Youth_Soccer_Programming_at_Doral_Central_Park_(Addendum_#1_Revision).pdf

CITY OF DORAL

INVITATION TO NEGOTIATE

Youth Soccer Programming at Doral

Central Park

Submission Due Date: Monday, November 23, 2026, at 2:00 pm

ITN No. 2026-25

Procurement and Asset Management Director:

ROMAN MARTINEZ, MPA, CPPO, CPPB

City of Doral Invitation to Negotiate

Youth Soccer Programming at Doral Central Park

2026-25

Table Of Contents

1. GENERAL INFORMATION

1.1. General Instructions and Submittal Requirements

1.2. Evaluation Process Overview

1.3. Evaluation Criteria and Weights

2. PROJECT DESCRIPTION

2.1. Scope of Work

2.2. Revenue / Compensation

2.3. Facilities

2.4. League Operations

2.5. Youth Protection, Background Screening and Badging

3. RESPONSE REQUIREMENTS

3.1. Insurance Requirements

3.2. Required Forms & Certifications

3.3. Licenses

3.4. Initial Proposal Response Requirements

4. GENERAL DEFINITIONS & SOLICITATION TERMS & CONDITIONS

4.1. General Definitions

4.2. General Terms and Conditions

5. VENDOR RESPONSE

5.1. Vendor Questionnaire

Attachments:

A - Exhibit_A_Program_Request_Form

B - Exhibit_B_Field_Locations

C - Exhibit_C_-_Approved_Badge_ID_(sample)

D - Exhibit_D_Waiver_and_Release

Youth Soccer

E - Exhibit_E_Program_Evaluation

F - Exhibit_F - Scope_Area

G - Exhibit_G_Annual_Payout_Grid (1)

H - Exhibit_H_Youth_Protection_Compliance_Certification

1. GENERAL INFORMATION

1.1. General Instructions and Submittal Requirements

1.1.1. Notice to Respondents

NOTICE: The City of Doral (“City”) hereby gives notice of its intent to seek Responses from qualified firms or entities (herein referred to as “Respondents”) in response to this Invitation to Negotiate (“ITN”) to provide the services described herein. Responses must be received by the deadline date and time specified below.

1.1.2. Solicitation Overview

The City of Doral is seeking Responses from a qualified Respondent to provide Youth Soccer Programming at

Doral Central Park.

The City of Doral (the "City") is seeking Responses from qualified organizations or individuals to provide Youth

Soccer Programming at Doral Central Park under the coordination of Parks and Recreation.

Through the ITN process described herein, qualified entities interested in providing such services to the City must prepare and submit a Response packet in accordance with the procedure and schedule of this ITN.

1.1.3. Procurement Schedule

All dates and times in this Solicitation may be changed by a written addendum issued by the City. The City’s tentative schedule for this Solicitation is as follows:

Issuance/Advertisement Date: October 23, 2026

Pre-Submittal Conference/Site Visit (Non-

Mandatory):

November 4, 2026, 10:00am

Doral Central Park 3005 NW 92nd Ave, Doral, FL 33172

Deadline for Written Questions: November 16, 2026, 4:00pm

Youth Soccer

Deadline for Responses (Submit

Electronically via OpenGov):

November 23, 2026, 2:00pm

Microsoft Teams meeting

Join:

https://teams.microsoft.com/meet/27646494

58662406?p=LzCRPGNJ7X819dxnzn

Meeting ID:

276 464 945 866 240 6

Passcode:

5Wd6cv3h

Phase I Evaluation Committee Meeting

(Open to Public):

TBD by notice

Phase II Presentations and Q&A Sessions: TBD by notice

Phase Ill Negotiations and Best and Final

Offer (BAFO) (Open to Public):

TBD by notice

Phase IV: Final Evaluation (BAFO

Scorecard):

TBD by Notice

The above schedule may be amended as required. All scheduled meetings will be announced with sufficient time to allow the public full access to the scheduled meetings as per the State of Florida Sunshine Law.

1.1.4. Pre-Submittal Conference

Conference Type: Non-Mandatory

A Pre-Submittal Conference will be held on the date and time specified in the Procurement Schedule. During this meeting, the requirements of this Solicitation will be reviewed and discussed. If Mandatory: Prospective

Respondents must attend. Those who do not attend will be ineligible to submit a Response. Any Response submitted by a non-attendee will be deemed non-responsive. If Non-Mandatory: Prospective Respondents are encouraged to attend, but attendance is not required to submit a Response.

Any changes to this Solicitation discussed during the conference or site visit are not binding unless included in a written addendum issued by the City. Any questions regarding the Solicitation must be submitted in writing to the Procurement Division on or before the question deadline.

Respondents are responsible for reviewing all information related to this Solicitation, including information presented at the conference. By submitting a proposal, the Proposer certifies that it is sufficiently familiar with the facilities, work requirements, and all conditions that may affect contract performance.

https://teams.microsoft.com/meet/2764649458662406?p=LzCRPGNJ7X819dxnzn https://teams.microsoft.com/meet/2764649458662406?p=LzCRPGNJ7X819dxnzn

Youth Soccer

1.1.5. Cone of Silence Policy and Inquiries

This Solicitation is subject to the City “Cone of Silence” policy. Accordingly, all questions and/or comments regarding this Solicitation must be made in writing and be directed to Procurement at the following email procurement@cityofdoral.com. All inquiries must reference "ITN No. 2026-25 Youth Soccer Programming at

Doral Central Park” in the subject line. No phone calls will be accepted in reference to this solicitation. If it becomes necessary to provide additional clarifying information that revises any part of this solicitation, supplements or revisions will be made available via a written addendum.

