RFQ DOC.pdf

Tennis & Pickleball Center Operator | RFP - PR-23-297 | Template v04.20.23 | 1

City of

Long Beach Request for Proposal - PR-23-297

Tennis and Pickleball Center Concession Services

Tennis & Pickleball Center Operator | RFP - PR-23-297 |

Template v04.20.23 | 1

Overview

Summary

The City of Long Beach, through its Parks, Recreation, and Marine Department, seeks proposals from qualified and experienced tennis and pickleball concessionaires (Contractor) to operate, manage, maintain, and offer instruction at the two major tennis and pickleball centers in the city.

Key Dates

Release Date: January 23, 2024

Questions Due to the City: February 6, 2024 at 11:00 am

Proposals Due: March 28 , 2024 at 11:00

The City reserves the right to modify these dates at any time, with appropriate notice to prospective Contractors.

Proposal Information

Instructions for what to include in your proposal and how to submit it are detailed in Section 4.

Proposals must be submitted electronically via

LongBeachBuys.com.

Official Contact

Janet Kariuki rfppurchasing@longbeach.gov

All communication with the City related to this RFP must be directed to the contact listed above.

mailto:rfppurchasing@longbeach.gov

Tennis & Pickleball Center Operator | RFP - PR-23-297 |

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Contents

1 The Opportunity

1.1 Project Summary

1.2 Background

1.3 Goals

1.4 Award Terms

2 Scope of Work

2.1 Description of Services

2.2 Performance Metrics & Contract Management

2.2.1 Performance Metrics

2.2.2 Contract Management

2.2.3 Contract Payment

3 How We Choose

3.1 Minimum Qualifications

3.2 Evaluation Criteria

4 Proposal Instructions & Content

4.1 Timelines & Instructions

4.2 Proposal Content

4.3 Narrative Proposal Template

5 Terms & Conditions

5.1 Acronyms/Definitions

5.2 Solicitation Terms & Conditions

5.3 Contract Terms & Conditions

5.4 Additional Requirements

5.5 Protest Procedures

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1 The Opportunity

1.1 Project Summary

The City of Long Beach’s (City) Parks, Recreation, and Marine Department (PRM) is seeking proposals from qualified and experienced tennis and pickleball concessionaires

(Contractors) to operate, program, maintain the grounds and equipment, and provide instruction at the City’s two municipal tennis and pickleball centers. Ideally, the City is looking for a customer-focused Contractor who has the desire, expertise, and means to maintain an on-site presence and enhance the public’s use of the Billie Jean King (BJK) and

El Dorado (El Dorado) Tennis and Pickleball Centers (collectively: Centers).

The Awarded Contractor will operate a pro shop at each Center; maintain and improve the

Centers’ facilities, including courts and equipment; provide instruction in tennis and pickleball; coordinate events such as tournaments, exhibitions, and clinics; promote activities to increase participation and revenue at the Centers; schedule programming to cultivate an interest in tennis and pickleball; and operate a court reservation system.

1.2 Background

Located along the coast at the southernmost end of Los Angeles County, the City of Long

Beach covers an area of 80 square miles and is home to about 470,000 residents. PRM is a nationally recognized and award-winning organization with 1,100 full- and part-time personnel and a budget of $58 million.

The Department offers recreational programming and strives to meet the needs and interests of the City’s culturally diverse population. The Department is responsible for 170 parks, 3,200 acres of open space and passive recreation areas, 27 community centers, 3 public pools, 15 parks with lighted tennis courts, and a growing number of pickleball courts.

The Department is guided by the recently adopted Parks Make Long Beach: PRM Strategic

Plan (Strategic Plan) that will lead the operational, staffing, and budget decisions of the

Department for the next ten years. The Strategic Plan is a tool to adapt park services as community needs change and evolve. This may include re-purposing existing recreational uses to accommodate interest in new activities, especially where facilities may be inadequate to meet demand. The Department is also committed to providing opportunities and access to recreational activities and open space to address park inequity in the City.

More information about the Parks Make Long Beach: Strategic Plan 2022-2032 may be found at https://www.longbeach.gov/globalassets/park/media-https://www.longbeach.gov/globalassets/park/media-library/documents/business-operations/about/strategic-business-plan/final-prm-strategic-plan-01 https://www.longbeach.gov/globalassets/park/media-library/documents/business-operations/about/strategic-business-plan/final-prm-strategic-plan-01 https://www.longbeach.gov/globalassets/park/media-library/documents/business-operations/about/strategic-business-plan/final-prm-strategic-plan-01

Tennis & Pickleball Center Operator | RFP - PR-23-297 | Template v04.20.23 | 4 library/documents/business-operations/about/strategic-business-plan/final-prm-strategic-plan-01

The City’s Initial Report on a Framework for Reconciliation may be found at https://longbeach.gov/globalassets/health/media-library/documents/healthy-living/office-of-equity/reconciliation/report-racial-equity-and-reconciliation-intiative and the City’s

Equity Toolkit for City Leaders and Staff is available at https://www.longbeach.gov/globalassets/health/media-library/documents/healthy-living/office-of-equity/city-of-long-beach-office-of-equity-toolkit

Billie Jean King and El Dorado Tennis Centers

BJK and El Dorado operate under a pay-for-play system and are currently leased to a private commercial contractor. The Centers are open to the public for recreational play, lessons, and tournaments. The City wishes to continue this approach while opening up more opportunities for emerging sports such as pickleball. The awarded Contractor will be able to provide programming to all ages and abilities, implement innovative solutions to meet competing interests of different racket sports, and balance those needs to ensure all players have an opportunity to play.

