Youth Sports Provider _ Cauley Creek Park_ Bi.pdf

REQUEST FOR PROPOSALS

RFP Number:

23-921RP

RFP Title:

Youth Sports Provider – Cauley Creek Park

RFP Due Date and Time:

October 19, 2023 2:00pm ET

Number of Pages: 38

ISSUING DEPARTMENT INFORMATION

Issue Date:

September 21, 2023

Department:

Recreation and Parks

City of Johns Creek Purchasing Division 11360 Lakefield Drive Johns Creek, Ga. 30097

Phone: 678-512-3233 Fax: 678-512-3286

Website:www.johnscreekga.gov

INSTRUCTIONS TO OFFERORS

Proposals shall be submitted electronically via the City’s Bid platform (BidNet) AND in hard copies (detailed below) by mail or in-person to City Hall prior to 2:00 pm ET October 19, 2023.

The hard copies must include six (6) copies of the technical proposal, one (1) copy of the required RFP forms, and one (1) copy of the cost proposal.

All questions must be submitted via BidNet no later than 5:00 pm on October 5, 2023. Answers to questions & Addendums will be posted on BidNet.

Special Instructions:

Register for BidNet at:

https://www.johnscreekga.gov/Residents/Purchasing

BidNet upload two electronic envelopes:

Envelope #1 (2 PDFs):

1 PDF: required RFP forms (W9, E-verify, 50-36-1, submittal, cover page, drug-free workplace copies of licenses etc.) and 1 PDF Technical Proposal

Envelope #2 (1 PDF): Cost Proposal

Mail / Delivery of hard copies:

Mark the outside of the package:

City of Johns Creek

RFP #23-921RP

11360 Lakefield Drive Johns Creek, GA 30097

Include one (1) copy of the required RFP forms (can be loose in the package), (6) six copies of the technical proposal, and one (1) copy (in sealed envelope) of the cost proposal.

IMPORTANT: SEE STANDARD TERMS AND CONDITIONS

OFFERORS MUST COMPLETE THE FOLLOWING

Offeror Name (Firm)/Address:

Authorized Offeror Signatory:

(Please sign in ink) Offeror Phone Number: Offeror Print Name:

RFP CHECKLIST

The 10 Most Critical Things to Keep in Mind When Responding to an RFP for the City of Johns Creek

1. _______ Read the entire document. Note critical items such as: mandatory requirements; supplies/services required; submittal dates; number of copies required for submittal;

funding amount and source; contract requirements (i.e., contract performance security, insurance requirements, performance and/or reporting requirements, etc.).

2. _______ Note the procurement officer's name, address, phone numbers and e-mail address. This is the only person you are allowed to communicate with regarding the RFP and is an excellent source of information for any questions you may have.

3. _______ Attend the pre-bid, proposal conference if one is offered. These conferences provide an opportunity to ask clarifying questions, obtain a better understanding of the project, or to notify the City of any ambiguities, inconsistencies, or errors in the RFP.

4. _______ Take advantage of the “question and answer” period. Submit your questions online in BidNet by the due date listed in the Schedule of Events and view the answers given in the formal “addenda” issued for the RFP. All addenda issued for an RFP are available online in BidNet and will include all questions asked and answered concerning the RFP.

5. _______ Follow the format required in the RFP when preparing your response.

Provide point-by-point responses to all sections in a clear and concise manner.

6. _______ Provide complete answers/descriptions. Read and answer all questions and requirements. Don’t assume the City or evaluation committee will know what your company’s capabilities are or what items/services you can provide, even if you have previously contracted with the City. The Proposals is evaluated based solely on the information and materials provided in your response.

7. _______ Use the forms provided, i.e., required documents, RFP cover page, submittal page, Everify, 50-36-1 form, W9, Drug Free Workplace, COI example, etc.

8. _______ Check for RFP addenda. Before submitting your response, check online in BidNet for any addenda the City has issued. Submission of Bid acknowledges receipt of addendums however, recommended to include with bid submission signed copies.

9. _______ Review and read the RFP document again to make sure that you have addressed all requirements. Your original response and the requested copies must be identical and be complete.

The copies are provided to the evaluation committee members and will be used to score your response.

10. _______ Submit your response on time. Note all the dates and times listed in the Schedule of Events and within the document, and be sure to submit all required items on time. Late proposals responses are never accepted. Don’t wait till last minute to upload electronically in BidNet.

This checklist is provided for assistance only and should not be submitted with Offeror’s Response