1.1.6. Method and Deadline for Submittal

Responses must be submitted electronically through the OpenGov Procurement

Portal https://procurement.opengov.com/portal/cityofdoral/projects/299127 by the date and time stated above.

The responsibility for submitting a Response before the stated time and date is solely and strictly that of the

Respondent. The City is not responsible for any delayed, lost, late, misdelivered, or non-delivered Responses, no matter the cause. Any submittals received after the due date and time specified will not be considered. The

City will open all submittals received by the stated deadline in a public forum and announce the name of each

Respondent that submitted a response to this ITN.

Solicitations, addenda, and related notices can be downloaded from OpenGov. Interested parties must register with OpenGov to receive notifications of addenda or notices issued in connection with this ITN.

The City reserves the right to accept any response deemed to be in the best interest of the City, to waive any minor irregularities, scrivener’s errors, minor omissions, minor deviations, and/or technicalities in any

Responses, or to reject any or all Responses and to re-advertise for new Responses, in accordance with the applicable sections of the Florida Statutes, the City Charter and Code, and this Solicitation. Minor issues may be corrected at the City’s discretion; however, material deficiencies, missing mandatory information, or failure to meet basic requirements may result in disqualification.

1.1.7. Method of Award

The City will review all submittals received by the Deadline for Submittal for compliance with the requirements set forth in this ITN. To be deemed responsive, the submittal must meet or exceed the minimum requirements established herein and include all required forms. The City will be the sole judge in determining the

Respondents' qualifications. The City anticipates awarding one (1) contract but reserves the right to award more if in the best interest of the City.

A response to this solicitation does not constitute an offer or a contract with the City. A contract will not exist and is not binding until Responses are reviewed and ranked by an evaluation committee, finalists are selected, negotiations are conducted, Best and Final Offer(s) (BAFOs) are requested, the best Response is identified, a contract has been executed by the parties, and approved by the appropriate level of authority within the City.

The City’s decisions will be final.

In the event the awarded firm fails to execute the agreement or perform services after award, the City of Doral reserves the right to negotiate and execute a contract with the next most qualified firm, as determined during the original selection process, without further solicitation.

1.1.8. Term of Contract

Any contract resulting from this ITN will establish a multi-year agreement with renewal options. Renewal options will be at the same price, terms, conditions, and specifications, unless otherwise agreed to by both mailto:procurement@cityofdoral.com https://procurement.opengov.com/portal/cityofdoral/projects/299127

Youth Soccer parties. Renewals and any changes to the pricing structure, terms, conditions, or specifications must be in writing and executed by the City and the Contractor’s authorized representative.

1.1.9. Contract Execution

The City and the Successful Respondent will execute a contract within thirty (30) days after Notification of

Award, based on the requirements set forth in the ITN, through action taken by the City Council at a fully authorized meeting. If the Successful Respondent awarded the Contract fails to enter into a contract as herein provided, the award may be declared null and void, and the Contract may be awarded to the next most responsible and responsive Respondent, or re-advertised, as determined by the City.

1.1.10. Identification of Subcontractors

Respondents shall list all proposed subcontractors in the appropriate portion of the Required Proposal

Submission Forms attached in the Vendor Questionnaire. Contractor shall be responsible for the coordination of the trades, Subcontractors, materials, and staff necessary to complete the Work.

1.1.11. Pricing

Should the Respondent be awarded a contract pursuant to this ITN, the fee schedule and Revenue Share percentage for the initial term shall be those provided in the Respondent's Final BAFO response. Nonetheless, the Respondent is permitted to propose incentives and discounts from the fixed price to the City at any point during the term of the contract. Any price decrease effected during the contract period, either due to market changes or as a result of the Contractor offering the same or lower prices to other customers, shall be passed on to the City. The Revenue Share percentage shall not decrease during the term of the contract.

The City reserves the right to negotiate reduced prices for any additional term(s) based on market trends or other relevant factors that may affect pricing. Furthermore, the City may adjust the pricing for any additional term(s) in response to decreases in the relevant pricing index.

It is the Successful Respondent’s responsibility to request any pricing adjustment under this provision. For any adjustment to commence on the first day of any exercised option period, the request for adjustment should be submitted 90 days prior to the expiration of the then-current contract term. The adjustment request should not exceed the relevant pricing index change. If no adjustment request is received from the vendor, the City will assume that the vendor has agreed to the optional term without requiring a pricing adjustment. Any adjustment request received after the commencement of a new option period may not be considered.

The City reserves the right to negotiate lower pricing for the additional term(s) based on market research information or other factors that influence price. The City reserves the right to apply any reduction in pricing for the additional term(s) based on the downward movement of the applicable index.

