DCNR ARCHERY SCHOOLS TOURNAMENTS Event Organizer Final-1.pdf

PUBLIC NOTICE

Alabama Department of Conservation and Natural Resources

WILDLIFE and FRESHWATER FISHERIES DIVISION

REQUEST FOR SEALED PROPOSALS

ORGANIZATION and ADMINISTRATION of the

ALABAMA NATIONAL ARCHERY IN THE SCHOOLS TOURNAMENTS

SUPPLIERS must submit three (3) signed original hardcopy Proposals AND one (1) electronic copy on a USB flash drive in a sealed package to:

SEALED PROPOSALS ARE DUE BY:

November 16, 2026, at 4:30 PM CST

Alabama Department of Finance

Division of Procurement

100 North Union Street, Suite 192

Montgomery, Alabama 36104

I. Introduction:

The Alabama Department of Conservation and Natural Resources, Wildlife and Freshwater Fisheries Division (ADCNR-

WFF) invites qualified Offerors to respond to this Request for Proposals for the organization and administration of the

ALABAMA NATIONAL ARCHERY IN THE SCHOOLS TOURNAMENTS. In executing the scope of work, the selected

Offeror(s) agrees to comply with all applicable federal, state, and local laws and regulations, as well as all programmatic requirements. ADCNR DOES NOT INTEND TO FUND THIS PROJECT. OFFEROR(S) SHOULD PROPOSE COST-

RECOVERY MODELS, INCLUDING ENTRY FEES, SUPPLIER BOOTHS, PRESENCE OF LOCAL BUSINESSES, AND SPONSORSHIPS.

The Alabama Archery in the Schools Program (Alabama Archery in the Schools | Outdoor Alabama) provides in-school archery instruction to students in grades 4–12. The competitive tournament structure is held at multiple locations across the

State of Alabama and provides opportunities for skill development, recognition, and advancement.

The purpose of this RFP is to identify a qualified third-party(ies) to plan, coordinate, and execute state qualifying competitive tournaments throughout the State, including the Alabama State Bullseye Archery Championship, the Alabama

North 3D State Championship, and the Alabama South 3D State Championship in a manner that:

1) Fully aligns with the standards of the National Archery in Schools Program (NASP): https://www.naspschools.org/.

2) Maintains high-quality participant experiences, with a focus on safety, sportsmanship, and satisfaction.

3) Improves operational efficiency/cost effectiveness while reducing direct resource demands on ADCNR staff.

II. Scope of Work:

Offeror(s) will conduct, organize, and administer several competitive tournaments, including the Alabama State Bullseye

Archery Championship, the Alabama North 3D State Championship, and the Alabama South 3D State Championship.

Offeror(s) is expected to work in close coordination with ADCNR, keeping departmental contacts continuously updated.

Supplier responsibilities to include:

1) Plan, organize, execute, and oversee events consisting of state qualifying archery competitions and tournaments throughout the

State of Alabama:

a. Develop and present to ADCNR an annual event plan for all anticipated competitions

2) Secure adequate competition venues that are accessible and compliant with the ADA

3) Invite a minimum of 40% of eligible competitive archers to participate in the Alabama State Bullseye Archery Championship. The qualifying archers shall be distributed equally among the respective divisions.

4) Organize sponsors, booth participants, and supporting suppliers

5) Market and publicize events, develop event website with schedule, in conjunction with ADCNR

6) Ensure safety, provide on-site medical assistance, and compliance with NASP standards

a. All tournaments must align with NASP standards, including permissible equipment, rules, scoring, and eligibility.

Eligibility for State qualifying tournaments is determined by ADCNR State NASP Coordinator and will be updated on an annual basis.

7) Serve as a liaison with NASP personnel to address all tournament-related questions, complaints, etc.

8) Develop and maintain the participant registration process, including the collection of fees

9) Assist with developing hotel group rates and room blocks

10) Provide events operations and staffing, including securing workers and volunteers

11) Be present for participant support

12) Maintain proper scoring procedures

13) Organize and provide presentation of awards and recognition

14) Propose to ADCNR sponsorship ideas and revenue management

a. Report to ADCNR, utilizing data compatible with the ADCNR tracking systems, the following: Post-event summaries;

Financial summaries; Participation reports

15) Obtain and maintain General Liability Insurance Coverage in an amount satisfactory to ADCNR, listing as additional insureds: the https://www.outdooralabama.com/programs/alabama-archery-schools https://www.naspschools.org/

State of Alabama, ADCNR, its officers, employees, agents, representatives, and volunteers.

Offeror(s) acknowledges that all data and information collected, as well as any reports generated, become the property of the

ADCNR.