TABLE OF CONTENTS

ISSUING DEPARTMENT INFORMATION

INSTRUCTIONS TO OFFERORS

IMPORTANT: SEE STANDARD TERMS AND CONDITIONS

OFFERORS MUST COMPLETE THE FOLLOWING

1.1 PURPOSE OF PROCUREMENT

1.2 ELIGIBILITY/QUALIFICATIONS

1.2.1 PROPOSAL CERTIFICATION

1.3 SCHEDULE OF EVENTS

1.4 RESTRICTIONS ON COMMUNICATIONS WITH STAFF

1.5 DEFINITION OF TERMS

1.6 DESCRIPTION OF REQUIREMENTS

1.6.1 RESULTING CONTRACT

1.6.2 MANDATORY REQUIREMENTS

1.6.3 UNDERSTANDING OF SPECIFICATIONS AND REQUIREMENTS

1.6.4 OFFEROR’S SIGNATURE

1.7 SUBMITTING A PROPOSAL

1.7.1 ORGANIZATION OF PROPOSALS

1.7.2 FAILURE TO COMPLY WITH INSTRUCTION

1.7.5 LATE PROPOSALS

1.8 REQUIRED REVIEW

1.8.1 REVIEW RFP

1.8.2 FORM OF QUESTIONS

1.8.3 CITY’S ANSWERS

1.8.4 STANDARD TERMS AND CONDITIONS/STANDARD CONTRACT

1.8.5 PROJECT OVERSIGHT AND STAFFING

2.1 AUTHORITY

2.2 OFFEROR COMPETITION

2.3 RECEIPT OF PROPOSALS AND PUBLIC INSPECTION

2.3.1 PUBLIC INFORMATION

2.3.2 PROCUREMENT OFFICER REVIEW OF PROPOSALS

2.4 CLASSIFICATION AND EVALUATION OF PROPOSALS

2.4.1 INITIAL CLASSIFICATION OF PROPOSAL AS RESPONSIVE OR NON-RESPONSIVE

2.4.2 DETERMINATION OF RESPONSIBILITY

2.4.3 EVALUATION OF PROPOSALS

2.4.4 COMPLETENESS OF PROPOSALS

2.4.5 EVALUATION COMMITTEE RECOMMENDATION

2.5 CITY’S RIGHTS RESERVED

3.0 RFP MANDATORY OFFEROR REQUIREMENTS

3.1 BACKGROUND INFORMATION

3.1.1 PROJECT INFORMATION

3.2 PROJECT OBJECTIVE

3.4 SCOPE OF SERVICES ................................................... ERROR! BOOKMARK NOT DEFINED.

3.4.1 RFP / PROJECT GENERAL INFORMATION .......................... ERROR! BOOKMARK NOT DEFINED.

3.5 YOUTH SPORTS PROGRAM FOR THE CITY OF JOHNS CREEK -30 POINTS MAX

3.6 EXPERIENCE / QUALIFICATION OF PROJRAM MANAGER -20 POINTS MAX

3.6.1 EXPERIENCE / QUALIFICATIONS OF ORGANIZATION OF SIMILAR SCOPE – 20 POINTS MAX

3.7 REFERENCES (SIMILAR SCOPE) – 10 POINTS MAX

3.8 COST TO PARTICIPANTS– 20 POINTS MAX

3.9 BID EVALUATION ............................................................. ERROR! BOOKMARK NOT DEFINED.

4.0 PROPOSAL SUBMISSION AND EVALUATION

4.1 PROCESS FOR SUBMITTING PROPOSALS

4.1.1 PREPARATION OF PROPOSALS

4.1.2 PACKAGING OF PROPOSALS

4.1.3 SUBMISSION OF PROPOSALS

4.2 EVALUATION PROCESS

4.2.1 ADMINISTRATIVE REVIEW

4.2.2 MANDATORY REQUIREMENTS REVIEW

4.2.3 TECHNICAL PROPOSALS EVALUATION

4.2.4 INTERVIEWS

4.3 REJECTION OF PROPOSALS/CANCELLATION OF RFP

4.4 CITY’S RIGHT TO INVESTIGATE AND REJECT

4.4.1 OFFEROR INFORMATIONAL REQUIREMENTS

5.0 TERMS AND CONDITIONS

5.1 RFP AMENDMENTS

5.2 PROPOSAL WITHDRAWAL

5.3 COST FOR PREPARING PROPOSALS

5.4 CONTRACT

5.4.1 CONTRACT TERM

5.4.2 CONTRACT RENEWAL

5.5 CONFLICT OF INTEREST

5.6 MINORITY BUSINESS POLICY

5.7 ADA GUIDELINES

5.8 COMPLIANCE WITH LAWS

5.9 GOVERNING TERMS

5.10 INDEMNIFICATION

5.11 CORRECTIONS/CREDITS

5.12 INSURANCE

5.13 CANCELLATION

5.14 INDEPENDENT CONTRACTOR

5.15 NO ASSIGNMENT

5.16 AUDIT

5.17 ATTORNEY’S FEES

5.18 MISCELLANEOUS

APPENDIX A

SCHEDULE OF EVENTS

APPENDIX B ................................................................... ERROR! BOOKMARK NOT DEFINED.

COST TO PARTICIPANTS

APPENDIX C…………………………………………………………………..………….………25

CITY OF JOHNS CREEK REQUIRED DOCUMENTS/FORMS

APPENDIX D……………………………………………………………………………….….26-34

FACILITY USE AGREEMENT EXAMPLE

REQUIRED DOCUMENTS/FORMS………………………………………………………..35-38

1.0 INTRODUCTION

1.1 Purpose of Procurement

The City of Johns Creek, Georgia (City) requests technical proposals from qualified Offerors to provide year-round, comprehensive youth sports programming (specifically for children ages 5 – 12 years old) on behalf of the City utilizing City park fields, courts, and facilities at Cauley Creek Park and Shakerag Park.

The awarded Offeror shall collaborate with City staff on to provide a comprehensive youth sports program and program participant fees for sports programs that includes, but is not limited to, youth soccer, youth lacrosse, youth flag football, youth tackle football, special needs youth sports programming, and youth cricket.

1.2 Eligibility/Qualifications

To be eligible for award of a contract in response to this solicitation, the Offeror should demonstrate that they, or the program manager proposed, have successfully completed services as specified in the Mandatory Offeror Requirements/Scope of Services section of this solicitation, and are normally and routinely engaged in performing such services.

Offeror should provide the City with credentials supporting their past experience and expertise to ensure excellence in provision of youth sports at Cauley Creek Park and Shakerag Park as requested in the RFP.