Description of Centers

The following is a brief overview of the Centers.

Billie Jean King Tennis Center (“BJK”)

BJK is located at 1040 Park Avenue, Long Beach CA 90804 adjacent to Blair Field and

Recreation Park. (Appendix 1: BJK Site Map). It has eight lighted courts, an approximate

2,000 square foot pro shop with office, two championship courts with bleacher seating, and instruction courts. One of the eight courts is dual-striped and converts into four pickleball courts. Restrooms are located on the backside of the bleachers and may be used by the public during park hours.

El Dorado Park Tennis Center (“El Dorado”)

El Dorado is located at 2800 Studebaker Road, Long Beach, CA 90815 in El Dorado Park

West (Appendix 2: El Dorado Site Map). El Dorado is a 15-court lighted complex. The office and pro shop are housed in a 12’ x 60’ trailer at the front of the center. The trailer is outfitted with an office, kitchen, restrooms, storage, and lounge. Two tennis courts have been dual-striped to provide eight pickleball courts. El Dorado is located near a disc golf course and a skateboard park.

https://www.longbeach.gov/globalassets/park/media-library/documents/business-operations/about/strategic-business-plan/final-prm-strategic-plan-01 https://www.longbeach.gov/globalassets/park/media-library/documents/business-operations/about/strategic-business-plan/final-prm-strategic-plan-01 https://longbeach.gov/globalassets/health/media-library/documents/healthy-living/office-of-equity/reconciliation/report-racial-equity-and-reconciliation-intiative https://longbeach.gov/globalassets/health/media-library/documents/healthy-living/office-of-equity/reconciliation/report-racial-equity-and-reconciliation-intiative https://www.longbeach.gov/globalassets/health/media-library/documents/healthy-living/office-of-equity/city-of-long-beach-office-of-equity-toolkit https://www.longbeach.gov/globalassets/health/media-library/documents/healthy-living/office-of-equity/city-of-long-beach-office-of-equity-toolkit

Tennis & Pickleball Center Operator | RFP - PR-23-297 | Template v04.20.23 | 5

At both Centers, free court time is available for students 17 years old or younger and seniors

65 years or older, Monday through Friday, from 3:00 p.m. to 5:00 p.m. with appropriate identification and on a non-reservation basis. Free court time for these groups shall continue to be offered by the selected Contractor.

Free court time shall be extended to the Department for Department sponsored or co-sponsored free participation tournaments, exhibitions, clinics or related activities open to the general public.

Recent renovations to the courts include:

• Lighting o El Dorado – LED lights installed in 2019 o BJK – LED lights installed in 2018

• Resurfacing o EL Dorado – 2020 o BJK – 2023

• Dual striped courts for pickleball, both locations o El Dorado - two tennis courts dual striped/eight pickleball courts o BJK - one tennis court/four pickleball courts

Currently, there are no court lighting fees at either BJK or El Dorado.

1.3 Goals

The objective of this Request for Proposal (RFP) is to contract with an experienced and well-qualified, private, commercial contractor, through a lease agreement, that will continue to serve City residents and visitors, while attracting new players to the sports of tennis and pickleball. Providing exceptional customer service, maintenance, and safety at BJK and El

Dorado is a must. The City also seeks to generate revenue to support capital improvement projects at the Centers while ensuring players pay fair and competitive court fees.

1.4 Award Terms

This lease will be for a period of ten years with the option to renew for two additional five-year periods. The total lease term will not exceed twenty years. The City anticipates awarding to one Contractor the exclusive right to operate BJK and El Dorado, but retains the right to award to more than one Contractor at its sole discretion.

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2 Scope of Work

2.1 Description of Services

At the conclusion of the RFP, the City and Awarded Contractor will enter into a lease agreement for the operation, maintenance, management, and promotion of two municipal tennis and pickleball centers (courts, buildings, and grounds). The Awarded Contractor will need to balance play and court use for all ages, user groups, and ability levels. Prices charged for court fees and lessons will be competitive with the existing market to maximize participation and draw players to the Centers.

Operations

Under the lease agreement, the Awarded Contractor will manage pro shops; initiate a court reservations system; organize league play and United States Tennis Association (USTA) tournaments; and provide competent instruction for all ages and levels of play. The

Awarded Contractor may determine the amount to charge for league play, tournaments, pro shop merchandise, and services such as tennis racket restringing or ball machine rentals. The pro shop should have inventory that is customary for such a shop and have items that would be expected by players and the public.

Fees for court use, instruction, or changes in hours shall be approved by the Director of

Parks, Recreation and Marine (PRM Director). The Awarded Contractor shall submit a schedule of programming to PRM on an annual basis or as requested.

The Awarded Contractor shall employ or subcontract with knowledgeable and customer service-oriented staff.

