RFI_194876_Middle_School_Athletics_Final.pdf

Community Services Department Recreation Division

Request for Information (RFI) Number 194876

Middle School Athletics Program

Questions Deadline: Wednesday, July 9, 2025, 3:00pm (PST)

RFI Submittal Deadline: Monday, July 14, 2025, 5:00pm (PST)

Contract Administrator: Albert Lujan

Albert.Lujan@paloalto.gov

CITY OF PALO ALTO

PURCHASING/CONTRACT ADMINISTRATION

250 HAMILTON AVENUE

PALO ALTO, CA 94301

(650) 329-2271

REQUEST FOR INFORMATION (RFI) NO. 194876

MIDDLE SCHOOL ATHLETICS PROGRAM

1. INTRODUCTION

The City of Palo Alto’s Recreation Division of the Community Services Department is seeking information from qualified organizations that have an interest in operating the Middle School Athletics Program. The goal of this request is to gather information that will allow City representatives to evaluate and discuss various operational models for the Middle School Athletics program. The city is not seeking a proposal at this time. However, as a result of this RFI process, the information gathered may help formulate strategies for budgeting, resource planning and future procurements.

The city is evaluating its current model with a focus on increasing affordability and improving accessibility. Key priorities include expanding participation opportunities and ensuring the program remains inclusive and sustainable.

The City is issuing this Request for Information (RFI) to determine the interest, qualifications, experience, and expertise from the private sector to partner with the City in administering the Program. Organizations with relevant experience and innovative ideas are encouraged to submit information for consideration.

The City seeks information from organizations that have an interest in either:

1. Administering the entire Middle School Athletics Program, or

2. Managing a single sport ensuring equitable services across all three participating middle schools.

This Request for Information outlines the City’s objectives and submittal requirements.

2. PROJECT DESCRIPTION

Currently, the City of Palo Alto operates the Middle School Athletics Program at its three public middle schools: Fletcher, Greene, and Jane Lathrop Stanford (JLS). The program is organized into three athletic seasons:

Fall Sports (Late August – Early November)

• Girls Volleyball (6th, 7th, and 8th grade teams)

• Boys Flag Football (6th, 7th, and 8th grade teams)

• Girls Flag Football (6th, 7th, and 8th grade teams)

• Co-ed Cross Country (6th–8th grade)

Winter Sports 7th and 8th Grade Basketball (Mid-November – Late January)

• Girls Basketball

• Boys Basketball

6th Grade Basketball (February – End of March)

• Girls Basketball

• Boys Basketball

Spring Sports (Mid-April – End of May)

• Boys Volleyball (6th, 7th and 8th grade)

• Track and Field (6th–8th grade, boys and girls)

• Wrestling (6th–8th grade, boys and girls)

• Tennis (6th–8th grade, boys and girls)

• Ultimate Frisbee (6th–8th grade, boys and girls)

Administering the Program includes:

• Registration and fee collection

• Insurance coverage

• Recruitment, hiring, and management of coaching staff (including compliance with all legal requirements)

• Equipment, procurement and inventory management

• Payment of league fees

• Securing/paying referees (as needed by sport)

• Scheduling and communications with participants and families

The core values of the program include a no-cut registration policy, and a mission focused on participation, inclusivity, and personal development rather than competition or skill-based selection. The City recognizes that middle school may be the last opportunity for many students to explore organized sports in a welcoming environment. Accordingly, the program prioritizes maximum participation, subject to staffing and facility availability. It is not uncommon for each school to field multiple teams per sport and grade level.

Current MSA structure

Recreation Coordinator

Full Time, benefited

Athletic Director- JLS Athletic Director- Greene

Athletic Director- Fletcher

Rec Leader III, Part time, hourly Rec Leader III, Part time, hourly Rec Leader III, Part time, hourly

Seasonal coaches

Seasonal coaches

Seasonal coaches

10-15 per season depending on

10-15 per season depending on

10-15 per season registration and availability registration and availability registration and availability

Rec leader I or II

Rec leader I or II depending on

Rec leader I or II on experience

3. QUESTIONS AND SUBMITTAL INSTRUCTIONS

Questions are due on July 9, 2025, at 3:00pm on the OpenGov portal.

Responses from the City will be communicated in writing to all recipients of this RFI through the City’s eProcurement system. Inquiries received after the date and time stated will not be accepted.

4. PROPOSED TENTATIVE TIMELINE

The tentative RFI timeline is provided for the convenience of the respondents but may be subject to change at any time by the City. The tentative RFI timeline is as follows:

RFI Issued July 3, 2025 Questions, clarifications July 9, 2025, by 3:00pm (PST) Answers provided to questions July 10, 2025, by 5:00pm (PST) RFI submittal deadline July 14, 2025, by 5:00pm (PST)

5. SUBMITTAL REQUIREMENTS

Statement of Interest: Respondents should describe their interest in the project, and their understanding of the project objectives.

Statement of Experience: All responding organizations should address the following:

• Indication of interest in administering the entire program or a specific subset

• Organizational philosophy and mission

• Business model, including proposed cost per participant, staffing and hiring practices, and leadership structure (This is not an RFP, and any cost estimates offered are not binding on either party)

• Relevant experience in managing youth sports programs, including contract oversight and community engagement

• Long-term sustainability plan

• Financial model: Currently, the City charges $335 per student and offers a financial assistance program that provides up to a 50% fee reduction for eligible families. City typically gets around 1,300 registrations.

6. RESEARCH AND INFORMATION GATHERING PROCESS

Once Responses are received from Participants, the City may conduct information sessions to discuss with any Participant(s) that has submitted a Response. The information session is for information gathering purposes and is not part of a pre-selection process or an evaluation.

7. RIGHTS OF THE CITY OF PALO ALTO

This RFI does not commit the City to enter into a contract, nor does it obligate the City to pay for any costs incurred in preparation and submission of responses to this RFI.

8. PUBLIC NATURE OF MATERIALS

Responses to this RFI become the exclusive property of the City of Palo Alto. At such time as the Community Services Department recommends to forward to the City Manager or to the City Council, as applicable, all information received in response to this RFI becomes a matter of public record and shall be regarded as public records, with the exception of those elements in each information which are defined by the responding organization as business or trade secrets and plainly marked as “Confidential,” “Trade Secret,” or “Proprietary”. The City shall not in any way be liable or responsible for the disclosure of any such information or portions thereof, if they are not plainly marked as “Confidential,” “Trade Secret,” or “Proprietary” or if disclosure is required under the Public Records Act. Any information which contains language purporting to render all or significant portions of the information “Confidential,” “Trade Secret,” or “Proprietary” shall be regarded as non-responsive.

Although the California Public Records Act recognizes that certain confidential trade secret information may be protected from disclosure, the City of Palo Alto may not accept or approve that the information that a responding organization submits is a trade secret. If a request is made for information marked “Confidential,” “Trade Secret,” or “Proprietary,” the City shall provide the responding organization who submitted the information with reasonable notice to allow the organization to seek protection from disclosure by a court of competent jurisdiction.

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