1.2.1 Proposal Certification

Pursuant to the provisions of the Official Code of Georgia Annotated 50-5-67(a), the City certifies the use of competitive sealed bidding would not be practical or advantageous to the City in completing the work described in this RFP. All proposals submitted pursuant to this request will be made in accordance with the provisions of this RFP.

1.3 Schedule of Events

See Appendix A for the detail Schedule of Events.

1.4 Restrictions on Communications with Staff

From the issue date of this RFP until an Offeror(s) is selected, Offerors are not allowed to communicate for any reason with any City staff, elected officials, or other contractors or sub-contractors except through the City’s Purchasing Manager, or during the pre-proposal conference, or as provided by existing work agreement(s). The City reserves the right to reject the proposal of any Offeror violating this provision.

All questions concerning this RFP must be submitted electronically online via BidNet (the electronic bidding platform). To access BidNet, go to the City website purchasing page https://www.johnscreekga.gov/Residents/Purchasing and follow the links to the Georgia Purchasing Group by BidNet.

Questions must include the Offeror name and reference an RFP section (in the following format):

1. Question Citation of relevant section of the RFP

2. Question Citation of relevant section of the RFP

No questions other than online will be accepted. No response other than that posted online will be binding upon the City.

The City does not to provide debriefings for firms not recommended for contract award until after the contract has been awarded.

Additional assistance is available by emailing the City of Johns Creek Purchasing Department at:

purchasing@johnscreekga.gov .

1.5 Definition of Terms

City – City of Johns Creek

OCGA - Official Code of Georgia Annotated (State Statute)

Offeror - Respondent to this Request for Proposals

Contractor – Offeror awarded contract with City

RFP - Request for Proposals

1.6 Description of Requirements

The City has established certain requirements with respect to Request for Proposals to be followed by Offerors.

Whenever the terms "shall", "must", "will", or "is required" are used in the RFP, the specification being referred to is a mandatory requirement of this RFP. Failure to meet any mandatory requirement will cause rejection of Offeror's proposal. Whenever the terms "can", "may", or "should" are used in the RFP, the specification being referred to is a desirable and failure to provide any items so termed may not be cause for rejection, however, may cause a reduction in score awarded.

1.6.1 Resulting Contract

This RFP and any addenda, the Offeror’s RFP response, including any amendments, a best and final offer, and any clarification question responses shall be included in any resulting contract. The City’s contract contains the contract terms and conditions which will form the basis of any contract between the City and the highest-scoring Offeror. In the event of a dispute as to the duties and responsibilities of the parties under this contract, the contract, along with any attachments prepared by the City, will govern in the same order of precedence as listed in the contract.

1.6.2 Mandatory Requirements

To be eligible for consideration, an Offeror must meet the intent of all mandatory requirements. The

City will determine whether an Offeror’s RFP response complies with the intent of the requirements.

RFP responses that do not meet the full intent of all requirements listed in this RFP may be subject to point reductions during the evaluation process or may be deemed non-responsive.

1.6.3 Understanding of Specifications and Requirements

By submitting a response to this RFP, the Offeror agrees to an understanding of and compliance with the specifications and requirements described in this RFP.

1.6.4 Offeror’s Signature

The proposal must be signed in ink by an individual authorized to legally bind the business submitting the proposal. The Offeror’s signature on a proposal in response to this RFP guarantees that the offer has been established without collusion and without effort to preclude the City from obtaining the best possible services. Proof of authority of the person signing the RFP response must be furnished upon request.

1.7 Submitting a Proposal

1.7.1 Organization of Proposals

Offerors must organize their proposals into sections that follow the format of this RFP, separating each section example: 3.6 Experience / Qualifications of Program Manager. A point-by-point response to all numbered sections, subsections, and appendices is required. If no explanation or clarification is required in the Offeror’s response to a specific subsection, the Offeror shall indicate so in the point-by-point response or utilize a blanket response for the entire section with the following

Statement: “(Offeror’s Name)” understands and will comply.

1.7.2 Failure to Comply with Instruction

Offerors failing to comply with these instructions may be subject to point deductions. The City may also choose to not evaluate, may deem non-responsive, and/or may disqualify from further consideration any proposals that do not follow this RFP format, are difficult to understand, are difficult to read, or are missing any requested information.

1.7.3 Copies Required and Deadline for Receipt of Proposals

Offerors must submit proposals both: six (6) hard copies in person/mail at City Hall and online electronically through BidNet. Proposals, all required documents, and any additional bid documents must be delivered and uploaded into in BidNet. RFP responses must be received prior to 2:00 pm, Thursday, October 19, 2023 both at City Hall and electronically in BidNet.

1.7.5 Late Proposals

Regardless of cause, late proposals will not be accepted and will automatically be disqualified from further consideration. It shall be the Offeror’s sole risk to assure delivery at the receptionist's desk at City Hall by the designated time. Late proposals will not be opened and may be returned to the Offeror at the expense of the Offeror or destroyed if requested.

1.8 Required Review

1.8.1 Review RFP

Offerors should carefully review the instructions; mandatory requirements, specifications, standard terms and conditions, and standard contract set out in this RFP and promptly notify the City’s Purchasing Manger in writing or via e-mail of any ambiguity, inconsistency, unduly restrictive specifications, or error which they discover upon examination of this RFP.

1.8.2 Form of Questions.

Offerors with questions or requiring clarification or interpretation of any section within this RFP must submit their questions online via BidNet on or before 5:00 pm October 5, 2023. Each question must provide clear reference to the section, page, and item in question. Questions received after the deadline may not be considered.