Current operating hours for BJK and El Dorado are Monday through Friday, 7:00 a.m. to

9:30 p.m., and Saturday through Sunday, 7:00 a.m. to 8:00 p.m. Dates and hours for pickleball vary by Center. Information about court costs and programs may be found on the

City’s website at https://longbeach.gov/park/park-and-facilities/directory/el-dorado-tennis-center/ and https://longbeach.gov/park/park-and-facilities/directory/billie-jean-king-tennis-center/.

For the purpose of this RFP, the Proposer may assume that the City will pay for water, sewer, and trash removal. These costs may be negotiated prior to the execution of the lease and any subsequent amendments. Awarded Contractor should expect to pay for phone and internet service, electricity, and gas. For the City’s Fiscal Year 2023 (October 1, 2022 to

September 30, 2023), electricity is estimated at $31,000 and gas at $440.

As-Needed Maintenance https://longbeach.gov/park/park-and-facilities/directory/el-dorado-tennis-center/ https://longbeach.gov/park/park-and-facilities/directory/el-dorado-tennis-center/ https://longbeach.gov/park/park-and-facilities/directory/billie-jean-king-tennis-center/ https://longbeach.gov/park/park-and-facilities/directory/billie-jean-king-tennis-center/

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The Awarded Contractor shall be responsible for maintaining the facilities and improvements which include the as-needed exterior and interior maintenance of the buildings, courts, fences, landscaping around the buildings, and lighting. As-needed maintenance may include repairs to plumbing, electrical, City-supplied or installed equipment, furniture, court equipment, court surfaces, windscreens, and court lights. All equipment will be kept in good repair and safe condition. Some Capital Improvement

Projects may be reimbursable with advanced approval and availability of funds from the

Tennis Trust Account; however, approval for reimbursement is not guaranteed. The

Awarded Contractor shall submit a Capital Improvement Projects list when requested by the City with proposed timelines, estimated costs, and description of projects.

Promotion

The City will promote classes at the Centers through its quarterly Parks, Recreation, and

Marine Recreation Connection. At minimum, the Awarded Contractor shall have a website and social media site that includes the Awarded Contractor’s contact information, instructor biographies, summary of programs, and upcoming events. The Awarded Contractor shall notify the Department of activities and news that may be used on the City’s social media accounts to cross promote and support the marketing.

APPENDICES

Appendix 1: Billie Jean King Tennis Center Site Map

Appendix 2: El Dorado Tennis Center Site Map

2.2 Performance Metrics & Contract Management

2.2.1 Performance Metrics

The table below highlights the targets that will be tracked and reviewed collaboratively with the Awarded Contractor during the contract. This list is an indication of the performance metrics of interest to the City and is not exhaustive or final. As a part of a response to this

RFP, Proposers may propose additional or alternative performance metrics to be tracked on a regular basis. The final set of performance metrics and frequency of collection will be negotiated by the successful Proposer and the City prior to the finalization of an agreement between parties and may be adjusted over time as needed.

METRIC DESCRIPTION TARGET DATA SOURCE

1. Maintenance and Safety

Have a well-developed safety plan to cover

Maintain a perfect safety record with zero incidents

The awarded

Contractor will cooperate with the

Tennis & Pickleball Center Operator | RFP - PR-23-297 | Template v04.20.23 | 8 various types of programs and activities, including safety training and response program.

requiring emergency response to BJK and

El Dorado.

Correct safety deficiencies and violations of safety practices immediately.

Maintain professional qualifications, safety training, certifications, personnel records, safety plan, and emergency response plan.

Ensure courts and equipment are safe to use and not adversely affected by weather or other conditions.

City in the investigation of accidents occurring at BJK and El

Dorado.

Awarded Contractor shall ensure that the injured person receives prompt and qualified medical attention.

Other documents related to safety will be provided when requested.

2. Personnel Have adequate and properly trained employees.

Properly train employees in all equipment and activities they will be engaged in.

Adjust staffing as needed to respond to influx or

Staffing reports that include experience levels and trainings conducted. Tennis instructors will be

United States

Professional Tennis

Association (USPTA)

Certified. Pickleball

Tennis & Pickleball Center Operator | RFP - PR-23-297 | Template v04.20.23 | 9 reductions of patrons at BJK and

El Dorado.

instructors will be certified from an accredited association, such as

USA Pickleball

(USAP).

3. Revenue Enhance services to attract a variety of patrons to increase revenue.

Annual increase in court use and/or revenue at a minimum of 1% annually.

Monthly reporting of revenue from court fees, lesson fees, tournament fees, food & beverage, and taxable merchandise.

4. Customer

Service

Monitor customer satisfaction to ensure needs are met in a manner that reflects positively on the

Awarded Contractor and the City.

High customer satisfaction, return rate, and timely inquiry resolution.

Satisfaction (How are we doing?)

surveys and customer outreach to contract manager.

5. Partnership Maintain communication with the contract manager though emails, phone calls, and meetings.

Meet three to four times a year and as needed to discuss operations and upcoming events.

Corroborate with contract manager on ways to promote

BJK and El Dorado.

Report summarizing operations and events, including number of patrons using BJK and El

Dorado.

6. Payment Percentage of gross receipts and

Minimum Annual

Payment.

Payment shall be received by the 10th of the month.

