RFP-25-043-KY_Attachment_E_-_Group_E_-_ESports_Requirements.pdf

REQUEST FOR PROPOSAL

DOCUMENTS

RFP-25-043-KY

RECREATION PROGRAM SERVICES

ATTACHMENT E –

GROUP E - ESPORTS 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

** THIS PAGE LEFT INTENTIONALLY BLANK **

RFP NO. 25-043-KY

RFP-25-043-KY RECREATION PROGRAM SERVICES

GROUP E – ESPORTS REQUIREMENTS

Esports League Services

The City of Altamonte Springs is seeking qualified independent contractors to provide ESports league programming and related services at the Westmonte Recreation Center located at 624 Bills Lane, Altamonte Springs, FL. This RFP invites bids from experienced providers who can deliver high-quality, competitive, and recreational ESports programming for participants of various age groups in a professional and engaging manner.

The Contractor agrees to offer ongoing ESports leagues and related programming to registered participants in a variety of formats and platforms. Regular sessions will be scheduled to align with the City’s programming calendar. Programming effective September 2, 2025.

Scope of Work

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

• Program Management: Develop and manage ESports leagues that are inclusive, age-appropriate, and skill-based. Games may include, but are not limited to: Rocket League, Super Smash Bros., NBA 2K, and other multiplayer games suitable for the identified age groups.

Programs must include structured divisions for the following age ranges:

Youth Division: Ages 8–12 Teen Division: Ages 13–17

Each division should feature game selections, rules, and formats tailored to the age group’s developmental stage, competitiveness, and content appropriateness.

Programs should include seasonal leagues, tournaments, and instructional opportunities for beginner to advanced players.

Create structured formats for league play including rankings, brackets, and progression systems that encourage participation, skill development, and sportsmanship. Programs should align with the City’s calendar and community goals.

• Equipment and Software Management:

Provide and manage gaming equipment, consoles, peripherals, software licenses, and networking infrastructure necessary to run all ESports programming. Equipment should be maintained, updated, and tested regularly for safety and functionality. If applicable, coordinate with the City to assess any facility needs.

• Supervision and Staffing: Provide experienced and knowledgeable staff to supervise gameplay, manage tournaments, and coach participants. Staff should be familiar with current ESports trends, safety protocols, and inclusive practices. All staff must be CPR and First Aid certified.

• Safety and Conduct Management: Establish and enforce codes of conduct for players and spectators that promote good sportsmanship, anti-bullying, and inclusive play. Monitor online and in-person interactions for safety and community standards compliance.

• Facility Use: The contractor will be responsible for maintaining their assigned space in a clean and organized condition during operating hours. The City will maintain the overall facility.

• Administrative Tasks: Track and report participation, match results, league standings, player progress, and incidents. Provide monthly program summaries and maintain attendance and registration records.

• 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: At least 3–5 years of recent experience organizing and operating

ESports leagues or tournaments, either independently or for public/private institutions.

• 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 Esports services.

• 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

Contractor must submit a program proposal outlining league formats, tournament styles, game selection, and age group breakdowns. Include sample schedules, gameplay formats, and how you plan to support competitive fairness, inclusivity, and skill development.

Additional Programs

The contractor may propose additional offerings including ESports camps, training clinics, or themed tournaments. Proposals will be evaluated on their alignment with City goals and community interest. 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 Esports 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.