The City reserves the right to reject any price adjustments submitted by the Successful Respondent and/or not exercise any otherwise available option period based on such price adjustments. Continuation of the contract beyond the initial term, and any option subsequently exercised, is a prerogative of the City and not a right of the Successful Respondent. This prerogative will be exercised only when such continuation is clearly in the best interest of the City.

1.2. Evaluation Process Overview

A. The ITN process will be conducted in the following phases:

Youth Soccer

1. Submission of responses

2. Phase I - Public Evaluation of responses and shortlisting

3. Phase II - Presentations and Q&A Sessions by shortlisted proposers (closed to public)

4. Public Evaluation Committee Meeting, possible additional shortlist (finalists). Evaluation Committee decides who to invite to Phase III - Negotiations.

5. Phase III - Negotiations

6. Request to Submit Best and Final Offer (BAFO) by the finalists

7. Evaluation of Best and Final Offers (BAFO’s)

8. Phase IV - Final Public Evaluation Committee Meeting - recommendation of award by the

Evaluation Committee

9. City Manager's Review of the Evaluation Committee's recommendation of award and final decision approval

10. City Council review and approval of award

11. Contract Prep and Issuance

A. Procurement staff will review all Responses to confirm compliance with the submission requirements for this Solicitation. Non-compliant Responses may be deemed non-responsive and excluded from further consideration.

B. Committee Evaluation

Proposals will be evaluated by a Proposal Evaluation Committee, which will review responses deemed responsive and responsible to the solicitation requirements. The committee will convene, review, evaluate, and rank all valid proposals submitted based on the evaluation criteria.

The Proposal Evaluation Committee reserves the right to interview any, all, or none of the Proposers who responded to the ITN and to require a formal presentation/interview with the key personnel who will administer and be assigned to work on behalf of the contract before recommendation of award.

C. Negotiation/Discussion

The ITN is a flexible procurement process method which allows for concurrent negotiations with two or more suppliers. These are collaborative negotiations that entail an exchange of ideas and methods concerning how to best deliver the good or service. The likely outcome of this exchange is changes to the original requirements and adjustments to the Proposer’s response.

1. Part One Negotiations

Based on the outcome of the proposal evaluation meeting, the Evaluation Committee may select a negotiation team that may be composed of evaluation committee members, city's financial officer

Youth Soccer and the Procurement Director. Important to note that there will be no evaluation or ranking process during negotiation meetings. These meetings are to clarify the offer by the finalists and assist the finalists in preparing a final response via a Best and Final Offer (BAFO). During Negotiations, the

Negotiation Team will:

a. Clarify or amend the City’s requirements and expectations.

b. Identify any lack of clarity or shortcomings in the Proposer’s initial offer.

c. Explore alternative solutions or methods with Proposers.

d. Discuss pricing and contract terms with Proposers.

e. Formalize components of the scope of work.

The outcome of this meeting is for the Proposer(s) to submit their Best and Final Offer (BAFO) consideration based on the negotiation discussions.

2. Completion of Negotiations

Once a mutually acceptable agreement that satisfies all parties, addresses all business requirements of the City, and presents the best value to the City is reached, the negotiation phase is complete. If negotiations reach an impasse with all short-listed Proposers invited to negotiate, the

City has the option to reject all offers and cancel the ITN, to reject all offers and reissue the ITN, or to obtain the good or service by another procurement method. Once the negotiation phase has completed, the be Procurement Department will forward a request to submit a Best and Final Offer

(BAFO) from each finalists.

D. Final Award

Final recommendation of award will be provided by the City Manager. The final award is subject to approval by the City Council. Any award made is subject to execution of the contract in a form and substance that is approved by the City Attorney. The City is the sole judge of its best interests and reserves the right to reject all Responses at its sole discretion. The City’s decision will be final.

1.3. Evaluation Criteria and Weights

Rating Scale

0 – Non-Responsive / Unacceptable

Proposal fails to address the criterion, contains major deficiencies, or is non-compliant. Cannot be awarded points.

1 – Poor

The proposal minimally addresses the criterion. Significant weaknesses or gaps exist, and it is unlikely to meet the requirements.

2 – Fair

Youth Soccer

The proposal addresses some aspects of the criterion, but is incomplete or unclear. Weaknesses outweigh strengths, and there is limited confidence in successful performance.

3 – Satisfactory / Acceptable

The proposal adequately addresses the criterion. Its strengths and weaknesses are balanced. It meets the minimum requirements with moderate confidence in success.

4 – Good

The proposal fully addresses the criterion with meaningful strengths. Minor weaknesses may exist, but overall, the response is thorough, clear, and demonstrates above-average capability.

5 – Excellent / Outstanding

The proposal completely and convincingly addresses the criterion. It demonstrates exceptional strengths, innovation, or value. There are no significant weaknesses, which provides high confidence in successful performance.

Phase I Evaluation

No. Evaluation Criteria Scoring

Method

Weight

(Points)

1. Program Management & Technical Approach

• Space & Throughput Planning: Ability to manage maximum program capacity entirely within the footprint of one (1) designated

11v11 field without compromising the key objectives provided by the

City.

a) Ensuring the program stays within the allotted area and does not encroach onto field designated for public free play and City programs.

b) Ensuring program operations are not detrimental to the long -term condition of the playing surface.