Contract payment form.

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2.2.2 Contract Management

The Awarded Contractor will work closely with Department personnel to establish a successful operation that meets contract goals and expectations. The Department will assign a contract manager to work with the Awarded Contractor to track progress, flag challenges, and design course corrections to achieve the contract’s goals. The Awarded

Contractor can expect to meet three to four times annually with Department staff or more frequently as needed or requested to discuss operations.

The Awarded Contractor shall submit monthly concessionaire reports showing daily and monthly gross receipts from the operations, including court fees, food and beverage, taxable merchandise, tournament fees, sales tax, and lessons and receipts of charges from instructors under contact to the Awarded Contractor. Awarded Contractor will pay the greater of a percentage of all gross receipts received from the operation and from instructor hired under the contract and using the Premises; or an annual minimum annual rent payment in equal monthly installments determined through negotiation. The proposed monthly rent shall be subject to periodic increases through amendments to the contract.

2.2.3 Contract Payment

The City of Long Beach issues payment based upon services rendered. After a contract is finalized and work is performed, the Contractor should invoice the City. The City will remit payment within 30 calendar days of being billed.

3 How We Choose

3.1 Minimum Qualifications

The Awarded Contractor shall:

• Have at least three years of continuous experience in operating, managing, and maintaining a tennis and pickleball center, and provide related documentation.

• Provide a minimum of five references, preferably from other municipalities than the

City of Long Beach for whom comparable projects have been completed.

• Present a comprehensive business plan and pro forma of estimated net income outlining a strategy for growth, future financial needs, and projected revenues for a five-year period.

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• Demonstrate adequate capital in reserve and/or investment levels necessary to fund the required aspects of the awarded contract.

• Have and maintain all applicable insurance, licensing, and contracts required by the

City to operate a tennis and pickleball center on City property.

• Demonstrate an ability to employ standard business practices and conduct business in a manner and at a level of service deemed acceptable to the City in the execution of the contract.

• Not have unresolved current or past contract non-compliance, non-performance, suspension, or termination; and contractor, its officers, and employees must not be currently debarred or suspended from doing business with the Federal Government, State of California, or a local government.

• Have at least one full-time staff member on-site during posted hours of operations.

• Any employees, subcontractors, and instructors requiring live-scanned fingerprinted and Department of Justice background checks will be done at the Awarded

Contractor’s expense.

3.2 Evaluation Criteria

Proposals shall be consistently evaluated based upon the following criteria:

CRITERIA

1. Organizational Capacity & Experience

• Experience operating, managing, and maintaining a tennis and pickleball center and pro shop.

• Evidence of ability to engage with a variety of groups.

• Expertise and availability of key personnel.

• The extent to which the minimum qualifications stated in Section 3.1 of this RFP have been met.

2. Method of Approach

• Willingness to be a collaborative partner with the City, its stakeholders, and its tennis and pickleball patrons.

• Willingness to uphold the Department’s commitment to racial equity and other priorities as described in the Strategic Plan for Long Beach Parks, Recreation and

Marine.

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• Resourcefulness to attract and retain new players to BJK and El Dorado.

3. Communications & Reporting

• Types of outreach tools used in similar operations.

• Use of a court reservation system and other technologies related to managing a tennis and pickleball center.

• Reporting monthly expenses and revenue.

4. Reasonableness of Cost

• Playing fees.

• Quality and value of services.

5. Evaluation of Business Plan.

6. Proposed improvements to the facilities and equipment.

7. A determination that the proposer has submitted a complete and responsive proposal as required by all sections, terms, and conditions of this RFP.

4 Proposal Instructions & Content

4.1 Timelines & Instructions

MILESTONE

TIME

(PACIFIC)

& DATE LOCATION / ADDITIONAL INFORMATION

Release date January

23, 2024

There will be no pre-proposal meeting or site walk. By submitting a proposal, all proposers acknowledge that they have investigated the sites in the proposal on their own and are satisfied with the expected conditions.

It is the responsibility of the Contractor to investigate each site without interfering or disturbing the players, employees, or daily operations. Specific questions or clarification about BJK or El Dorado shall be submitted as part of the Questions and Answers (Q&A) process.

Proposers shall not cause a disruption with current operations at the Centers.

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Proposers shall submit questions and inquiries regarding BJK, El Dorado, or the RFP via email to rfppurchasing@longbeach.gov.

Questions due to the

City

February

6, 2024 at

11:00 am

• Submit all inquiries via email to rfppurchasing@longbeach.gov

Posting of the Q&A March 5,

• Responses to the questions will be posted on

LongBeachBuys.com.

Proposals due March 28, 2024 at

11:00 am

• Proposals should be submitted electronically via LongBeachBuys.com.

• Late proposals, or proposals submitted through other channels will not be accepted.

• Proposers are responsible for submitting their proposals completely and on time.

o Proposers will receive an e-bid confirmation number with a time stamp from LongBeachBuys.com indicating that the proposal was submitted successfully.

The City will only receive proposals that were transmitted successfully.

o For technical support, email or call the

City during normal business hours at

LBPurchasing@longbeach.gov or (562)

570-6200.

Evaluation of Narrative

& Cost Proposals

TBD • An Evaluation Committee will review Narrative

& Cost Proposals to select the proposal that best meets the needs of the City.

