RFP-25-043-KY_Attachment_D_-_Group_D_-_Pickleball_Requirements.pdf

REQUEST FOR PROPOSAL

DOCUMENTS

RFP-25-043-KY

RECREATION PROGRAM SERVICES

ATTACHMENT D –

GROUP D - PICKLEBALL REQUIREMENTS

CITY OF ALTAMONTE SPRINGS

City Hall, Suite 1030

Procurement Division 225 Newburyport Avenue

Altamonte Springs FL 32701-3697

For Contract Information & Updates go to https://www.myvendorlink.com/cityofaltamontesprings/searchcontracts.aspx https://www.myvendorlink.com/cityofaltamontesprings/searchcontracts.aspx

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RFP NO. 25-043-KY

RFP-25-043-KY RECREATION PROGRAM SERVICES

GROUP D – PICKLEBALL REQUIREMENTS

Pickleball Services

The City of Altamonte Springs, Department of Leisure Services, is seeking qualified independent contractors to provide youth and adult pickleball instruction and related programs at Eastmonte Park located at 830 Magnolia Dr. Altamonte Springs, FL and Westmonte Recreation Center located at 624 Bills Lane, Altamonte Springs FL. This RFP invites bids from experienced tennis instructors who can deliver high-quality lessons and programs in a professional and engaging manner.

The Contractor shall provide for the scheduling and supervision of private and group instruction, along with the management and oversight of other pickleball related programs and events. The successful Contractor shall provide qualified instructors and coaches with programming effective September 2, 2025.

Scope of Work

The City seeks a qualified contractor to provide the following services:

• Program Management: Delivering private and group pickleball instruction for all ages and skill levels, including clinics, workshops, camps, and tournaments.

• Instructor and Coach Responsibilities: Provide qualified and certified instructors/coaches for all Pickleball programs. Ensure that all staff members are trained and certified in CPR and first aid.

• Tennis Programming: The Contractor shall provide for the scheduling and supervision of private and group instruction, along with the management and oversight of other pickleball related programs and events. If needed, additional programs beyond those specified may be proposed for consideration.

• Safety and Equipment Management: The Contractor will provide necessary equipment for all tennis programs, or coordinate with The City of Altamonte Springs, Department of Leisure Services to determine if the facility will supply them. The contractor will be responsible for ensuring that all equipment is used properly, maintained, and securely stored.

• Facility Use: The contractor will be responsible for ensuring their areas of use (teaching space) are maintained in a clean and safe condition during program hours. The City will maintain overall facility cleanliness.

• Administrative Tasks: Maintain accurate records for program participation, attendance, progress reports, and any other necessary documentation.

• Communication: The contractor or their liaison shall meet in person at least once per month with City staff to discuss operations and resolve any issues. Attendance at any City-organized meetings related to the contract is mandatory with reasonable notice.

Qualifications

To be considered, the bidder must meet the following qualifications:

• Experience/Certifications: The Contractor is required to have a current certification in tennis instruction from a recognized organization (e.g., IPTPA, USAPA). All Pickleball instructors must be a current member in good standing of the International Pickleball Teaching Professional Association, with a minimum membership rating of 4.0 and minimum Level II Teaching Professional certification. Minimum of 5 years of experience in teaching pickleball to various skill levels.

• Background Checks: The contractor and all employees/volunteers aged 16 or older must undergo a Level Two background check, including VECHS fingerprinting, which will be conducted by the City at no cost to the contractor. A complete staff roster, including credentials, must be provided 30 days prior to the start of operations.

• References: The vendor will provide at least three references from previous or current clients with similar tennis programs.

• Uniform and Identification: All staff members must wear uniforms that clearly identify them as employees of the contractor. Contractor shall provide an updated staff roster with credentials to the Leisure Services Department prior to starting any new employee.

• Insurance: Proof of liability insurance coverage for the contractor and their staff.

City’s Responsibilities

• Facility Access: The City will open and close the facilities, ensuring the facilities are ready for use as per the agreed schedule. Special accommodations for events will be made with 90 days’ notice, based on facility availability. The City reserves the right to close facilities due to unforeseen circumstances but will make reasonable efforts to minimize disruption.

• Maintenance: While the City will maintain the overall cleanliness of the facility, the contractor will be responsible for keeping the areas they use clean and safe during operation hours.

• Marketing Support: The City will promote the contractor’s services through an agreed-upon marketing plan, including website, email, and printed materials. The contractor is authorized to promote and advertise their services as part of the City’s program. All marketing materials bearing the City’s name or logo must be approved by the City.

Pricing and Compensation

The contractor will submit a detailed pricing structure for their services, including any additional costs for equipment or materials. Compensation will be based on a percentage of gross revenues generated by the contractor. The contractor will submit documentation of gross sales each month by the 15th, detailing the revenue for the preceding month, and the percentage due to the City.

Program and Curriculum Details

The vendor will submit a detailed description of the proposed pickleball curriculum, including sample activities or lesson plans. This curriculum should meet the needs of participants of all ages and skill levels.

Additional Programs

The contractor may propose additional programs or activities that are not outlined above, with the City’s approval. These proposals will be evaluated based on their alignment with the City’s objectives and community needs. While not required, additional programs are preferred to allow for increased opportunities of participation.

Evaluation Criteria Proposals will be evaluated by the City’s designated personnel based on the following criteria:

• Experience (20 points): Proven track record in delivering similar pickleball programs.

• Compensation Offer (20 points): Competitive and reasonable compensation offered to the City.

• Proposed Programs (20 points): Quality and variety of proposed programming, including curriculum and engagement strategies.

• Additional Programs (20 points): Innovation and added value from proposed additional or alternative programming.

• Fees and Pricing Structure (20 points): Transparency and fairness of the pricing structure.

Proposal Submission Requirements

Please submit your proposal with the following documents:

• A detailed description of your qualifications, experience, and certifications.

• Your proposed curriculum and program plans.

• Pricing structure and compensation offer.

• References from previous clients.

• Proof of required insurance and certifications.

• Any other relevant supporting materials.