• Blackout Adaptability: Feasibility of operations plan factoring in mandatory holiday, July 4th, a minimum of two (2) six (6) week closures throughout the year for maintenance, and amphitheater event blackout windows.

• Roster Compliance: Concrete workflow ensuring non-residents do not exceed the 25% strict roster cap.

0-5

Points

(29.4% of Total)

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2. Key Personnel – Qualifications & Staffing Plan

• Field Supervision: Staffing plan detailing active, on-field supervision and training during peak hours.

• Licensing: Validation of US Soccer or equivalent coaching certifications/licenses.

0-5

Points

(17.6% of Total)

3. Firm Qualifications & Past Performance

• Comparable Scale: Demonstrated experience managing youth soccer leagues of identical or larger volume/scale in public park environments.

• Public Sector Partnership: Proven history of operating non-exclusive, multi-use city facilities smoothly.

• League Affiliations: Details of current league/organization affiliations (noting City has no preferred league).

0-5

Points

(17.6% of Total)

4. Quality, Safety & Risk Management

• Asset Verification: Processes for daily "as-is" field safety inspections and real-time reporting to the City supervisor on-duty .

• Mandatory Infrastructure: Engineering/installation approach for the required 120ft x 20ft safety netting system, goals, and other improvements being proposed by the provider.

0-5

Points

(11.8% of Total)

5. Financial Framework, Auditability & Revenue Share

• Revenue Share Tiering: Assessment of the proposed revenue split

(must meet or exceed the 25% minimum; higher percentages receive more favorable consideration).

• Audit Readiness: Capacity to execute and fund an annual independent financial audit/report due by Dec 31st.

• Fee Transparency: Clear mapping of resident rates vs. the mandatory 25% non-resident surcharge to be paid in full to the City.

0-5

Points

(11.8% of Total)

6. Data, Reporting & Performance Measurement

• Registration & Reporting Track: Workflow for monthly reporting detailing precise accounting, player registration forms, and payment submissions within 14 calendar days.

0-5

Points

(5.9% of

Total)

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7. Stakeholder Engagement & Accessibility

• Doral Resident Outreach: Marketing, customer support, and communication plan customized for City of Doral families and dispute escalation loops.

• Scholarship Programs: Outline a scholarship program customized for City of Doral families to receive scholarships to participate in the program at a reduced fee.

0-5

Points

(5.9% of

Total)

Phase II: Presentations and Q&A Sessions

No. Evaluation Criteria Scoring Method Weight (Points)

1. Operational Agility & Live

Problem Solving

Vendors are presented with a real-time bottleneck scenario.

(e.g., “The City exercises its right to move you for emergency maintenance or triggers an unscheduled soccer field blackout date. Detail your exact operational adjustment plan.”).

0-5 Points 10 (33.3% of Total)

2. CapEx & Site Planning

Execution

Review of detailed visual/permitting plans for their proposed safety netting, goals, and other improvements being proposed by the Provider.

0-5 Points 10 (33.3% of Total)

3. Key Personnel & Leadership

Alignment

Evaluation of the actual League

Director/Project Manager’s presentation delivery. Points are deducted if corporate sales reps lead the presentation rather than the personnel deployed at Doral

Central Park.

Points Based 10 (33.3% of Total)

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Phase IV: Final Evaluation (BAFO Scorecard)

No. Evaluation Criteria Scoring Method Weight (Points)

1. Optimized Technical Solution &

Operations (40 pts)

Evaluation of the final negotiated league schedule, capacity management within one field, strict non-resident roster tracking, and final infrastructure implementation plan.

0-5 Points 40 (40% of Total)

2. Financial Value & BAFO Pricing

Framework (40 pts):

Final scoring of the definitive revenue-sharing percentage, commitment to credit card transaction structures (handling the

3.75% fee), acceptance of late fee parameters ($750 / 5%), and overall projected return to the City.

0-5 Points 40 (40% of Total)

3. Contractual Alignment & Risk

Acceptance (20 pts)

Evaluation of the vendor’s absolute acceptance of the non-exclusivity clause (the City's right to bring in competing soccer providers) and final sign-off on the independent annual audit expenses.

0-5 Points 20 (20% of Total)

2. PROJECT DESCRIPTION

2.1. Scope of Work

The City seeks to enter into a long-term, strategic agreement with a qualified and experienced firm that will provide Youth Soccer Programming at Doral Central Park.

A. The City of Doral is requesting proposals from parties and/or organizations capable of providing youth soccer program management at Doral Central Park.

B. The designation of the Provider to operate the City’s youth soccer program does not entitle the

Provider to any exclusivity and the City reserves the right to select other organizations for Youth Soccer

Youth Soccer

Programming at Doral Central Park and/or entities to operate soccer-related programs in the City’s parks. The Provider may propose additional capital improvements to the facility at their sole expense.

C. The Proposer may be affiliated to a league/organization. The City does not have a preferred league to participate in.

D. The program maximum capacity will be designated by the City based on field space at the designated facility.

E. Current contracted providers with the City are not eligible for this ITN. This ITN is only open to new vendors that do not have current agreements for Youth Soccer Programming with the City.