• Evaluations will be conducted using a methodology derived from the evaluation criteria listed in Section 3.2.

Interviews TBD The City anticipates conducting interviews as part of the evaluation process. The City may interview none, one, some or all of the

Proposers.

Negotiation &

Contractor Selection

TBD • Selected Contractor(s) will be notified in writing.

• Any award is contingent upon the successful negotiation of final contract terms. If contract mailto:rfppurchasing@longbeach.gov mailto:rfppurchasing@longbeach.gov file:///C:/Users/meid/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/X47PW9A6/LongBeachBuys.com file:///C:/Users/meid/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/X47PW9A6/LongBeachBuys.com file:///C:/Users/meid/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/X47PW9A6/LongBeachBuys.com mailto:LBPurchasing@longbeach.gov

Tennis & Pickleball Center Operator | RFP - PR-23-297 | Template v04.20.23 | 14 negotiations cannot be concluded successfully, the City reserves the right to negotiate a contract with another Contractor or withdraw the RFP.

• Negotiations shall be confidential and not subject to disclosure to competing Contractors unless and until an agreement is reached.

Estimated Contract

Execution

TBD

Proposer Debrief After

Contractor is Selected

• Successful and unsuccessful Proposers are encouraged to request phone call or in person meeting with the City to discuss the strengths and weaknesses of their proposal. The intent of the debrief is to provide the Proposer with constructive feedback to equip them with information to effectively meet the City’s needs and be successful in future proposals.

4.2 Proposal Content

Complete proposals will include the following. Proposers are encouraged to use this table as a checklist to ensure all components are included in their proposal.

PROPOSAL

☐ Narrative

Proposal

The Narrative Proposal should provide a straightforward, concise delineation of capabilities to satisfy the RFP. An editable version of Section 4.3 has been posted to Long Beach Buys.

Proposers shall complete the editable template and submit it as part of their narrative proposal.

☐ Cost Proposal • Cost Proposal will include Appendix 3 - Cost Proposal Form.

o Proposers should describe how services and programs offered will cover the monthly minimum rent.

o Proposer should list charges for all proposed equipment, court fees and associated descriptions, and any other proposed charges to patrons. (Appendix

3 - Cost Proposal Form )

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Business Plan and Pro Forma of Estimated Net

Income

Proposers shall describe the effort and skills necessary to operate a tennis and pickleball center. The plan should describe in sufficient detail to allow the City to evaluate it fairly in relation to all other proposals with a minimum of possible misinterpretation. The business plan is a comprehensive description of the planned mode of operation and use of the premises with an emphasis on service to the public, cash controls, safety, and facility maintenance. If necessary, proposers should indicate which center is being described.

The rent to be paid by the Awarded Contractor will be determined as part of the lease negotiations. For the purpose of this RFP, the

Contractor may assume that the payment will be the greater of a percentage of gross receipts or an annual minimum rent amount to be paid in equal monthly installments.

Proposed Programs and Services

• Plan for operating the facilities and accomplishing the goals and objectives set forth in the RFP.

• Plan to offer quality equipment, maintained courts, related services, and instruction to the public.

• Types and descriptions of services or programs proposed.

• Proposed staffing plan and approach to scheduling.

Pro Shop

• Inventory control procedures.

• Proposed pro shop services and merchandising plan, including inventory summary.

Facility Maintenance

• Plan for the frequency and description of custodial and basic maintenance of the buildings and courts at BJK and El Dorado.

Financial

• Pro Forma of Estimated Net Income detailing: Estimated gross revenue for 3 to 5 years of the operation; estimated operating

Tennis & Pickleball Center Operator | RFP - PR-23-297 | Template v04.20.23 | 16 costs for each year, including costs of goods, labor costs and other costs; estimated occupancy/contract payment costs;

and estimated net operating income.

Start-Up Strategy

• Proposed plan for establishing and maintaining positive relationships with tennis and pickleball groups.

• Customer service plan.

• Proposed reservation/point-of-sale system and related equipment.

• Proposed marketing plan.

• Proposed written cash handling procedures and policies.

• Proposed written safety procedures and policies.

Other information, as relevant, to assist the City in evaluating the business plan.

PROPOSAL APPENDICES

☐ Financial

Stability

Proposers should include one or more of the following financial statements to provide the City with enough information to determine financial stability of the Proposer and subcontractor.

• Financial Statement or Annual Report

• Business tax return

• Statement of income and balance sheet

☐ Other Addenda

(if applicable)

Colored displays, promotional materials, and other collateral are not necessary or desired. However, if a complete response cannot be provided without referencing supporting documentation, it may be provided as an addendum clearly cited in the Narrative or Cost Proposal.

MANDATORY ATTACHMENTS | The following are included as Attachments in Long

Beach Buys. They must be signed by the individual legally authorized to bind the

Proposer.

☐ A. Authorization & Certification

☐ B. Equal Benefits Ordinance (EBO) Form

Attachments Which May be Submitted Upon Award | Upon award, Awarded

Contractors will be required to submit the following. We encourage you to take note of

Tennis & Pickleball Center Operator | RFP - PR-23-297 | Template v04.20.23 | 17 these requirements, and where possible, include available information as part of your proposal to expedite processing.