1.8.3 City’s Answers.

The City will provide an official written answer within three (3) business days to all questions received by October 5, 2023 at 5:00 pm. The City's response will be by formal addendum published online via BidNet. Any other form of interpretation, correction, or change to this RFP will not be binding upon the City. Offerors must acknowledge receipt of addendum(s) within their proposal submission and may also provide signed copies of addendum(s) in their Proposal as a means to acknowledge receipt of the addendum(s).

1.8.4 Standard Terms and Conditions/Standard Contract.

By submitting a response to this RFP, the Offeror agrees to accept the standard terms and conditions and standard contract as set out in this RFP. Much of the language included in the standard terms and conditions and standard contract reflects requirements of state law. Requests for exceptions to the standard terms and conditions, standard contract terms, or any added provisions must be submitted to the City’s Purchasing Manger by the date for receipt of questions or with the Offeror’s proposal and must be accompanied by an explanation of why the exception is being taken and what specific effect it will have on the Offeror’s ability to respond to the RFP or perform the services. The City reserves the right to address non-material, minor, insubstantial requests for exceptions with the highest-scoring Offeror during contract negotiation. Any material, substantive, important exceptions requested and granted to the standard terms and conditions and standard contract language will be addressed in a formal addendum issued for this RFP and will apply to all Offerors submitting a response to this RFP.

1.8.5 Project Oversight and Staffing

The successful Offeror will report to the City’s Recreation Manager, Cara Prell.

2.0 RFP STANDARD INFORMATION

2.1 Authority

This RFP is issued under the authority of the Purchasing Division of the City of Johns Creek. The RFP process is a procurement option allowing the award to be based on stated evaluation criteria.

The RFP states the relative importance of all evaluation criteria. No other evaluation criteria, other than as outlined in the RFP, will be used.

2.2 Offeror Competition

The City encourages free and open competition among Offerors. Whenever possible, the City has designed specifications to satisfy the City’s need to procure technically sound, cost-effective services through this RFP.

2.3 Receipt of Proposals and Public Inspection

2.3.1 Public Information

All information received in response to this RFP, including copyrighted material, is deemed public information and will be made available for public viewing and copying after the time for receipt of proposals has passed with the following four exceptions: (1) bona fide trade secrets meeting confidentiality requirements that have been properly marked, separated and documented; (2) matters involving individual safety as determined by the City (3) any company financial information requested by the City to determine the Offeror’s responsibility unless prior written consent has been given by the Offeror; and (4) other constitutional protections.

2.3.2 Procurement Officer Review of Proposals.

Upon opening the proposals received in response to this RFP, the Purchasing Manager will review the proposals and separate out any information that meets the referenced exceptions in Section 2.3.1 above, providing the following conditions have been met:

Confidential information is clearly marked and separated from the rest of the proposal.

The proposal does not contain confidential material in the cost or price section.

An affidavit from an Offeror’s legal counsel attesting to and explaining the validity of the trade secret claim is attached to each proposal containing trade secrets.

Information separated out under this process will be available for review only by the Purchasing Manager, the evaluation committee members, and limited other designees. Offerors must be prepared to pay all legal costs and fees associated with defending a claim for confidentiality in the event of a open records request from another party.

2.4 Classification and Evaluation of Proposals

2.4.1 Initial Classification of Proposal as Responsive or Non-responsive

All Proposals will initially be classified as either “responsive” or “non-responsive” by the Purchasing Manager. Proposals may be found non-responsive any time during the evaluation process or contract negotiation if any of the required information is not provided; the submitted price is found to be excessive or inadequate as measured by criteria stated in the RFP; or the proposal is not within the plans and specifications described and required in the RFP. If a proposal is found to be non-responsive, it will not be considered further.

2.4.2 Determination of Responsibility

The Purchasing Manager will determine whether an Offeror has met the standards of responsibility.

Such a determination may be made at any time during the evaluation process and through contract negotiation if information surfaces that would result in a determination of non-responsibility. If an Offeror is found non-responsible, the determination must be in writing, made a part of the procurement file, and mailed to the affected Offeror.

2.4.3 Evaluation of Proposals

All responsive proposals will be evaluated based on stated evaluation criteria. In scoring against stated criteria, the City may consider such factors as accepted industry standards and a comparative evaluation of all other qualified RFP responses in terms of differing price, quality, and contractual factors. These scores will be used to determine the most advantageous offering to the City. Only those that meet the evaluation criteria will be considered.

2.4.4 Completeness of Proposals

Selection and award will be based on the Offeror’s proposal and as outlined in this RFP. Submitted responses may not include references to information located elsewhere, such as internet websites.

2.4.5 Evaluation Committee Recommendation

The Evaluation Committee will provide a recommendation for award to the Purchasing Manager.

The Purchasing Manager will review the recommendation to ensure its compliance with the RFP process and criteria before concurring with the Evaluation Committee’s recommendation.

2.5 City’s Rights Reserved

Issuance of the RFP in no way constitutes a commitment by the City to award and execute a contract.

Upon a determination such actions would be in its best interest, the City, in its sole discretion, reserves the right to:

Cancel or terminate this RFP;

Reject any or all proposals received in response to this RFP;

Waive any undesirable, inconsequential, or inconsistent provisions of this RFP which would not have significant impact on any proposals;

Not award if it is in the best interest of the City not to proceed with contract execution; or If awarded, terminate any contract if the City determines adequate City funds are not available.

3.0 RFP MANDATORY OFFEROR REQUIREMENTS

This section identifies provides relevant background about the City and project information as well as all mandatory requirements that must be present in the proposal.