2.2. Revenue / Compensation

A. The City shall receive a minimum of twenty-five percent (25%) of all revenue collected by the Provider in connection with the Program (the “Revenue Share”). This includes, but is not limited to, registration fees, clinic and group training fees, and registration fees for tournaments organized at City Facilities. Proposers may offer a Revenue Share percentage above the minimum, and higher percentages will receive more favorable consideration under Section 1.3; there is no maximum Revenue Share percentage. Each Proposer must state a single Revenue Share percentage, or a single percentage per revenue stream, in its Response; a range is not acceptable. The Revenue Share shall be calculated on revenue actually collected, net of City-approved discounts and refunds and before deduction of credit card processing fees or any other Provider expense, and applies to the base fee only (excluding the non-resident surcharge described in Section 2.2(C).

B. The Provider is responsible for handling all registration. The Provider shall submit payments to the City for the previous month. Payment to the City must be made in the form of a check made payable to: City of

Doral. A credit card payment is also acceptable but will be subject to a 3.75% credit card processing fees. Payment to the City must be made within fourteen (14) calendar days after the end of each month. The

City shall assess a $750 or 5% of amount due (whichever is greater) late fee on payments not received by that deadline. The Provider may also be assessed an additional $750 or 5% of amount due (whichever is greater) late fee payments not received within thirty (30) days after that deadline. All payments to the City shall include a detailed accounting of all revenues and participant’s registration form as provided in “Exhibit G” of this

Invitation to Negotiate.

C. The fee charged to each participant will be described as in the Program Request Form for such class for residents of Doral and the resident fee plus a surcharge of twenty-five percent (25%) of the registration fee for non-residents of Doral. The entire surcharge for non-residents shall be paid to the City in full, in addition to

(and not as part of) the Revenue Share. Provider may not charge more than the approved rate listed in the

Proposal and on Exhibit “A”. Any changes in pricing and/or payment processes or payment options must be approved by the City prior to implementation. Non-resident rates or fees shall be charged to program participants that do not reside in the City of Doral. The City reserves the right to adjust this fee structure at it’s discretion. Any adjustments to pricing such as financial hardships, discounts, early registration pricing etc.

must be approved by the City prior to implementation.

Youth Soccer

• Non-residents cannot exceed twenty-five (25%) percent of the full league roster unless specifically authorized by the Parks and Recreation Director or designee.

• The Provider shall be responsible for the paying of all taxes and fees as mandated by the City of Doral, Miami-Dade County, the state of Florida, and federal law.

• For each year under this Agreement, the Provider agrees to conduct a full financial audit or an agreed upon procedures financial report, which will be decided by the City. The process shall be conducted by an independent party qualified to render such a report and approved by the City. This report is a means of providing a reasonable basis for the City to place reliance on financial statements and list fairness and accuracy of revenue and expenditures. The report shall be provided to the Director of Parks &

Recreation no later than December 31st each year. All costs and expenses associated therewith shall be the sole responsibility of the Provider.

• The Provider shall be responsible for reimbursing the City for any overtime incurred to facilitate programming and tournaments.

• The Provider shall be responsible for reimbursing the City for any maintenance costs above the minimum maintenance program, detailed below, conducted by the City on an annual basis.

2.3. Facilities

a. “City Facilities” shall be defined as all facilities owned and operated by the City of Doral as outlined in

Exhibit “B”. The City reserves the right to add or delete locations from the Exhibit “B” (Field Locations) at any time during the duration of this agreement.

b. “Third Party Facilities” shall be defined as all facilities owned and operated by other government agencies or private organizations as outlined in Exhibit “B”. The City reserves the right to add or delete locations from the

Exhibit “B” at any time during the duration of this agreement.

c. The parties agree that activities sanctioned and/or operated by the City shall have first priority for use of said facilities, notwithstanding any other provisions in the agreement.

d. The City will designate one (1) of the two (2) 11v11 soccer fields for the use of the soccer provider (Exhibit

F). The second field and remaining greenspace will be designated for public access use or the facilitation of other City programming. This designation is not to be construed as exclusive and will remain available to the

City to facilitate any programming, special events, special event permits, and other uses as deemed necessary by the City. The Provider understands the remaining field space will always remain free and open to the public or for other programming. The City will not expand the Provider's designated area during the term of this agreement, it is the responsibility of the Provider to properly plan their operation within this space. The City reserves the right to move the Provider as needed for scheduled maintenance.

Youth Soccer

e. The City reserves the right to establish use blackout dates due to City special events and/or outdoor event permit applications. This includes, but is not limited to, the dates below. The City reserves the right to modify these dates as needed to facilitate City operations:

Amphitheater: One (1) week prior and after to July 4. One (1) week prior and three (3) days after the City’s

Holiday Celebration. Maintenance program during the summer break. Approved third party special event permits. Events organized by the City's facility management provider in the City of Doral. The Provider shall be knowledgeable, adhere to and enforce all City park rules and regulations as well as any other third-party facilities rules to ensure the safe and proper usage of such facilities. The City reserves the right to add or change game and practice locations as required to ensure the proper operation of the league. The Provider will have non-exclusive use of City Facilities to accommodate regular season play and/or continuation of

Provider league play, tournaments, etc. The Provider shall accept City facilities in 'as-is' condition and shall be responsible for an inspection and/or assessment of the facility conditions. The Provider shall document and report any issues and/or safety concerns to the supervisor on-duty at the facility in a time efficient manner. The Provider, at a minimum and at its sole expense, will be responsible for making the improvements below to the assigned space at Doral Central Park:

• Safety netting system with a minimum width of 120 feet wide by 20 feet tall behind any proposed goal locations.

