1-Attachment B - Scope for Sponsorship for Turf Fields at SWRP.pdf

Request for Proposals (RFP) for Financial Sponsorship or Naming Rights for

Synthetic Turf Fields at

Southwest Williamson County Regional Park

219 Perry Mayfield

Leander, TX 78641

Mission of the Williamson County Parks Department:

To manage, protect and conserve the natural, cultural, and park resources of Williamson

County while providing diverse and quality outdoor experience opportunities and expositions.

Vision:

• Maximize community connections through a county-wide regional trail network.

• Steward outdoor passive recreational opportunities to our growing community.

• Provide the highest standards of excellence in public service and with cooperative partners.

• Offer quality and well-maintained grounds and facilities.

• Provide access to quality entertainment in a family friendly environment, while stimulating the local economy and preserving the agricultural heritage of Williamson

County.

Project Goals:

Williamson County is one of the fastest growing counties in Texas. The pressures associated with that growth is steadily felt on the use and demand of the natural turf soccer and football fields under the operation and management of the Williamson County Parks

Department. Because of the demand and to help ensure field longevity and safe playing surfaces, it is imperative that some of the natural grass fields be converted to synthetic turf as a means to accommodate significantly more users than the approximate 107,000 annual participants that currently utilize these recreational spaces.

Facility Information:

Southwest Williamson County Regional Park was designed and developed after successful passage of a multi-million-dollar parks bond referendum in 2000. The park opened to the public in 2003. This very popular 800+ acre regional park is open year-round and includes a combination of both active and passive recreational opportunities.

The park offers (see park map in Exhibit A):

- 10 natural surface soccer fields (4 lighted),

- 1 lighted natural surface football/soccer field with a 400-meter all weathered surfaced track,

- 2 lighted natural surface softball fields

- 8 lighted tennis courts

- 3 lighted basketball courts

- 3 lighted pickleball courts

- 1 natural surface full-sized cricket field

- 1 natural surface youth cricket field

- 1 18-hole disc golf course https://www.wilcotx.gov/564/Parks

- 1 playscape

- 6 reservable covered pavilions

- 2.1 miles (approximately) of crushed granite hike and bike trail

- 3.8 miles (approximately) of natural surface trails

- Quarry Splashpad, and

- Cedar Rock Railroad miniature train

The Facts:

Williamson County is designing the following construction improvement project at

Southwest Williamson County Regional Park:

• Convert three (3) existing lighted soccer fields from natural grass to synthetic turf,

• Convert one (1) existing lighted football/soccer field from natural grass to synthetic turf, and

• Resurface existing running track around the football field, The County has committed $2,730,000 towards the overall project, including approximately $710,000 for design and engineering. The County is seeking a Request for Proposals (RFP) for an initial minimum financial sponsorship of $6,500,000 to fully construct this project AND an additional long-term commitment to fund the replacement cost of the synthetic turf at the end of its estimated 7 to 10-year service life.

In exchange for this sponsorship, the County will consider a variety of opportunities that are mutually beneficial while achieving the overall goal of establishing synthetic turf fields. For example:

• Naming Rights o Your business name and/or logo and URL will be proudly displayed. Hundreds of thousands of impressions will be generated each year in the promotion of the leagues, tournaments, and events held on the sports fields at Southwest

Williamson County Regional Park.

o Your brand, logo, URL may be displayed on:

▪ Signage at each converted sports field

▪ Marketing materials affiliated with the park

▪ Park Department’s website

▪ Park Department’s e-newsletters, press releases, maps and social media

• Preferred Field Use o Your organization may be granted some percentage of preferred field use that guarantees an agreed upon number of hours each season or year. Rental rates would still apply.

Other considerations:

• The County reserves the right to cancel this request for proposal at any time, to elect not to award a contract, to reject any or all of the responses without disclosure for any reason, to waive any informality, irregularity, or technicality in any response received, to accept only portions of a proposal and reject the remainder, and to accept the proposal which is considered in the best interest of the County. Such decisions are final and not subject to recourse. Final approval is vested with the

Williamson County Commissioners Court.

• All proposals submitted must be guaranteed for not less than 120 days.

• In granting naming rights, due regard shall be taken of the need to maintain an appropriate balance between commercial consideration and the County’s stewardship role for the public parks and recreation facilities.

• The naming rights shall be for a specified fixed term to be negotiated on a case-by-case basis.

• If a company changes its name, the naming rights may be changed to reflect the new name by mutual agreement. The cost to change the brand and logo on any installations will be the responsibility of the company.

• The proposed name/naming rights Sponsor must support the image and values of Williamson County and the community.

• Williamson County shall not relinquish to the Sponsor any aspect of their right to manage and control the facility being named.

• The assignment of naming rights must not result in additional cost to Williamson County.

• The Sponsor of naming rights may revoke the naming rights at any time with the understanding that no refund or reduction of their financial commitment will occur.

• Williamson County reserves the right to terminate naming rights where continuation of the relationship would bring the County into disrepute. No refund or reduction of the Sponsor’s financial commitment will occur.

• See Exhibit A for a map of the fields. Tours of the Fields can be arranged by contacting Russell Fishbeck, Williamson County Parks Director, at russell.fishbeck@wilcotx.gov or (512) 943-1922.

mailto:russell.fishbeck@wilcotx.gov

Evaluation Criteria:

Evaluation of Proposals and selection of Sponsor will be made by Williamson County selection committee and recommended for approval to the Williamson County Commissioners Court.

Proposals will be evaluated in terms of the following:

Evaluation Criteria Maximum

Points

Sponsor alignment with County Parks mission and vision 15 Terms of Agreement 20 Financial ability of the Sponsor 25 Sponsorship Proposal 40

Total Evaluation Points 100

Exhibit A

Fields #6, #7, #8 and #9 represents the project area.