Beach_Activity_Surfing_RFP_2025_Submission_Format.pdf

Submission Format and Organization

Proposers may submit multiple proposals, if desired. The City is not recommending or suggesting that proposers submit multiple proposals. The City is merely stating an available option. If a proposer chooses to submit multiple proposals, each must be entirely separate from the others. The Evaluation Committee will not collate, merge, or otherwise manipulate the proposer’s proposals.

Proposals should include responses to the eight topic areas included below.

1. Letter of Transmittal

a. Identify the submitting organization

b. Identify the name, title, telephone and fax numbers, and e-mail address of the person authorized by the organization to contractually obligate the organization

c. Identify the name, title, telephone and fax numbers, and e-mail address of the person authorized to negotiate the contract on behalf of the organization

d. Identify the names, titles, telephone and fax numbers, and e-mail addresses of persons to be contacted for clarification

e. Be signed by the authorized person to contractually obligate the organization

f. Acknowledge receipt of all amendments to this RFP

2. Qualifications

a. Describe your experience regarding the management, and operation of surfing instruction or surf camps and classes or beach camps as proposed, including the number of years of experience.

b. Describe program specialty(ies)

c. State the names of any similar entities you have managed or owned

d. List partnerships and professional affiliations

e. List certifications and professional affiliations

f. List relevant current and previous employers over the last two years

3. Activity Description, Operations, and Staffing Plan

a. Describe your proposed surfing lessons, surf camps, beach activity camps or beach sports activities/camps

b. Goals, objectives and what participants will achieve

c. Activity description:

i. Structure of daily activities

ii. Focus and breadth of activities

iii. Unique elements of the activities

d. Provide the following information regarding paid employees

i. Staff organization chart, including job titles and responsibilities

ii. Instructor/coach education and experience requirements

iii. Instructor/coach recruitment and screening process

iv. Instructor training plan

4. Proposed Compensation to the City Each Permittee shall pay a minimum of 15% of monthly gross receipts in accordance with the terms and conditions of the Permit Agreement. Proposals that include a higher percentage of monthly gross receipts will be scored more favorably. Provide the following regarding compensation to the City:

a. Proposed percent of gross receipt to be payable to the City. Preference will be given to applicants proposing higher percentages as shown below:

20% will receive 20 points 18% - 19% will receive 15 points 16%-17% will receive 10 points 15% will receive 5 points

b. Projected overall annual revenue and projected gross receipts to the City

5. Health and Safety Plan

a. Describe your ability to ensure the security and safety of participants

i. Youth drop-off and pick-up monitoring

ii. Youth restroom breaks

iii. First aid and CPR certification requirements

iv. Other relevant information

b. Describe your emergency response plan, including parent notification process for youth participants.

i. Safety gear requirements, if applicable

6. Adaptability

a. Describe your experience in providing modifications to programming when accommodation is needed

b. Explain your behavioral management style in an outdoor setting

c. Explain your ability to modify activities to accommodate participants with physical, cognitive, sensory, mental, or other disabilities

d. Explain your ability to modify activities to accommodate participants with varying skill levels

7. Outreach and Marketing Plan Describe how you will promote the activities to the community, including your ability to market proposed activities to ensure successful operation

8. References and Reviews

a. Provide a list of references that can substantiate the claims made in your proposal, including professional and client references

b. Explain any complaints or claims that have been made against your business within the last five years

c. Provide copies of previous survey materials if any