☐ C. W-9

☐ D. Business License

☐ E. Proof of Registration with the California Secretary of State

☐ F. Certificates of Insurance:

☐ Contact Information | Ensure your organization’s profile is up to date in Long Beach

Buys, including an email address, phone number, and for any classifications you may qualify for.

4.3 Narrative Proposal Template

An editable version of the template below has been posted to Long Beach Buys. Proposers should complete the editable template and submit it as their narrative proposal.

Organizational Capacity & Experience

PROPOSER CONTACT INFORMATION

Organization

Company Name

Company Address

Federal Tax ID Number

Website

Authorized

Representative

Name

Title

Email Address

Phone Number

Other Point of

Contact (if required)

Name

Title

Email Address

Phone Number

PROPOSER CAPACITY & EXPERIENCE

What type of enterprise is the organization?

☐ Non-Profit

☐ Sole Proprietorship

☐ General Partnership

☐ Corporation

State and Date of incorporation:

Tennis & Pickleball Center Operator | RFP - PR-23-297 | Template v04.20.23 | 18

☐ Limited Liability Company

☐ Other _________________________________

Please describe why the organization is qualified to provide the services described in this RFP (1-2 paragraphs).

Please describe the length of time the organization has been providing the services described in this RFP. Why is your firm the right one for this contract.

Please provide an overview for how BJK and

El Dorado will be staffed, including titles and description of the job.

Who are your key staff? Please provide a name, title, and resume either as an attachment or provide a one (1) paragraph description.

How many employees does the organization have in total and residing in Long Beach?

REFERENCES

Reference 1

Company

Project Manager

Phone Number

Project Description

Project Start and

End Dates

Reference 2

Company

Project Manager

Phone Number

Project Description

Reference 3

Project Manager

Phone Number

Project Description

Tennis & Pickleball Center Operator | RFP - PR-23-297 | Template v04.20.23 | 19

Reference 4

Company

Project Manager

Phone Number

Project Description

Reference 5

Project Manager

Phone Number

Project Description

SUB-CONTRACTOR CONTACT INFORMATION

Does the proposal include subcontractors?

☐ Yes

☐ No

If applicable, provide the following for all subcontractors included in this proposal.

Organization Company Name

Company Address

Authorized

Representative

Name

Title

Email Address

Phone Number

Other Point of

Contact (if required)

Name

Title

Email Address

Phone Number

SUBCONTRACTOR CAPACITY & EXPERIENCE

What type of enterprise is the organization?

☐ Non-Profit

☐ Sole Proprietorship

☐ General Partnership

☐ Corporation

State and Date of incorporation:

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☐ Limited Liability Company

☐ Other _________________________________

Which specific requirements of this RFP will the subcontractor perform?

Please describe why the organization is qualified to provide the services described in this RFP (1-2 paragraphs).

Please describe the length of time the organization has been providing the services described in this RFP (1-3 sentences).

How many employees does the organization have nationally, locally, and residing in Long

Beach?

Where are the representative(s) that would service the City’s account located?

If the proposer manages other tennis and/or pickleball centers, please provide an outline of how the various centers will be staffed to ensure adequate coverage at the Centers.

Method of Approach

1. Briefly summarize your proposal to provide the services described in this RFP, including type and amount of equipment; hours of operation; staffing levels; staff supervision and training; maintenance of equipment and public spaces; and other services specified. Discuss what steps your organization will take to ensure that you will be ready to start services once the lease is executed.

2. Provide examples that illustrate your organization’s experience and expertise in providing the services described in this RFP.

3. Describe your approach to scheduling and the number of participants and staff planned for each program or service.

4. What added benefit will your business provide to BJK, El Dorado, and the Long

Beach community?

5. How will you ensure your rates and fees remain competitive?

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6. Outline what you will need from the City to successfully launch your operation.

7. Who makes up your target audience? What are your target segments and ideal patrons?

8. Which channels and platforms will you use to market and advertise your business to your target audience? How do you plan to attract new players and keep returning players?

9. Who are your competitors? What are some key factors related to being successful in your industry?

10. Explain your safety plan covering various types of programs and activities included in this proposal.

11. If applicable, describe any charity or non-profit programs or activities related to your business.

12. Describe any recommendations or improvements your firm would make to the facilities under the contract. What improvements have you made at other locations?

13. If issued a separate permit to offer classes in tennis and pickleball instruction, via independent subcontractors at various tennis court locations in the City, how would your firm provide contract classes?

14. If you have completed improvements at other centers, describe your experience, especially as it might relate to a project considered to be public works and reportable to the State of California Department of Industrial Relations.

Communications & Reporting

1. Describe which performance indicators and other criteria that will be used to routinely evaluate your business’s performance. How do you plan to track these measures of success and use this data for program management?

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2. Explain how employees responsible for front-line service delivery will be supervised and how instructors will be evaluated.

3. Explain how you will report on performance to the City and coordinate with the

City to meet the objectives of the RFP.

4. Describe your organization’s financial accounting system and its capacity to administer the accounting requirements of this contract.

5. The City requires that the Awarded Contractor provide proof of payment and insurance of any subcontractors used for this project. If the proposal includes subcontractors, please describe the plan for how the City will be notified of such payments.