• All soccer goals required to facilitate the program.

• Temporary or permanent shade structures of any kind.

• All necessary documentation for permitting and Building Department fees.

• Any additional improvements proposed as part of this solicitation response.

The Provider shall not make any permanent or temporary alterations, improvements or additions to City

Facilities, or City affiliated facilities without prior written approval from the Parks & Recreation Director or designee. If approved, the provider would be responsible for the cost of any alterations. The Provider shall remove any temporary alterations, improvements, or additions to City facilities, or City affiliated facilities at the conclusion of the contract term unless noted otherwise in written form by the Parks & Recreation Director or designee. The City shall be responsible for reasonable maintenance of City Facilities during the term and shall maintain the City Facilities in a safe, clean and neat condition. However, the Provider shall ensure that all garbage found on and around the fields, is collected and properly disposed at the conclusion of each game, practice, or league sanctioned activity. The City shall be responsible for developing an appropriate maintenance schedule to sustain a safe and aesthetically pleasing playing surface. The Provider will be responsible for ensuring field usage does not degrade the field to an unacceptable level due to misuse from over programming or conditions unfavorable for usage (rain, flooding, etc.).

The City will perform the minimum maintenance program and schedule as listed below.

• Develop an athletic field maintenance manual with the Provider to ensure the long term viability of the playing surface.

• 40 to 44 cuts per year.

Youth Soccer

• Monthly applications for weeds and pests.

• Maintenance of the irrigation system.

• Turf replacements due to damages caused by City special events, programs, and third party usage.

• Two (2) six (6) week closures throughout the year for scheduled maintenance and field rehabilitation.

• Maintenance of the sports lighting system.

f. The Provider, at its sole expense and with prior written approval of the City, will be responsible for reimbursing the City for any additional work required to maintain the fields or requested by the Provider, this includes but is not limited to:

• Additional mowing services.

• Turf replacement.

• Top dressing and similar services.

• Goals and netting systems.

• Goals and corner kick equipment.

Provider will be responsible for providing all field marketing paint required to facilitate the program. The City will be responsible for using its equipment to stripe the fields to Provider specifications. Provider shall be responsible for any maintenance or repairs resulting from damages caused by the Provider or its employees, agents, guests, invitees, participants and spectators.

g. The Provider shall limit registration and play in accordance with available facilities authorized by the City and agrees not to make demands for additional facilities which are not available or do not exist with the City. The

Provider shall not sublet or rent out any City or Third Party Facilities to other organizations without prior approval from the City. The Provider understands that the City has negotiated and entered into joint-use agreements with the Third Party Facilities outlined in this ITN. The Provider shall ensure that any activities conducted at these facilities do not negatively affect the working relationship the City has developed with these

Third Party Facilities. Failure to comply with this section shall be grounds for the termination of this agreement. The Provider shall not partner with a third partner to offer program services at City/Third Party

Facilities without the prior written consent of the City. The Provider shall be responsible for the storage and maintenance of all league equipment. The City shall approve all equipment stored by the Provider at all City

Facilities. The Provider assumes the responsibility for any equipment stored at City/Third Party Facilities. The

Provider understands that the City may add or delete space as deemed necessary to guarantee the successful operation of other City programming. In the event of inclement weather, City staff will have the final determination as to whether the fields are in safe and playable condition. The City of Doral will make a reasonable effort to have the fields ready for play without sacrificing the safety of City staff and participating patrons. This is to include the use of dry agents as well as alternate means used during field preparations. The

Provider shall remain in good standing for each portion of the program quality assessment & evaluation. (see

Exhibit “E”).

2.4. League Operations

Youth Soccer

a. The Provider shall submit Exhibit “A” with the proposed pricing for youth soccer programming. The Provider shall reference Section 1.1.11 of the ITN for all the terms and conditions regarding pricing.

b. The Provider shall provide to the City a copy of the bylaws, rules/ regulations and or constitution that governs the operations of the program.

c. The Provider shall notify the City of any changes made to any organizational, management, or programming thirty (30) days prior to the implementation of the changes.

d. Department approval is required for any promotional material, flyers, and posters advertising the program prior to its release. The Provider shall also comply with the City’s Ordinance No. 2006-02 entitled “Littering” in reference to Section #2-Handbills. The City will assist in advertising and promotion of the program including, but not limited to, the City’s website, electronic and paper publications, Doral TV, and social media outlets

e. The Provider shall submit to the City, prior to the beginning of the league season(s), a schedule of registration dates, try-out dates, field practices, games, and subsequent make-up games for the entire season at a minimum of thirty (30) days prior to the commencement of the season to allow for coordination in a timely matter.

f. Prior to the commencement of each season, tournament, or any other league organized activity the Provider shall submit to the City a list of players and coaches from every team with basic information (full names, full names of guardians, whether participant is a resident or non-resident, addresses, phone numbers, dates of birth, etc.)

g. The Provider shall schedule all practices and games to ensure the conclusion by the posted closing times at each facility.

h. The Provider shall at their own expense provide each team coach with all equipment necessary for practices and games.

i. The Provider shall ensure that all equipment and uniforms meet safety guidelines based on program and/or affiliated league specifications.

j. The Provider shall at their own cost provide uniforms for all staff, volunteers, and players participating in the program. Uniforms should be consistent and easily to identify and differentiate between staff, volunteers, and players.

k. The City shall reserve the right to approve or reject uniforms and equipment to ensure safety and quality.

l. The Provider shall conduct a minimum of one (1) public meeting per season and agrees to notify all parents of registered participants of the Provider and City when such public meeting(s) involve Provider matters. These meetings shall take place prior to the start of the season for each of the seasons that the program is offered. The Provider shall also conduct one (1) coaches’ meeting per season.