3.1 Background Information

The City of Johns Creek is located in the northeast corner of Fulton County; bounded on the south by the Chattahoochee River, on the east by Gwinnett County and the Chattahoochee, on the north by Forsyth County and on the west by the cities of Alpharetta and Roswell. Johns Creek has an approximate population of 82,000. Of note, Johns Creek is not a traditional City in that it was incorporated on December 1, 2006 following a citizen-driven referendum focused on improving service delivery and enhancing local control.

Following its incorporation, the City acquired the four former Fulton County parks (Autrey Mill Nature Preserve, Newtown Park, Ocee Park, and Shakerag Park) within its municipal boundaries, established a Recreation and Parks Division, and entered agreements with the pre-existing Newtown Recreation and Ocee Park Athletic Association to provide athletic sports programming at Newtown Park and Ocee Park. Both organizations have agreed to the City’s Recreation & Parks Athletic Association Policies and Procedures Manual which details the City’s legal, organizational, and operational requirements for youth athletic associations.

In 2016, the City adopted a Recreation and Parks Plan and focused on implementing the plan recommendations – including acquiring over 220 acres of what has since been developed as parkland.

With many of the projects from the 2016 Plan implemented and recognizing that some of the City’s recreation and park facility needs have changed, the Council prioritized updating the Recreation and Parks Strategic Plan in 2022.

After unanimously adopting the updated Recreation and Parks Master Plan in March 2023, the City has taken several critical steps to advance the Plan’s recommendations including transitioning the Recreation and Parks Division to a standalone Department. Another key project since Plan adoption has been preparing for the activation of the 203-acre Cauley Creek Park (which celebrated its grand opening in July 2023).

3.2 Project Information

Cauley Creek Park (7255 Bell Road) includes four full-sized, rectangular-shaped athletic fields (two synthetic turf and two natural grass) perfect for soccer, lacrosse, and football. The two grass fields have also been designed to accommodate one full-sized (adult) pitch for the sport of cricket. For the current fall sports season, the City staff organized rental of the fields at Cauley Creek Park and the nearby Shakerag Park (10945 Rogers Circle) to interested groups. Although still early, the addition of the four fields at Cauley Creek and organized rental of the three (full-sized rectangular athletic) fields at Shakerag Park (one synthetic turf and two natural grass) seems to be helping accommodate the growing demand for youth sports in Johns Creek.

As mentioned above, to activate its athletic fields and best serve the local need for youth sports, the City has historically partnered with youth athletic associations. By partnering with youth athletic associations, the City has benefited by having successful youth sports programs that address recreational needs without hiring additional staff to directly organize, operate, and manage the sports leagues. The existing youth athletic associations have Facility Use Agreements with the City, which gives them priority use of the park facilities to operate their youth sports programs. The updated Recreation and Parks Master Plan recommended the continuation of the arrangement (using partner organizations to provide for recreational sports needs) and expanding it to include the athletic fields and courts at Cauley Creek Park and Shakerag Park.

3.3 Project Objective

The City seeks proposals from Offerors to be the youth athletic association for Cauley Creek Park and Shakerag Park. The City intends to enter into a Facility Usage Agreement with a youth athletic association to provide year-round, comprehensive youth sports program (specifically for children ages 5 – 12 years old). The youth sports program shall include, but is not limited to, youth soccer, youth lacrosse, youth flag football, youth tackle football, special needs sports programming, and youth cricket.

The successful Offeror will have to agree to the City’s Recreation & Parks Athletic Association Policies and Procedures Manual which details the City’s legal, organizational, and operational requirements for youth athletic associations. The City’s Recreation & Parks Athletic Association Policies and Procedures Manual is included as an attachment to this RFP.

MANDATORY OFFEROR RESPONSE - TECHNICAL PROPOSALS

3.5 Cover Letter (1 Page Max)

In the form of a letter, Offeror shall provide the organization name (any former organization names), physical address, telephone number, e-mail address for the proposed primary Program Manager / contact person, and any proposed subcontracted organizations or individuals.

3.6 Youth Sports Program - 30 Points Max (5 Pages Max)

The Offeror shall detail the proposed comprehensive, year-long, youth sports program that meets the needs and interests of Johns Creek youth. The City is interested in approaches that are innovative, recognize the City’s diversity and are economical for our residents.

One of the five pages supporting the proposed youth sports program shall be formatted as a table that details the last three (3) years of all youth sports programs, camps, activities, or related projects completed by the Offeror. The table shall include number of participants in each program/camp/activity, person in charge of the program/camp/activity, and location of the program/camp/activity. As space allows brief descriptions (if the title is not self-explanatory) for the program/camp/activity are encouraged.

Basis of Evaluation Does the program consider the needs and interests of the community?

What sports are included?

Does the program focus on children (ages 5 – 12)?

Is the program implementation and schedule reasonable?

Are personnel listed adequate to implement the program?

Is the primary organization and partner/sub organizations based in Johns Creek?

3.7 Experience / Qualification of Program Manager -20 Points Max (2 Pages Max)

Provide a short description of the Program Manager’s experience on similar projects. The Program Manager listed in the RFP cannot be changed without the approval of the City.

Basis of Evaluation Quality and relevant experience Demonstrated experience and reputation of Program Manager in the management of similar type programs.

3.8 Experience / Qualifications of Offeror – 20 Points Max (5 Pages Max)

The Offeror shall demonstrate youth sports programming experience of similar size and content to the proposed youth sports program as well as the proposed personnel and any sub-contracted individuals or organizations. Brief descriptions of experience of key personnel (such as years of experience, years with organization, and specific experience with the youth sports programming) are encouraged.