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5 Terms & Conditions

5.1 Acronyms/Definitions

1. Awarded Contractor: The organization/individual that is awarded a contract with the

City of Long Beach, California for the services identified in this RFP.

2. BJK: Billie Jean King Tennis Center, 1040 Park Avenue, Long Beach, California 90804

3. Center(s): Billie Jean King Tennis Center and El Dorado Tennis Center, includes the facilities, courts, and equipment.

4. City: The City of Long Beach and any department or agency identified herein.

5. Contractor / Proposer: Organization/individual submitting a proposal in response to this RFP.

6. Department / Division: City of Long Beach, Parks, Recreation and Marine.

7. El Dorado: El Dorado Tennis Center, 2800 North Studebaker Road, Long Beach, California 90815.

8. Evaluation Committee: An independent committee comprised solely of representatives of the City established to review proposals submitted in response to the RFP, evaluate the proposals, and select a Contractor.

9. May: Indicates something that is not mandatory but permissible.

10. PRM: Department of Parks, Recreation and Marine

11. RFP: Request for Proposals.

12. Shall / Must: Indicates a mandatory requirement. Failure to meet a mandatory requirement may result in the rejection of a proposal as non-responsive.

13. Should: Indicates something that is recommended but not mandatory. If the

Proposer fails to provide recommended information, the City may, at its sole option, ask the Proposer to provide the information or evaluate the proposal without the information.

14. Subcontractor: Third party not directly employed by the Proposer who will provide services identified in this RFP.

15. USPTA: United States Professional Tennis Assocation.

16. USAP: USA Pickleball.

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5.2 Solicitation Terms & Conditions

1. The City reserves the right to alter, amend, or modify any provisions of this RFP, or to withdraw this RFP, at any time prior to the award of a contract pursuant hereto, if it is in the best interest of the City to do so.

2. The City reserves the right to request clarification of any proposal term from

Proposers.

3. The City may contact the references provided; contact any Proposer to clarify any response; contact any current users of a Proposer’s services; solicit information from any available source concerning any aspect of a proposal; and seek and review any other information deemed pertinent to the evaluation process.

4. The level and term of documentation required from the Proposer to satisfy the City will be commensurate with the size and complexity of the contract and Proposers should submit accordingly. If the information submitted by the Proposer, or available from other sources, is insufficient to satisfy the City as to the Proposer’s contractual responsibility, the City may request additional information from the

Proposer or may deem the proposal non-responsive.

5. The City reserves the right to waive informalities and minor irregularities in proposals received.

6. The City reserves the right to reject any or all proposals received prior to contract award.

7. The City’s determination of the Proposer’s responsibility, for the purposes of this RFP, shall be final.

8. Unless otherwise specified, the City prefers to award to a single Contractor but reserves the right to award contracts to multiple contractors.

9. The City shall not be obligated to accept the lowest priced proposal, but will make an award in the best interests of the City of Long Beach after all factors have been evaluated.

10. If the City receives a single responsive, responsible proposal, the City may request an extension of the proposal acceptance period and/or conduct a price or cost analysis on such proposal. The Proposer shall promptly provide all cost or pricing data, documentation and explanation requested by the City to assist such analysis. By

Tennis & Pickleball Center Operator | RFP - PR-23-297 | Template v04.20.23 | 25 conducting such analysis, the City shall not be obligated to accept the single proposal.

The City reserves the right to reject such proposal or any portion thereof.

11. Any irregularities or lack of clarity in the RFP should be brought to the Purchasing

Division designee’s attention as soon as possible so that corrective addenda may be furnished to Proposers.

12. Proposals must include any and all proposed terms and conditions, including, without limitation, written warranties, maintenance/service agreements, license agreements, lease purchase agreements and the Proposer’s standard contract language. The omission of these documents may render a proposal non-responsive.

13. Alterations, modifications or variations to a proposal may not be considered unless authorized by the RFP or by addendum or amendment.

14. Proposals which appear unrealistic in the terms of technical commitments, lack of technical competence, or are indicative of failure to comprehend the complexity and risk of this contract, may be rejected.

15. Proposals may be withdrawn by written notice received prior to the proposal opening time.

16. The price and amount of this proposal must have been arrived at independently and without consultation, communication, agreement or disclosure with or to any other

Contractor or prospective Contractor.

17. No attempt may be made at any time to induce any firm or person to refrain from submitting a proposal or to submit any intentionally high or noncompetitive proposal. All proposals must be made in good faith and without collusion.

18. Prices offered by Proposers in their proposals are an irrevocable offer for the term of the contract and any contract extensions. The Awarded Contractor agrees to provide the purchased services at the costs, rates and fees as set forth in their proposal in response to this RFP. No other costs, rates or fees shall be payable to the Awarded Contractor for implementation of their proposal.

19. The City is not liable for any costs incurred by Proposers prior to entering into a formal contract. Costs of developing the proposals or any other such expenses incurred by the Proposer in responding to the RFP, are entirely the responsibility of the Proposer, and shall not be reimbursed in any manner by the City.