Youth Soccer

m. The Provider shall monitor and control all program participants, including, but not limited to players, coaches, umpires, volunteers, spectators, guests and invitees while City, City associated, and offsite facilities. Adhering to standards of conduct and disciplinary penalties and/or action as may be necessary to ensure a safe and amicable environment for participants, spectators, guests, invitees and other patrons.

n. The Provider shall have the opportunity to propose tournaments throughout the calendar year. The Provider shall submit to the City a proposal outlining the proposed dates, times, locations, number of total games, pricing, and age groups no later than sixty (60) days prior to the proposed commencement of the tournament. The City reserves the right to approve or deny all requests for tournaments to be held at any City/Third Party Facility. The City shall receivethe Revenue Share percentage stated in the Provider’s Response, but not less than twenty-five percent (25%), of all tournament registration fees, consistent with Section 2.2(A).

o. The Provider shall implement and operate a recreational youth soccer league and provide qualified coaches and uniforms for all registered participants. The City shall organize and cover the cost of league games, and referees. The Provider shall coordinate with the City's Parks and Recreation Department on scheduling and league operations. Any tournaments proposed/ hosted by a third party organizer must go through the City’s special event permit process. Even if the provider is organizing the tournament, based on the size and scope of the proposed tournament they would be subject to the same outdoor event permit process.

2.5. Youth Protection, Background Screening and Badging

2.5.1. Purpose and Applicability

The City's highest priority is the safety of children participating in the Program. This Section applies to the

Provider and to every owner, officer, employee, coach, assistant coach, trainer, instructor, referee (if Provider-supplied), volunteer, subcontractor, and any other person acting on behalf of the Provider who has, or may have, direct or indirect contact with minors at City Facilities or in connection with the Program (collectively, “Covered Personnel”). These requirements are conditions of award and of continued performance, and are not waivable by any Program participant, parent, or guardian.

2.5.2. Level 2 Background Screening

A. Before performing any Program duties or having any contact with participants, each Covered Personnel member shall successfully complete Level 2 background screening, consisting of fingerprint-based checks through the Florida Department of Law Enforcement (FDLE) and the Federal Bureau of Investigation (FBI), in accordance with Chapter 435, Florida Statutes, and § 943.0438, Florida Statutes, as applicable. Name-based checks alone do not satisfy this requirement.

B. Screening shall be conducted through a vendor, system, or procedure approved by the City, and the results shall be furnished to the Parks and Recreation Director or designee. The Provider shall bear all screening, fingerprinting, and badging costs.

Youth Soccer

C. Screening results from another entity are acceptable only if the City determines in writing that they are current (completed or retained within the last twelve (12) months, or enrolled in FDLE Retained Print Arrest

Notification) and equivalent in scope.

D. Covered Personnel shall be re-screened at least every five (5) years, or sooner if the City so requires. The

Provider shall enroll Covered Personnel in FDLE's Retained Print Arrest Notification program where available.

The Provider shall also conduct a National Sex Offender Public Website (NSOPW) and FDLE Sexual

Predator/Offender registry search for every Covered Personnel member before each season and at least annually, and shall retain the results.

2.5.3. Disqualification; Prohibition on Registered Offenders

A. The Provider shall not permit any person to serve as Covered Personnel, or to be present at any Program activity in a role involving contact with minors, if that person: (1) is registered, or required to register, as a sexual offender or sexual predator in Florida or any other jurisdiction, including under §§ 943.0435 or 775.21, Florida Statutes; (2) has been found guilty of, has entered a plea of guilty or nolo contendere to, or has been adjudicated delinquent for, regardless of adjudication, any offense listed in § 435.04(2), Florida Statutes, or a substantially similar offense in another jurisdiction; or (3) has any other disqualifying history identified in the screening process, or is the subject of a pending charge for any such offense.

B. No exemption from disqualification under § 435.07, Florida Statutes, or any other law shall be recognized for purposes of this Agreement without the prior written approval of the City Manager.

C. The Provider shall immediately, and in any event within twenty-four (24) hours, remove from all Program duties any Covered Personnel who becomes disqualified, is arrested or charged with a disqualifying offense, or is the subject of a credible allegation of misconduct involving a minor. The Provider shall notify the City in writing within the same period. Removal under this subsection is not subject to the cure period in Section

4.2.56 of this Solicitation.