One of the five pages supporting the proposed experience / qualifications of the Offeror shall be devoted to an organizational chart. The organizational chart should show the reporting structure for the proposed personnel to be managing the youth sports programs, including the proposed leaders for all major program categories. The proposed Program Manager shall be clearly indicated on the organizational chart.

Basis of Evaluation;

Relationship of Experience to this program as it relates to size, quality and relevance.

Relationship of Experience as it relates to similar Programs Does description include all major program categories and how personnel function within categories?

Information should be complete, in a clear and concise manner.

3.9 References (Similar Scope) – 10 Points Max (2 Pages Max)

Provide a minimum of three (3) references (including name, organization, email, phone number and brief description of program and size of program provided). The City anticipates contacting references to confirm the Offeror’s experience and performance.

Basis of Evaluation Perception of the Offeror’s experience and performance on similar programs Perception of the Program Manager’s experience and performance on similar programs Perception of the Offeror’s / Program Manager’s ability to execute the sports program Perception of the responsiveness of Offeror / Program Manager

3.10 Cost to Participants – 20 Points Max

The proposed program cost proposal should include overall costs and proposed participant program costs for any and all sports programs, camps, and activities for the year.

4.0 PROPOSAL SUBMISSION AND EVALUATION

4.1 Process for Submitting Proposals

4.1.1 Preparation of Proposals

Failure to meet the requirements described below will result in a proposal being determined non-responsive and rejected.

Proposal Format

Proposals should be prepared simply and economically, avoiding the use of elaborate promotional materials beyond those sufficient to provide a complete presentation. All pages shall be numbered.

To aid in thorough and consistent review, the technical portion of the proposal shall be submitted on no more than fifteen (15), one-sided 8 ½” x 11” pages in no smaller than 10 point font and shall be organized to correspond to the following sections and in compliance with the listed page maximums for each section.

1. Cover Letter (1 page max)

2. Youth Sports Program (5 pages max)

3. Experience / Qualifications of Program Manager (2 pages max)

4. Experience / Qualifications of Offeror (5 pages max)

5. References (2 pages max)

The Cost to Participants documentation is not limited in number of pages. The format is not specified but should be on a document created by the Offeror that clearly identifies the Offer and the cost to the participants for each proposed sports program, camp, and/or activity.

Standard purchasing required documents and forms required by the City (such as page 1 of this RFP, Immigration and Security Form, Affidavit Verifying Lawful Presence other required forms of this RFP etc.) shall not count towards the page limit and should be included in an Appendix in the hard copy of the proposal and uploaded as one combined PDF in BidNet.

4.1.2 Packaging of Proposals

Offerors must submit proposals BOTH online through BidNet and six (6) hard copies in person / mail at City Hall. All electronic proposals must be uploaded in designated envelopes in BidNet. Cost Proposal PDFs are to be uploaded only in envelope #2 in BidNet and one (1) hard copy must be sealed.

Outside of package for hard copies shall be marked as:

City of Johns Creek

RFP #23-921RP

11360 Lakefield Drive Johns Creek, GA 30097

Phone if needed-678-512-3233

The contents of package and electronic submission shall include:

Envelope #1:

A. Required Forms / RFP Documents – listed below. Upload one (1) PDF in BidNet AND mail/deliver one (1) hard copy (in a sealed envelope marked Required Documents / RFP #23- 921RP) Envelope #1 with Offeror Name. Hard copies of the Required Forms / RFP Documents can be lose in a box.

RFP cover page RFP Proposal Letter Disclosure Form W9

E-verify 50-36-1 form (person submitting proposal) Example COI Drug-Free Workplace Copies of any professional licenses etc.

B. Technical Proposal – Upload one (1) PDF in BidNet AND mail/deliver six (6) bound hard copies (in a sealed envelope marked Technical Proposal / RFP #23-921RP).

See section 4.1.1 Proposal format.

Envelope #2:

Youth Sports Program Cost to Participants – Upload one (1) PDF in BidNet AND mail/deliver one (1) hard copy (in a sealed envelope marked Cost Proposal RFP #23-921RP) Envelope #2 with Offeror Name and Cost Proposal.

4.1.3 Submission of Proposals

Proposals must be received electronically through BidNet and six (6) hard copies received at City Hall prior to 2:00 pm, Thursday, October 19, 2023 Eastern Time.

Any Proposal received after the due date and time will not be accepted by BidNet and or late hard copies delivered to City Hall will not be opened.

4.2 Evaluation Process

All responsive Proposals will be evaluated based on stated evaluation criteria. In scoring against stated criteria, the City may consider such factors as accepted industry standards and a comparative evaluation of all other qualified RFP responses in terms of differing price, quality, and contractual factors. These scores will be used to determine the most advantageous offering to the City. Only those that meet the evaluation criteria will be considered.

4.2.1 Administrative Review

The Proposals will be reviewed by the Purchasing Manager for the following administrative requirements:

1. Submitted by deadline.

2. Sealed Technical Submission of Proposals.

3. All required documents have been submitted.

4. All documents requiring an original signature have been signed and are included.

4.2.2 Mandatory Requirements Review

Proposals that pass the administrative review will then be reviewed by the Evaluation Committee to ensure all mandatory requirements are addressed satisfactorily.

4.2.3 Technical Proposals Evaluation

In this phase, the Evaluation Committee will evaluate the quality and completeness of each technical submittal as it addresses each requirement of the RFP. The RFP carries a total weight of 100 points.

Technical submittals will be evaluated and scored in categories. Each category is assigned a maximum point value. Technical proposals that scored above the mean score for all proposals, will be ranked for further evaluation.