ADCNR reserves the right to award the contract to an Offeror(s) other than the lowest-price supplier, if a higher-priced proposal is the most advantageous to ADCNR as determined by the State of Alabama.

III. Contract Terms:

If any contract(s) is entered into pursuant to this RFP, certain contract terms may include, but are not limited to:

1. Length of Contract. ADCNR anticipates entering into a contract with the selected Offeror(s) for the execution of the project, anticipated for two (2) years. Such contract may be renewed or extended for up to an additional two-year period or longer, not to exceed a total of 5 (five) years as allowed by law and at ADCNR’s sole discretion and upon written agreement of parties. Contract(s) must be reviewed and approved by the Chief Procurement Officer, ADCNR, and the supplier.

2. ADCNR may terminate or modify a contract(s) at its discretion upon the provision of advance written notice to Offeror.

3. Insurance. Maintain and provide, for the duration of the Agreement, satisfactory certificates of insurance coverage and renewals, including but not limited to, properly endorsed comprehensive liability insurance with policy limits acceptable to ADCNR.

4. Indemnification. To the extent authorized by law, the Offeror(s) shall indemnify, save, and hold harmless the State of

Alabama, Department of Conservation and Natural Resources, and all their employees, officers, and agents against any and all claims, damages, liability, and court costs, expenses, and attorneys’ fees incurred as a result of any act or omission by the Contractor or its employees, agents, or applicable subcontractors.

IV. Minimum Experience and Qualifications:

ADCNR is seeking responses from qualified Offerors with the proper experience, expertise, and capacity to offer a fully-integrated solution for the Scope of Work outlined herein. Proposals should include a description of the organization, its experience in organizing archery competition or related competitive events to satisfy the requirements of the RFP.

An Offeror must also include two reference letters for whom similar services were in the past five (5) years.

Offeror must disclose any debarment or disqualification as a supplier for any federal, state, or local entity.

V. Performance Standards:

The selected Offeror(s) shall be required to maintain full compliance with all contractual obligations, including but not limited to, tournament administration responsibilities, safety requirements, reporting obligations, financial transparency, and adherence to National Archery in the Schools Program (NASP) standards. Failure to meet contractual obligations may result in corrective action, financial penalties, contract suspension, or termination.

Noncompliance may include, but is not limited to:

1) Failure to conduct scheduled qualifying tournament or state tournament.

2) Failure to maintain compliance with NASP competition standards.

3) Failure to maintain appropriate participant safety protocols.

4) Inaccurate scoring, reporting, or tournament administration errors.

5) Failure to submit required reports, financial documentation, or participation data.

6) Misrepresentation of participant numbers or financial information.

7) Failure to maintain required insurance coverage.

8) Engagement in conduct that negatively impacts ADCNR’s reputation or public trust.

9) Repeated participant, school, or stakeholder complaints related to event or Offeror.

If ADCNR identifies performance deficiencies, ADCNR may issue a written notice to Offeror outlining the deficiency and required corrective actions. The Offeror shall promptly remedy the identified deficiency within 30 (thirty) days, unless

ADCNR determines that immediate action is required due to safety concerns, legal concerns, or significant operational failures.

Failure to adequately address identified deficiencies may result in additional enforcement actions, and may include:

Immediate Suspension:

ADCNR may immediately suspend tournament operations and terminate the contract if the supplier creates conditions that present:

• Participant safety risks

• Significant legal liability

• Major violations of NASP standards

• Significant reputational harm to ADCNR

Termination for Cause:

ADCNR reserves the right to terminate the contract for cause if the supplier:

• Repeatedly fails to meet performance standards

• Fails to correct deficiencies within the required timeframe

• Engages in fraud, misconduct, or negligence

• Becomes financially insolvent

• Violates applicable laws or regulations

Termination for Convenience:

ADCNR reserves the right to terminate the agreement without cause with written notice if it determines the arrangement no longer serves the best interests of the agency.

VI. Evaluation Criteria:

Offers will be scored using the following weighted criteria:

Evaluation Category Description Weight

1. Comprehensiveness

The responsiveness and comprehensiveness of the proposed submission in alignment with RFP requirements and NASP standards. Proposals should be limited to no more than 30 pages total.

30%

2. Capacity

Proof of access to sufficient personnel to execute events similar in scope and complexity, as well access as to technical, financial, and managerial resources to successfully execute the scope of work.

25%

3.Experience and Past Performance

Proof of Supplier’s experience managing archery competitions or comparable youth or sporting events. Quality of references and history.