2.5.4. Supervision and Conduct Standards

A. The Provider shall adopt, submit to the City for approval, and enforce a written youth protection policy that includes, at a minimum: (1) a rule that no adult shall be alone with a participant outside the observation of another screened adult (the “two-adult” rule); (2) limits on private electronic communications between adults and participants; (3) restroom, locker room, and changing procedures; (4) a code of conduct signed annually by all Covered Personnel; and (5) a procedure for reporting and responding to complaints and allegations.

B. All Covered Personnel are mandatory reporters of suspected child abuse, abandonment, or neglect under §

39.201, Florida Statutes, and shall report immediately to the Florida Abuse Hotline (1-800-96-ABUSE) and notify the City. The Provider shall provide training on recognizing and reporting abuse and on the youth protection policy to all Covered Personnel before the first season and annually thereafter, and shall keep training records.

Youth Soccer

C. Volunteers (including parent volunteers) who will have contact with participants are Covered Personnel and shall be screened unless they are only occasional spectators who are not performing any coaching, supervisory, or instructional role.

2.5.5. Annual Certification of Compliance

A. On or before August 1 of each year, and again before the first season under any renewal or extension, the

Provider shall submit to the City a written certification, signed under penalty of perjury by an authorized officer, using the Youth Protection Compliance Certification attached as Exhibit H, stating that: (1) all Covered

Personnel have been screened and cleared in accordance with this Section; (2) no Covered Personnel is disqualified under Section 2.5.3; (3) the registry searches required by Section 2.5.2(D) have been performed;

(4) badges have been issued and are current; (5) the youth protection policy is in effect and required training has been completed; and (6) the Provider has disclosed all arrests, allegations, complaints, and incidents involving minors during the preceding year.

2.5.6. Audit, Records, and Enforcement

A. The Provider shall retain all screening, registry, training, and badging records for at least five (5) years after expiration or termination of the Agreement, and shall make them available to the City on request. Records shall be maintained in accordance with applicable confidentiality and public records laws.

B. The City may audit the Provider's compliance at any time. Failure to comply with this Section, or any false or inaccurate certification, constitutes a material breach. It entitles the City, at its sole discretion, to suspend

Program activity immediately, require removal of any person, withhold approval of any season, and/or terminate the Agreement for default without the opportunity to cure.

C. The Provider shall indemnify the City as provided in Section 4.2.33 for claims arising from the Provider's failure to comply with this Section. The Provider's insurance, including the sexual abuse and molestation coverage required in Section 3.1, shall not be construed to limit these obligations.

2.5.7. City-Approved Badge and Identification

A. The Provider shall issue to each cleared Covered Personnel member a photo identification badge conforming to the specifications in Exhibit C, bearing at minimum the person's name, photograph, role, Provider name, and expiration date. No badge shall be issued until the City has confirmed in writing that the person has cleared screening under Section 2.5.2.

Youth Soccer

B. Covered Personnel shall wear the badge visibly and at all times while at City Facilities or performing

Program duties. Any person without a valid badge shall not be permitted to coach, supervise, or otherwise have contact with participants.

C. The Provider shall maintain a current roster of all badged Covered Personnel, including screening dates, badge expiration dates, and role, and shall submit it to the City before the start of each season and upon any change. The City may inspect the roster, screening records, and badges at any time without prior notice. The

Provider shall retrieve and invalidate badges upon separation, disqualification, or expiration.

3. RESPONSE REQUIREMENTS

3.1. Insurance Requirements

In accordance with Article 9 of the Agreement, Provider shall procure at their sole cost and expense, and maintain without interruption for the full duration of the Agreement (inclusive of applicable extension periods and renewal terms), liability insurance coverage meeting or exceeding the minimum requirements set forth herein. Failure to maintain required insurance coverages shall constitute a material breach of contract.

The Provider shall ensure that the insurance policies required under this Agreement are applicable to the activities contemplated herein, including instruction, athletic training, competitions, student supervision, and related activities. Insurance coverages shall not contain any exclusion, limitation, endorsement, or policy provision that materially eliminates the required coverage for the activities contemplated by the Agreement.

A. Commercial General Liability

A. Limits of Liability

Bodily Injury & Property Damage Liability Each Occurrence $1,000,000

Policy Aggregate $2,000,000

Personal & Advertising Injury $1,000,000

Products & Completed Operations $2,000,000

Coverage shall include:

Contractual Liability

Premises and Operations Liability

Youth Soccer

Ongoing & Completed Operations

Independent Contractors

Participant Liability (No exclusion for athletic participants)

B. Coverage shall not contain exclusions or limitations inconsistent with or in conflict with the scope of protection afforded to the City, its elected and appointed officials, employees, agents, and volunteers.

C. Required Endorsements:

City of Doral as Additional Insured

Primary & Non-Contributory

Waiver of Subrogation in favor of the City

B. Business Automobile Liability

A. Limits of Liability

Bodily Injury & Property Damage Liability Any One Accident

Combined Single Limit $1,000,000

Any Auto/Owned Autos or Scheduled Autos

Including Hired and Non-Owned Autos

B. Endorsements Required

City of Doral as Additional Insured Primary & Non-Contributory

C. Coverage is required if the Provider, its employees, agents, contractors, or representatives use any owned, hired, leased, or non-owned motor vehicle in connection with activities conducted pursuant to this Agreement, including personnel transport, transport of equipment, students, coaches, or other…