The following items are evaluation criteria for all qualifying submittals and will be rated on a point basis by the Evaluation Committee. Offerors must provide all information as required in Section 3.0.

Youth Sports Program (30) Experience / Qualifications of Program Manager (20) Experience / Qualifications of Program Team (20) References (10) Cost to Participants (20)

100 points

4.2.4 Interviews

The City reserves the right to invite Offerors to participate in a virtual or in person interview for further clarity and insight.

4.3 Rejection of Proposals/Cancellation of RFP

The City reserves the right to reject any or all proposals, to waive any irregularity or informality in a proposal, and to accept or reject any item or combination of items, when to do so would be to the advantage of the City. It is also within the right of the City to reject any proposals that do not contain all information requested in this document. The City reserves the right to cancel this RFP at any time.

The City will not be liable for any cost/losses incurred by the Offerors throughout this process.

4.4 City’s Right to Investigate and Reject

The City may make such investigations as deemed necessary to determine the ability of the Offeror to provide the supplies and/or perform the services specified.

4.4.1 Offeror Informational Requirements

In determining the capabilities of an Offeror to perform the services specified herein, the City may make request for additional information.

5.0 TERMS AND CONDITIONS

5.1 RFP Amendments

The City reserves the right to amend this RFP prior to the Request for Proposals due date. All amendments and additional information will be posted to BidNet as addendum(s).

https://www.bidnetdirect.com/georgia/cityofjohnscreek and the DOAS/Georgia Procurement Registry, located at: http://ssl.doas.state.ga.us/PRSapp/PR_index.jsp . Offerors are encouraged to check these website frequently for addendum(s).

5.2 Proposal Withdrawal

A submitted proposal may be withdrawn prior to the due date by a written request to the Purchasing Manager. A request to withdraw a proposal must be signed by an authorized individual.

5.3 Cost for Preparing Proposals

The cost for developing a response to the Request for Proposals is the sole responsibility of the Offeror. The City will not provide reimbursement for such costs.

5.4 Contract

Prior to award, the apparent winning Offeror(s) will be required to enter into discussions with the City to resolve any contractual differences before an award is made. These discussions are to be finalized and all exceptions resolved within one (1) week of notification. Failure to resolve contractual differences will lead to rejection of the Offeror's proposal.

The City reserves the right to modify the Contract to be consistent with the successful offer and to negotiate with the successful Offeror other modifications, provided that no such modifications affect the evaluation criteria set forth herein, or give the successful Offeror a competitive advantage.

5.4.1 Contract Term

The term of this contract shall for one (1) year from the beginning date.

5.4.2 Contract Renewal

The City shall have the option, in its sole discretion, to renew the Contract for four (4) additional renewals as defined in the Contract.

5.5 Conflict of Interest

If an Offeror has any existing client relationship that involves the City, the Offeror must disclose each relationship.

5.6 Minority Business Policy

It is the policy of the City of Johns Creek that minority business enterprises shall have a fair and equal opportunity to participate in the City purchasing process. Therefore, the City of Johns Creek encourages all minority business enterprises to compete for, win, and receive contracts for goods, services, and construction. Also, the City encourages all companies to sub-contract portions of any City contract to minority business enterprises.

The City, in accordance with Title VI of the Civil Rights Act of 1964 and 78 State 252, 42 USC 2000d-42 and Title 49, Code of Federal Regulations, Department of Transportation, Subtitle A, Office of the Secretary, part 21, Nondiscrimination in federally assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, minority business enterprises will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, sex, or national origin in consideration for an award.

5.7 ADA Guidelines

The City adheres to the guidelines set forth in the Americans with Disabilities Act. Offerors should contact the Purchasing Manager at least one day in advance if they require special arrangements when attending any pre-proposal conference. The Georgia Relay Center at 1-800-255-0056 (TDD Only) or 1-800-255-0135 (Voice) will relay messages, in strict confidence, for the speech and hearing impaired.

5.8 Compliance with Laws

The Offeror/Contractor will comply with all City, State of Georgia, and Federal laws, rules, and regulations.

5.9 Governing Terms

This RFP expressly limits acceptance to the terms stated below. Any additional or different terms proposed by Offeror and expressed in any form (acknowledgements, confirmations, invoices, catalogs, brochures, technical data sheets, etc.), whether before or after Offeror’s receipt of this contract, shall not be binding upon City. City’s silence or acceptance of materials shall not constitute consent to such additional or different terms.

5.10 Indemnification

Offeror shall be responsible for and shall indemnify and hold City harmless from any and all claims, demands, costs, damages and expenses of whatever nature (including, without limitation, attorney’s fees) relating to or arising from (a) Offeror’s breach of any of the representations and warranties contained herein; (b) Offeror’s failure to follow City’s specifications; (c) Offeror’s other breach of the terms hereof; or (d) any other act(s) or omissions(s) of Offeror, its employees, independent contractors, agents, and suppliers.

5.11 Corrections/Credits

At City’s option, Contractor shall either issue an appropriate credit or undertake, at Contractor’s sole cost, corrections to materials made necessary by reason of Contractor’s failure to follow City’s specifications or Contractor’s other breach of the terms hereof. The remedies afforded City in this paragraph are in addition to, not in lieu of, any other remedy herein or provided by law or equity.

