SHAW PARK REQUEST FOR QUALIFICATIONS (RFQ) FOR YOUTH SPORTS PROGRAM Cobb County P.A.R.K.S. 1792 County Services Parkway Marietta, Ga 30008 770-528-8800 www.cobbcounty.org
ORGANIZATION/ASSOCIATION INFORMATION Please provide all information requested and include with your proposal Name of Organization/Association Address City Zip Website Primary Contact Secondary Contact Phone Phone Email Email
REQUEST FOR QUALIFICATIONS VOLUNTEER BASED COMMUNITY BASEBALL/SOFTBALL PROGRAM A. OVERVIEW Cobb County PARKS is seeking statements of professional qualifications from experienced and qualified sports programs for the purpose of providing a youth baseball/softball program located at Shaw Park. This 33 acre facility offers 5 diamond shaped fields and support structures capable of providing baseball/softball for children ages 4-18 located at 900 Shaw Park Road, Marietta 30066 in North Central Cobb County. It will be required that the association and/or organization selected will have the financial stability to provide funding for the administration, programming, facility improvements, and other operating costs as applicable. It is the intent of Cobb County that this park and the selected program be operated at the same standards as similar facilities currently under the jurisdiction of Cobb County PARKS. Cobb County will cover the cost for utilities as well as provide basic maintenance of the park. It is understood that the selected organization must meet and follow the requirements listed in the Cobb County Park User Handbook. B. SCOPE OF RESPONSIBILITY 1. The selected association/organization that is awarded the use of Shaw Park will offer a recreational baseball/softball program for the residents of Cobb County. It will be the responsibility of the board of directors to assume all administrative and programmatic tasks required for the successful implementation of a recreational program and to comply with all requirements set forth in the Cobb County Park User Handbook. 2. The existing facilities are constructed on a +/- 33 acre site to include: 1 Baseball/Softball Field with a maximum distance of 97. 1 Baseball/Softball Field with a maximum distance of 160. 1 Baseball/Softball Field with a maximum distance of 193. 1 Baseball/Softball Field with a maximum distance of 201. 1 Baseball/Softball Field with a maximum distance of 310. 1 Full Size Concession Stand. It will be the responsibility of the organization to provide all equipment, maintenance, staffing, inventory, and insurance required to operate concessions. 2 Auxiliary Concession Stands. 1 Storage/Meeting Room Batting Cages Restrooms Paved parking areas for up to 240 vehicles Support amenities to include portable bleachers, scorekeeper stands, scoreboards, and pavilion. The organization is responsible for bases and daily lining of fields.
3. The selected organization will be responsible to fund the annual operating cost for the program estimated at approximately $105,000. This estimate was calculated using current cost figures taken from existing volunteer associations operating in other parks with comparable facilities and potential program participation. This figure does not include the cost of utilities estimated to be at +/- $43,000 annually. 4. The selected organization will be a non-profit volunteer based community program. The board of directors (elected by the membership) will receive no compensation for their role in providing the program. 5. The program structure will be recreational in nature. All children that register to participate will be placed on a team and participate in each game (regular season) at or above the minimum participation requirements regardless of skill level. Tournament, Travel, and allstar teams can be operated as an extension of the overall program but cannot take the place of the recreational aspect. C. SUBMISSION REQUIREMENTS The submission requirements of this RFQ are described below. Submittals from interested organizations are due no later than 5p.m. on April 25, 2017. Respondents, in preparing their submittal shall adhere to the outline below in the order that it is written. Selected respondents may be requested to make a brief presentation to the Cobb County Recreation Board on May 9, 2017 for additional consideration if deemed appropriate. Evaluation criteria are as follows: 1. Association/Organization Entity Identify and describe the Board of Directors, Executive Board, Elected and/or Appointed Officers, Corporate Members, etc. which head the organizations submitting the proposal for consideration. Include the process on how individuals are selected to serve on the board. 2. Identification and Description of the Organization A. Describe the type and size of the organization including participants, volunteers, officers (elected and/or appointed), and the length of time in operation as a recreation program provider. B. Identify current, and if possible, future key individuals involved in leadership roles and their respective backgrounds and responsibilities. C. List any other attributes of the organization which may be considered special qualifications for fulfilling the intent of this proposal.
3. Recreational Program Approach Describe how the program will be structured. Items to address will include: Sport (s) that will be offered Ages offered Fees Game/Practice Schedule Identify estimated game days, practice days, and times Organizational Structure Describe the ratio of recreational teams and travel teams (if both are offered) and percentage of field time available for each. Anticipated Budget 4. Previous Program Experience A. Describe any previous programming experience using the information below: Name of Association or Program Name & Location of Park or Facility Type of Sport or Activity Sanctioning Body Documentation of Successes Local, District, State, or National Championships B. Special Programming Elements Describe any special programming elements offered to include: Financial Assistance Camps Special Needs Participants Off-Site Community Programs Other C. Facility Improvements List date, type, and value of park/facility improvements that have been funded partially or in full by the proposing organization. 5. Financial - A submittal of the organization s two (2) most recent financial statements is required (Audited is preferred). If audited statements are unavailable, sufficient financial information to establish the net worth and/or liquid assets available to the organization will be accepted. Included should be a description of expected revenue sources (fees, sponsorships, concession sales, etc.) and list of expenses directly related to the operations at Shaw Park.
D. CONDITION OF SUBSEQUENT AGREEMENTS The following conditions, among others will be required as a part of the agreement and/or facility use contract with the selected organization: 1. Organization understands that any agreements reached with Cobb County P.A.R.K.S. will be subject to all existing and future policies, procedures, and regulations set forth in the Cobb County Park User Handbook. 2. Organization will be required to comply with all Federal, State, and Local Laws, Ordinances, Resolutions, and Policies. 3. Operating Policies shall be subject to review and approval by county staff. 4. The selected organization will provide a public youth recreation program registered through the State of Georgia as a non-profit organization. Any use of the property by the selected organization for the purpose of profit or private gain will result in removal of the program from the facility. E. PROPOSAL INSTRUCTIONS Perspective organizations are required to submit a copy of their written proposal containing the information requested in this RFQ. Proposals must be submitted prior to 5pm on April 25, 2017 by mail, email, or courier to: Cobb County P.A.R.K.S. 1792 County Services Parkway Marietta, Ga. 30008 Attn: Jeff Crowder Written questions regarding this RFQ can be emailed to Jeffrey.crowder@cobbcounty.org and received no later than April 19, 2017. A response will be emailed within 3 business days from receipt. Selected organizations that submit their RFQ by the deadline may be requested to appear at the Cobb County Recreation Board Meeting scheduled for May 9, 2017 (Tuesday) at Cobb PARKS administrative offices located at 1772 County Services Parkway, Marietta 30008. Each organization will be given ten (10) minutes to present their proposal for final consideration. Times for presentations will be announced on May 2, 2017 and conveyed by email.