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20. Proposal will become public record after the conclusion of the negotiation process and before final approval by the awarding body unless the proposal or specific parts of the proposal can be shown to be exempt by law. Each Proposer may clearly label all or part of a proposal as "CONFIDENTIAL" provided that the Proposer thereby agrees to indemnify and defend the City for honoring such a designation. The failure to so label any information that is released by the City shall constitute a complete waiver of any and all claims for damages caused by any release of the information.

21. A proposal submitted in response to this RFP must identify any subcontractors, and outline the contractual relationship between the Proposer and each subcontractor.

An official of each proposed subcontractor must sign, and include as part of the proposal submitted in response to this RFP, a statement to the effect that the subcontractor has read and will agree to abide by the Proposer’s obligations.

22. If the Contractor elects to use subcontractors, the City requires that the Awarded

Contractor provide proof of payment of any subcontractors used for this project.

Proposals shall include a plan by which the City will be notified of such payments.

23. Each Proposer must disclose any existing or potential conflict of interest relative to the performance of the contractual services resulting from this RFP. Any such relationship that might be perceived or represented as a conflict should be disclosed.

The City reserves the right to disqualify any Proposer on the grounds of actual or apparent conflict of interest.

24. Each Proposer must include in its proposal a complete disclosure of any alleged significant prior or ongoing contract failures, any civil or criminal litigation or investigation pending which involves the Proposer or in which the Proposer has been judged guilty or liable. Failure to comply with the terms of this provision will disqualify any proposal. The City reserves the right to reject any proposal based upon the Proposer’s prior history with the City or with any other party, which documents, without limitation, unsatisfactory performance, adversarial or contentious demeanor, significant failure(s) to meet contract milestones or other contractual failures.

25. The City reserves the right to negotiate final contract terms with any Proposers selected. The contract between the parties will consist of the RFP together with any modifications thereto, and the Awarded Contractor’s proposal, together with any modifications and clarifications thereto that are submitted at the request of the City during the evaluation and negotiation process. In the event of any conflict or

Tennis & Pickleball Center Operator | RFP - PR-23-297 | Template v04.20.23 | 27 contradiction between or among these documents, the documents shall control in the following order of precedence: the final executed contract, the RFP, any modifications and clarifications to the Awarded Contractor’s proposal, and the

Awarded Contractor’s proposal. Specific exceptions to this general rule may be noted in the final executed contract.

26. The City will not be responsible for or bound by any oral communication or any other information or contact that occurs outside the official communication process specified herein, unless confirmed in writing by the City Contact.

27. Any contract resulting from this RFP shall not be effective unless and until approved by the City Council / City Manager, as applicable.

28. The City will not be liable for Federal, State, or Local excise taxes.

29. Execution of Attachment A of this RFP shall constitute an agreement to all terms and conditions specified in the RFP, including all contract terms and conditions therein, except such terms and conditions that the Proposer expressly excludes.

30. Proposer understands and acknowledges that the representations above are material and important, and will be relied on by the City in evaluation of the proposal.

Any Proposer misrepresentation shall be treated as fraudulent concealment from the City of the true facts relating to the proposal.

31. Proposals shall be kept confidential through the negotiation process.

32. No announcement concerning the award of a contract as a result of this RFP may be made without the prior written approval of the City.

Proposers are advised that any contract awarded pursuant to this procurement process that exceeds $100,000 shall be subject to the applicable provisions of Long

Beach Municipal Code Section 2.73 et seq, the Equal Benefits Ordinance.

33. All Proposers shall complete and return, with their bid, the Equal Benefits Ordinance

Compliance form contained in Attachment B, if applicable. Unless otherwise specified in the procurement package, Proposers do not need to submit with their bid supporting documentation proving compliance. However, supporting documentation verifying that the benefits are provided equally shall be required if the proposer is selected for award of a contract.

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5.3 Contract Terms & Conditions

1. The Awarded Contractor will be the sole point of contract responsibility. The City will look solely to the Awarded Contractor for the performance of all contractual obligations which may result from an award based on this RFP, and the Awarded

Contractor shall not be relieved for the non-performance of any or all subcontractors.

2. The Awarded Contractor must maintain, for the duration of its contract, insurance coverages as required by the City. Work on the contract shall not begin until after the Awarded Contractor has submitted acceptable evidence of the required insurance coverages. As a condition precedent to the effectiveness of this contract, Contractor shall procure and maintain at Contractor’s expense for the duration of this contract from an insurance company that is admitted to write insurance in the

State of California or that has a rating of or equivalent to an A:VIII by A.M. Best and

Company the following insurance:

(a) Commercial general liability insurance equivalent in coverage scope to ISO CG 00

01 10 93 naming the City of Long Beach, and its officials, employees, and agents as additional insureds on a form equivalent in coverage scope to ISO CG 20 26 11

85 from and against claims, demands, causes of action, expenses, costs, or liability for injury to or death of persons, or damage to or loss of property arising out activities performed by, managed by, or on behalf of the Contractor in an amount not less than Two Million Dollars (US $2,000,000) per occurrence and

Four Million Dollars (US $4,000,000) in general aggregate.

(b) Workers’ compensation coverage as required by the Labor Code of the State of

California and Employer’s liability insurance with minimum limits of One Million

Dollars (US $1,000,000) per accident or occupational illness.