5.12 Insurance

Contractor shall maintain the following insurance (a) comprehensive general liability, including blanket contractual, covering bodily injuries with limits of no less than $1,000,000.00 per person and $2,000,000.00 per occurrence, and property damage with limits of no less than $1,000,000.00 per occurrence; and (b) statutory worker’s compensation insurance, including employer’s liability insurance with limits of no less than $500,000. In addition to above general coverages, contractor shall maintain Professional Liability Insurance with limits of $2,000,000 per occurrence and in aggregate. All insurance shall be provided by an insurer(s) acceptable to City, and shall provide for thirty (30) days prior notice of cancellation to City. Upon request, Contractor shall deliver to City a certificate or policy of insurance evidencing Contractor’s compliance with this paragraph. Contractor shall abide by all terms and conditions of the insurance and shall do nothing to impair or invalidate the coverage. The certificate holder is to be issued to:

City of Johns Creek 11360 Lakefield Drive Johns Creek, GA. 30097

Additional Insurer box must be checked off on the Certificate of Insurance.

5.13 Cancellation

City may cancel this agreement at any time upon giving written notice of cancellation to Contractor.

In such event, Contractor shall be entitled only to payment of the direct non-cancelable costs theretofore incurred by Contractor and any direct non-cancelable committed costs theretofore committed by Contractor, as directly relating to the performance of Contractor’s obligations hereunder prior to such cancellation; provided, however, the total amount of such costs shall not exceed the price(s) specified on the reverse side. City shall not be responsible for any other amounts whatsoever including, without limitation, penalties.

5.14 Independent Contractor

Contractor shall at all times be acting as an independent contractor and not be considered or deemed to be an agent, employee, joint venturer or partner of City. Contractor shall have no authority to contract for or bind City in any manner.

5.15 No Assignment

Contractor may not assign this agreement or any of its rights or responsibilities hereunder, without City’s prior written consent.

5.16 Audit

Upon not less than two (2) days prior notice, City shall have the right to inspect and audit all records (including, without limitation, financial records) of Contractor which pertain to Contractor’s fulfillment of this agreement and charge therefore.

5.17 Attorney’s Fees

In the event of Contractor’s breach hereunder, City, in addition to the recovery of all monies and damages owed to City, shall be entitled to recover from Contractor the reasonable attorney’s fees and court costs incurred by City as a result of such breach.

5.18 Miscellaneous

(a) No remedy of City shall be exclusive of any other remedy herein or provided by law as equity, but each shall be cumulative. (b) City’s failure or forbearance to enforce any term hereof shall not be deemed to be a waiver of such right or claim, or any right of claim hereunder. Moreover, City’s waiver of any term hereof shall not operate or be construed as a waiver of any subsequent breaches of the same or any other term. (c) If any of the terms hereof shall be determined to be invalid or unenforceable, the remaining terms shall remain in full force and effect. (d) The terms contained in this contract constitute the entire agreement between City and Contractor and supersedes all other oral or written Request for Proposals, purchase orders, invoices, agreements and communications between City and Contractor relating to the subject matter hereof. (e) No term of this agreement may be modified or waived except by an instrument in writing signed by an authorized representative of the party against which enforcement of such modification or waiver is sought. (f) This agreement and all disputes arising hereunder shall be governed by and construed in accordance with the laws of the State of Georgia.

APPENDIX A

SCHEDULE OF EVENTS

RFP #23-921RP

Event Date

Release of RFP 09/21/2023

Deadline for Written Questions 10/05/2023 5:00 PM *Submit only electronically via BidNet

Deadline to Submit Bid 10/19/2023 @ 2:00 PM

Via electronically online at BidNet with hard copies (6) mailed to:

RFP #23-921RP

11360 Lakefield Drive Johns Creek, GA 30097

Proposal Evaluations 10/20 to 10/25/23

Interviews (if needed) Week of 10/30/2023

RPAC Committee Meeting 11/15/2023

Council Work Session Discussion 11/28/2023

Council Meeting / Contract Award 12/12/2023

APPENDIX C

CITY OF JOHNS CREEK REQUIRED DOCUMENTS/FORMS

REQUEST FOR PROPOSALS LETTER

23-921RP

We propose to furnish and deliver any and all of the deliverables and services named in the attached Request for Proposals (RFP) for which prices have been set. If price or prices are required and offered herein shall apply for the period of time stated in the RFP.

It is understood and agreed that this proposal constitutes an offer, which when accepted in writing by the Purchasing Division, City of Johns Creek, and subject to the terms and conditions of such acceptance, will constitute a valid and binding contract between the undersigned and the City of Johns Creek.

It is understood and agreed that we have read the City’s specifications shown or referenced in the RFP and that this proposal is made in accordance with the provisions of such specifications. By our written signature on this proposal, we guarantee and certify that all items included in this proposal meet or exceed any and all such City specifications. We further agree, if awarded a contract, to deliver goods and services which meet or exceed the specifications. The City of Johns Creek reserves the right to reject any or all submittals, waive technicalities and informalities, and to make an award in the best interest of the City.

It is understood and agreed that this proposal shall be valid and held open for a period of Ninety (90) days from Request for Proposals opening date.

PROPOSAL SIGNATURE AND CERTIFICATION

(Offeror to sign and return with Request for Proposals)

I certify that this proposals is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a proposal for the same materials, supplies, equipment, or services and is in all respects fair and without collusion or fraud. I understand collusive bidding is a violation of State and Federal Law and can result in fines, prison sentences and civil damage awards.

I agree to abide by all conditions of the Request for Proposals and certify that I am authorized to sign this proposal for the Offeror. I further certify that the provisions of the Official Code of Georgia Annotated, Sections 45-10-20 et. seq., have not been violated and will not be violated in any respect.

Authorized Signature______________________________Date_______________________

Print/Type Name____________________________________________________________

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