule of tennis and pickleball programs and fees at specified deadlines as set by the Athletics Supervisor. All tennis and pickleball programs will be listed in our PLAY Guide and online. Any changes to the fee schedule must be submitted to the Tennis Supervisor for review prior to being implemented. 5. The City of Denton shall collect, register, and retain a percentage of all fees that are related to tennis and pickleball instruction, lessons, drills, clinics, tournaments, and/or any other tennis instructional activities being organized by the Proposer. All fees for all tennis and pickleball related activities and merchandise at any City of Denton tennis facility will be collected by City of Denton. No fees can be collected by the Proposer at any time. The Proposer will be paid once per month. Payment will be remitted to the Proposer, net 30 days from receipt of invoice. 6. The City of Denton requires a nonresident fee be collected from all participants that reside outside the City limits of the City of Denton. All nonresident fees collected will be retained be the City. 7. All court rental fees, annual pass fees collected, and ball machine rentals, will be retained by the City of Denton. The Proposer must have at least four courts available for rental during peak rental times, with the exception of large tournaments which require the use of all courts. 8. Pro Shop services will be the responsibility of the City of Denton. The City will incur all costs associated with the pro shop and will retain all revenues collected from these services. The only exception will be for tennis racket stringing services. The Proposer has the option to bid on this service as well. 9. The Proposer must be a member of the United States Tennis Association (USTA) and must be certified as a United States Professional Tennis Association (USPTA) Professional 1 or Master Professional or a United States Professional Tennis Registry (USPTR) Professional. If the Proposer plans to use assistants, or subcontractors as instructors, 50% must be certified at a minimum level USPTA Professional 3. All others must be competent to perform instruction. 10. It will be the responsibility of the Proposer to supply necessary labor for all programs offered. 11. The Proposer and any assistants, sub-contractors, or support personnel shall complete a national background history check prior to instructing. City of Denton shall retain the right to prohibit anyone from working at any City of Denton tennis facility based on the results of the background check. 12. No signs, advertising materials, posters, or other such material shall be posted on City of Denton property without written permission from the Tennis Supervisor. III. MAINTENANCE, EQUIPMENT AND GENERAL OPERATIONS OF TENNIS FACILITIES/COURTS 1. The Proposer shall be responsible for notifying City of Denton of any maintenance related concerns that do not meet or satisfy safety standards. 2. The City of Denton shall maintain the City of Denton facilities, which includes the tennis/pickleball courts, windscreens, fencing, restrooms, landscaping and irrigation. No adjustments allowed to irrigation without approval of the City of Denton Staff. 3. The Proposer will be responsible for providing all necessary supplies that are needed as part of the program being organized that the City does not have in inventory. The Proposer will be allowed to use City of Denton equipment, such as ball machines, ball hoppers, and paddles/rackets. CITY OF DENTON RFP FOR TENNIS AND PICKLEBALL INSTRUCTORS 4. The Proposer will be responsible for paying 100% of the staff costs for any programs that are outside of the daily operations of the Denton Tennis and Pickleball Center and any other facilities used by the contractor. 5. The City of Denton reserves the right to close the courts for maintenance. The City has the right to change the hours of operation. The Proposer has the right to submit a written request to the City to change hours to better meet the needs of our citizens. 6. The City of Denton may close the facility during inclement weather or when the temperature is below 38 degrees Fahrenheit. IV. INSURANCE 1. Respondent shall provide, upon award, a certificate of insurance evidencing their insurance coverage’s and amounts per Insurance and Workers’ Compensation Requirements