25%

4. Cost

The evaluation of Supplier’s expected cost to execute the Scope of Work, including proposed methodologies to offset costs (charging of reasonable fees, securing sponsorships, etc)

20%

VII. Additional Required Supporting Documentation:

1. A cover letter/letter of interest

2. Two letters of reference for work performed during the previous 5 (five) years

3. Supplier Disclosure Statement: Disclosure Statement AL_Supplier_Disclosure_Statement.pdf

4. E-Verify Memorandum of Understanding

5. Certificate of Compliance Certificate_of_Compliance.pdf https://alison- file.legislature.state.al.us/pdfdocs/joint/contract_review/Certificate_of_Compliance.pdf

6. W-9

VIII. Reservations:

1 - Authority:

This process is only for the benefit of ADCNR and is to provide ADCNR with competitive information to assist it in the process of selecting a supplier. All decisions on compliance, evaluation, terms, and conditions related to the RFP will be made solely at the discretion of the State of Alabama. ADCNR reserves the right to interview candidates at its discretion.

2 - Disclaimers:

ADCNR reserves the right to award to multiple Offerors; to award by item, groups of items; to divide the award; to reject any and all proposals in whole or in part, and to waive any informality or technical defects if, in its judgment, the best interests of

ADCNR and the State of Alabama will be served. ADCNR may seek clarification of the proposal from Supplier at any time, and failure of the Supplier to timely respond may be cause for rejection. Clarification is not an opportunity to change the proposal. The submission of a proposal confers on Supplier no right of selection or to a subsequent contract. This process is https://alison.legislature.state.al.us/files/pdf/joint/contract_review/AL_Vendor_Disclosure_Statement.pdf https://alison.legislature.state.al.us/files/pdf/joint/contract_review/Certificate_of_Compliance.pdf for the benefit of ADCNR only and is to provide ADCNR with competitive information to assist in the selection process. All decisions on compliance, evaluation, terms, and conditions will be made at the sole discretion of the State of Alabama and made to favor the State of Alabama.

3 - Questions/Requests for Clarifications:

Written questions or comments regarding this RFP must be submitted via electronic mail message to rfp.questions@procurement.alabama.gov by 5:00 PM on October 22, 2026. Questions and answers will be posted to the RFP in Alabama Buys following the question deadline.

4 - Offeror(s) understands and agrees that he/she has an affirmative duty to inquire and seek clarification regarding anything in this RFP that appears to be unclear.

5 - Alterations:

ADCNR reserves the right to revise this RFP, to alter any deadlines or revise any part of this RFP by issuing an addendum to same. Addenda, if any, will be posted to the Alabama Buys website at https://alabamabuys.gov. It is the responsibility of the

Offeror to check the website for addenda to the RFP, if any.

6 - Waiver of Administrative Informalities:

The State of Alabama reserves the right to reject or accept any and all proposals and to waive any informality in any proposal.

The best interests of ADCNR shall be considered the determining factor in selecting or not selecting an Offeror.

7 - Proposal Rejection/RFP Cancellation:

Issuance of this RFP in no way constitutes a commitment by ADCNR to award a contract. ADCNR reserves the right to accept or reject, in whole or part, all proposals submitted and/or cancel this RFP if it is determined to be in ADCNR’s best interest.

ADCNR also reserves the right to withdraw this RFP at any time or terminate the contract resulting from this RFP with advance notice without penalty. ADCNR reserves the right to cancel the contract for any reason by providing 30 days’ written notice to Offeror.

8 - Changes and/or Withdrawal of Proposal:

An Offeror may withdraw a proposal that has been submitted at any time up to the date and time the proposal is due. To accomplish this, a written request signed by the authorized representative of the Offeror must be e-mailed to the addresses referenced herein. No additions or changes to an original proposal will be allowed unless specifically requested in writing and e-mailed to the addresses referenced herein by the authorized representative of the Offeror.

9 - Errors and Omissions in Proposal:

ADCNR reserves the right to make corrections or amendments due to errors identified in proposals by ADCNR or by the

Offeror. ADCNR, at its discretion, has the right to request clarification or additional information from the Offeror.

Compliance with Laws:

Offerors acknowledge and agree to comply with all applicable State regulations and laws, Federal regulations and laws, and

ADCNR policies, guidelines, and standards.

10 - Protest Period:

A Notice of Intent to Award to the supplier(s) selected will be issued. Qualified Offerors aggrieved in connection with the solicitation of a contract may protest to the Chief Procurement Officer. State of Alabama Department of Finance

Administrative Code Regulations at administrative-code-355-4-1-01-thru-06.pdf (alabama.gov).

mailto:rfp.questions@procurement.alabama.gov https://alabamabuys.gov/